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Privacy Notice

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about teacher training applicants, newly qualified teachers and those enrolled on our courses

Sacred Heart High School is the ‘data controller’ for WLTSA for the purposes of data protection law. Our data protection officer is the SPS Data Protection Officer (further details under ‘Contact us’)

Teacher Training Applicants, Trainees, NQTs, SLEs and others enrolled on WLTSA courses

The personal data we hold relates to teacher training applicants, initial teacher training trainees; newly qualified teachers, Specialist Leaders of Education and others enrolled on our courses.

The data we hold may include data provided by applicants on their application forms and any later relevant data received subsequently such as information regarding additional qualifications; additional contact details.  We also hold employment location data (which schools NQTs work in) and progress data in our role as an Appropriate Body.

Personal data that we may collect, use, store and share (when appropriate, see later below) includes, but is not restricted to:    

  • Personal information (such as name and address)
  • Contact details and preference (contact telephone numbers, email addresses, addresses)
  • Characteristics (such as gender. age, date of birth, ethnicity, religion, language, nationality, country of birth, residential category, disability/special needs)
  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation
  • Information about your marital status, next of kin, dependants and emergency contacts
  • Information about your entitlement to work in the UK
  • Information about your criminal record
  • Details of periods of leave taken by you, including holiday, sickness absence, family leave, and the reasons for the leave
  • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence
  • Assessments of your performance against the teacher standards, training you have participated in, support plans and related correspondence.
  • Information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments and fulfil its duty of care (including the use of Occupational Health Services)
  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief. where this has been provided
  • Attendance information
  • Safeguarding information
  • Photographs (for internal safeguarding & security purposes, WLTSA newsletters, media and promotional purposes)
  • CCTV images.

We may also hold data about trainees that we have received from other organisations, including other schools, our university partners and the Department for Education.

Why we use this data

We use this data to:

  • Support appropriate trainee selection
  • Support trainee learning
  • Monitor and report on trainee progress
  • Provide appropriate pastoral care
  • Protect trainee welfare
  • Assess the quality of our services
  • Carry out research
  • Comply with the law regarding data sharing

Our legal basis for using this data

We only collect and use trainee personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation
  • We need it to perform an official task in the public interest

Less commonly, we may also process trainees’ personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use a trainee’s personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using trainee’s personal data overlap and there may be several grounds which justify our use of this data.

How we store this data

Teaching School data is stored on the school’s secure server in a folder with access restricted to key Teaching School staff only; and some is additionally stored in paper files retained in a locked archive for 3 years.

We retain data for longer periods only if this is necessary in order to comply with our legal obligations.

Data sharing

We routinely share trainees’ information with appropriate third parties, including:

  • Our Partner Schools
  • Your host training schools
  • Our linked partner university and examining bodies (eg Teacher Regulation Agency)
  • The Department for Education (e.g. year-end reporting)
  • Our regulators Ofsted, DFE and the ESFA (e.g. trainee data)
  • Suppliers and service providers – to enable them to provide the service we have contracted them for
  • Central and local government
  • Our auditors, to ensure our compliance with our legal obligations
  • Health authorities and Occupational Health
  • Professional advisers and consultants – for us to develop our service to best provide our public service
  • Police forces, courts, tribunals
  • Future employers.

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

We do not share information about trainee with any third party without consent unless the law and our policies allow us to do so.

Transferring data internationally

Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

Individuals rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Teaching School holds about them.

If you make a subject access request and if we do hold information about you we will:

  • Give you a description of it
  • Tell you why we are holding and processing it and how long we will keep it for
  • Explain where we got it from, if not from you
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data and any consequences of this
  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

Your other rights regarding your data

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress
  • Prevent it being used to send direct marketing
  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
  • Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact the Business Director of the Teaching School, see contact details below.


We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with the school in the first instance.

To make a complaint, please contact the Business Director of the Teaching School (at Sacred Heart High School, Hammersmith), see contact details below.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

  • Report a concern online at
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact the Business Director of the Teaching School in the first instance.

Or our data controller:

iSystems Integration, Devonshire House, 29-31 Elmfield Road, Bromley, Kent BR1 1LT


WLTSA is coordinated by the Sacred Heart High School Teaching School.

Sacred Heart High School Hammersmith, a company limited by guarantee registered in England and Wales. Registered No 7941140

Registered Office: 212 Hammersmith Road, London W6 7DG.