The Kirklees Supply Service recruits supply staff to provide temporary, short- and long-term cover for schools and educational settings.
During the recruitment process a lot of personal data is collected from and about you, starting with your application form and supporting documentation.
Further information is collected on your acceptance onto our register, to build your profile on our booking management system to match your skills, experience, and availability with the cover requirements.
We use this personal data to:
*As supply staff you will only fall within the scope of the census if you achieve 28 days or more continuous service in one placement.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
Article 6(1) (a) We need your consent to access the DBS Update Service. You can remove your consent at any time. You can do this by contacting: the Kirklees Supply Service at kss@kirklees.gov.uk or by ringing 01484 225083 (option 1).
Article 6(1) (b) We have a contractual obligation.
Article 6(1) (c) We have a legal obligation.
Article 6(1) (e) We need it to perform a public task.
These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities. This includes, but may not be limited to:
To do this work, we need to collect some special category data as part of the Pre-employment Health Questionnaire. This is personal data that needs more protection because it is sensitive. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing special category information are:
Article 9(2) (b) Employment, social security, and social protection (if authorised by law)
Article 9(2) (h) Medicine, Employee Capacity, Medical Diagnosis, Health, or social care (with a basis in law)
These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities. This includes, but may not be limited to:
The information you divulge is retained in confidence by Employee Healthcare and is not shared with us without your consent. The questionnaire is to assess how your health may be affected by work and how your health could affect your ability to work. This determines what reasonable workplace adjustments may be required.
We, also, need to collect criminal offence data within the application form and the KSS Childcare Disqualification Self-Declaration form. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing criminal convictions or offences information is in an official capacity.
These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities. This includes, but may not be limited to:
KSS are committed to ensuring the highest safeguarding standards and promoting the welfare of children. Safer recruitment is a vital factor in keeping children safe within the education environment.
Your information is safely stored on the Kirklees Council’s secure network drives and servers, Kirklees council’s specialist software for storing personnel records (Anite*, SAP*), KSS specialist booking system (Dot Performance Ltd.).
We keep your personal information for six months from date of receipt of application (if not shortlisted or application withdrawn), for six months from date of interview (if unsuccessful at interview), for current + six years from date of termination of employment. We will then dispose of your information by manual and automatic mechanisms.
*Currently these Kirklees Council’s systems do not have the facility to identify staff groups or individual records for destruction purposes. This means information held on these systems are not routinely identified or removed. Records retained on an individual’s file may also include documents that were relevant and correct at the time of receipt. Kirklees Council have assessed this risk and continue to review arrangements to seek to establish IT solutions to enable deletion in line with indicated retention periods.
Your name, skills, and abilities together with your availability to work will be shared with schools and educational settings registered with Kirklees Supply Service through our booking management system. Your photograph will, also, be available to them to prove your identity when arriving at your placement.
We may sometimes share the information we have collected about you where it is necessary, lawful, and fair to do so. In each case we will only share the minimum amount of information, only when required, for the following reasons:
We may share this information with:
Other vendors working on our behalf, for example, DotPerformance Ltd. to provide the booking technology. In such cases, these companies abide by our data privacy and security requirements and they are not allowed to use personal data they receive from us for any other purposes.
We do not share personal information about you with anyone else without consent unless the law and our policies allow us to do so.
Under data protection law, you have several rights, including the right to have your records rectified and the right to ask for access to all the information the Council holds about you. These rights are listed in more detail on Kirklees Council’s data protection rights page.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at Data.protection@kirklees.gov.uk if you wish to make a request.
If you would like further information about how we manage your data, please see the Kirklees Council privacy notice.
If you would like further information about this privacy notice, please contact: the Kirklees Supply Service at kss@kirklees.gov.uk, or by ringing 01484 225083 (option 1).
If you have any worries or questions about how your personal data is handled, please contact the Data Protection Officer at DPO@kirklees.gov.uk or by ringing 01484 221000.
You can also complain to the ICO if you are unhappy with how we have used your data. You can contact the ICO via the ‘Contact us’ page on their website, or by ringing 0303 123 1113.
