Governor services - Privacy notices

Last updated 18 January 2023

This privacy notice sets out how we use and protect any information that you give Warwickshire Governor Services. It should be read in addition to the council’s overall Customer Privacy Notice.

The Governor Services purpose for processing your personal information is to:

• Provide support, training and advice to governors, governance professionals and headteachers to help governing boards fulfil their role effectively
• Maintain a Governor Membership Database
• Provide you with information relevant to our service
• Respond to questions, queries or feedback
• Match you with a school or academy, to enable you to become a Governor or Trustee
• Offer support, training and advice to governors
• Contact governors regarding statutory changes in legislation and details of training opportunities
• Ascertain local authority governor vacancies to be filled (statutory role)
• Assess and report on vacancies across the county
• Improve our service
• Provide an overview of the service we provide to Businesses, Schools and other volunteers to expand our network
• Plan future training events

When receiving governor applications, providing governor training and support, we collect the following personal information when you provide it to us:

• Personal details including your name, address, postcode, email address, and telephone number
• Referees' details, name, email address, telephone number
• Previous governor type and term of office
• Details of governor training booked and attended

Our lawful basis for processing this personal information is:

• Public task with a clear basis in law

To help ensure equal opportunity, and monitor the makeup of Governor Boards across Warwickshire to reflect the communities they serve, we may also process the following Equalities Monitoring information obtained via our Governor Application Forms:

• Age
• Gender
• Ethnicity
• Disability – yes/no

Our lawful basis for processing this information is:

• Explicit Consent

The following significant legislation and associated regulations govern our processing:

• Education Act 2002
• Education Act 1996
• Education and Inspection Act 2006
• School Standards and Framework Act 1998
• The Parent Governor Representatives (England) Regulations 2001
• The School Governance (Miscellaneous Amendments) (England) Regulations 2015

• The school(s) where you are a governor
• Teams within WCC working to improve outcomes for children and young people
• The Regional Schools Commissioner or Department for Education (DfE) – Section 538 of the Education Act 1996 – if requested

We will only share personal information with law enforcement or other authorities if required by applicable law.

Where a governor or governance professional is reappointed to a schools Governing Board their membership record will be updated accordingly.

The governor administration data will be held securely for 4 years from termination of governor role. Appointing School will be responsible for all other Governor records.

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights are set out below.
please use this link to find out how to access your personal information.

For rectification, restriction of your personal information, or to object to the processing of your personal information please contact us by email at: governors@warwickshire.gov.uk

The rights of Erasure and Portability are not available for this service.

This service does not use Automated Decision Making or Profiling as a process.

See our overall privacy notice for further contact details and if you have a complaint about your information rights.

You may also be interested in our Customer Privacy Notice

Our customer privacy notice