Judicium Privacy Policy & Data Processing Record

Background

1. Information About Us & this Document

The details of Judicium’s Data Protection Officer is as follows: –

Data Protection Officer: Craig Stilwell
Email address: dataservices@judicium.com
Telephone number: 020 3326 9174
Registered address: 72 Cannon Street, London, EC4N 6AE
VAT number: 756 2746 05

2. What Does This Document Cover?

3. What is Personal Data?

4. What Are My Rights?

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

• Personal information and contact details such as name, title, addresses, date of birth, marital status, phone numbers and personal email addresses;
• Emergency contact information such as names, relationship, phone numbers and email addresses;
• Information collected during the recruitment process by the client and retained during employment including references, proof of right to work in the UK, application form, CV, qualifications;
• Employment contract information such as start dates, hours worked, post, roles;
• Education and training details;
• Details of salary and benefits including payment details, payroll records, tax status information, national insurance number, pension and benefits information;
• Details of any dependants;
• Nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
• Information in your sickness and absence records such as number of absences and reasons(including sensitive personal information regarding your physical and/or mental health);
• Racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
• Criminal records information as required by law to enable employee to work with children;
• Trade union membership;
• Information on grievances raised by or involving the employee;
• Information on conduct and/or other disciplinary issues involving the employee;
• Details of appraisals, performance reviews and capability issues;
• Details of time and attendance records;
• Information about the use of IT, communications and other systems, and other monitoring information;
• Details of use of business-related social media;
• Images of staff captured by the School’s CCTV system;
• Your use of public social media (only in very limited circumstances, to check specific risks for specific functions within the School);
• Details in references about employee client give to others.

• Personal information such as name, pupil number, date of birth, gender and contact information;
• Emergency contact and family lifestyle information such as names, relationship, phone numbers and email addresses;
• Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility);
• Attendance details (such as sessions attended, number of absences and reasons for absence);
• Financial details such as monies owed and financial hardship;
• Performance and assessment information;
• Behavioural information (including exclusions);
• Special educational needs information;
• Relevant medical information;
• Special categories of personal data (including biometric data, ethnicity, relevant medical information, special educational needs information);
• Images of pupils engaging in school activities, and images captured by the School’s CCTV system.

• Names, addresses and occupations.

• Information required to perform a DSE risk assessment including name, and health status;
• Information required to perform a pregnancy risk assessment including name, and health status;
• Name and contact information of clients’ vendors and suppliers;
• Financial and payment details of clients’ vendors and suppliers.

• The data set out in paragraph 5.1 where necessary to advise on education improvement, clerking or governance, or financial or operational matters of the school and involving employees, suppliers, pupils or parents.

• The data set out in paragraph 5.1 where necessary to advise on data protection; matters or in the capacity of the DPO role on matters of the school and involving employees, suppliers, pupils or parents.

• Personal information and contact details such as name, title, addresses, date of birth, marital status, phone numbers and personal email addresses;
• Employment contract information such as start dates, hours worked, post, roles;
• Details of salary and benefits including payment details, payroll records, tax status information, national insurance number, pension and benefits information;
• Details of time and attendance records.

• Personal information and contact details such as name, title, addresses, date of birth, marital status, nationality, phone numbers and personal email addresses;
• Employment history information such as start dates, hours worked, post, roles;
• Qualifications and work experience and skills;
• Details of salary and benefits including payment details, payroll records, tax status information, national insurance number, pension and benefits information.

• A job applicant’s CV and any cover wording as well as relevant recruitment checks;
• Proof of right to work in the UK;
• Personal information and contact details such as name, title, addresses, date of birth, phone numbers and email address;
• Emergency contact information;
• Details of sickness and absence;
• Performance records;
• Information on conduct (including disciplinary issues) and records of complaints/concerns;
• Details of salary and benefits including payment details, payroll records, tax status information, national insurance number, pension and benefits information.

Supporting Education Group may process personal data where it is necessary to enable the smooth running of Judicium, Supporting Education Group and its subsidiaries. Personal data will consist of names and roles of persons employed by clients of the group which may be shared within the group for the purpose of cross-marketing services.

6. What is Your Reason for Holding/Processing my Personal Data?

• Because we need to do so in order to perform a contract that we have with you or are taking steps to enter into with you
• Because we have your consent to hold/process your data
• Because we have a legal obligation to hold/process the data regardless of whether any contract exists between us
• Because we have a legitimate interest in holding/processing your data, or there is a legitimate third party interest and there is not a good reason to protect the individual’s personal data which overrides those legitimate interests.

7. For What Purpose Do You Use My Personal Data?

• Communicating with you to inform you of our services
• Communicating with you with the purpose of entering into a contract with you
• Providing, administering and managing our contract with you.
• Supplying our services to you or for your benefit.
• Personalising and tailoring our services for you or for your benefit.
• Communicating with you on matters that may fall outside the immediate contractual obligations but arise in the course of supplying our services to you
• Advising your employer, where we are engaged as their HR/Employment law advisers or health and safety advisers or School management advisers or data protection advisers or workplace immigration advisers –
  • on all matters pertaining your employment
  • On all matters relating to the application and interpretation of health and safety policies and procedures to your employment,
  • On all matters relating to the application and interpretation of data protection laws to your employment,
  • On all matters relating to the operational and educational needs of a school, including clerking and governance
  • On all matters relating to the application and interpretation of immigration laws within the context of your employment or potential employment.
• Where you are not an employee of a Judicium client, advising our client on the application and interpretation of data protection laws and freedom of information laws within the context of a Subject Access Request you have submitted or a Freedom of Information request you have submitted to our client and where were are acting either as adviser or an Data Protection Officer.
• Advising you as an individual on the application and interpretation of UK Immigration law within the context of your personal circumstances.
• Where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or text message and/or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

8. How Long Will You Keep My Personal Data?

• Where the data relates to a contractual relationship between us and you where it may potentially come to be considered evidence in a dispute, we shall keep that data up to six years after that relationship has ended
• Where the data consists of information that we are required to retain by law, we shall keep the data as long as we are required to do so.
• Where there is no contractual relationship between us but there exists a risk of litigation where the data may potential come to be seen as evidence or somehow material, we shall keep the data as long as that risk is live and material.
• Where the information is required for effective operation of our accounts or business operations we shall keep the data, but no longer than for that required purpose and in accordance with financial best practice requirements
• Where the purpose for which the data was lawfully acquired is still live we shall keep the data, but no longer than is required by law.

9. How and Where Do You Store or Transfer My Personal Data?

10. Do You Share My Personal Data?

• To make effective the objectives of a contract that we have with you or for your benefit
• Where we have your consent to share your data
• Where we are legally obliged to do so by statute, a court order or other type of legal obligation

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above.

If in the exceptional circumstance that any personal data is transferred outside of the EEA (where, for instance, a laptop is taken on holiday to US), we will take suitable steps in order to ensure that your personal data is treated safely and securely.

11. How Can I Access My Personal Data?

For the attention of: Craig Stilwell
Email address: dataservices@judicium.com
Telephone number: 020 3326 9174
Postal Address: 72 Cannon Street, London, EC4N 6AE

13. Changes to this Privacy Notice