Governance Service - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the clerking service to schools and academies and recruitment of Governors. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us


What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • personal information – such as: your name, address, telephone number
  • special category (sensitive) personal information – such as: your ethnicity, information about your physical and mental health, if it is relevant

How do we collect information about you?

We collect your information from you directly, when you telephone the service, from the clerk and schools, academies and other educational establishments.

How will your information be used?

Your information might be used to maintain an up to date database and provide a variety of different services in line with the traded service buyback.

The Legal Basis for using your information

The council collects and uses information about you on the basis that to do so is necessary because of a legal obligation that applies to the Council/to do so is necessary for the performance of a task in line with the traded service buyback. The constitution of the Governing Body or Local Governing Body is undertaken in line with the School Governance Constitution Regulations 2012, the Articles of Association or the Scheme of Delegation of the Trust. Further details are included in the table below.

Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Recruitment of Governors

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority: the School Governance Constitution Regulations 2012 or the Scheme of Delegation of the Trust.

(b) the exercise of a function of either House of Parliament,

(c) the exercise of a function conferred on a person by an enactment or rule of law,


Clerking service

(1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.



Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

Clerking service

(2)(a) the data subject has given explicit consent to the processing



Governors recruitment

(2)(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of

employment and social security and social protection law.

Part 1 of schedule 1


Consent (and withdrawing consent)

The Council collects and uses information about you on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you for provision of the clerking service by e-mailing and requesting that this information is no longer used. This will mean that no further service will be provided.

Information required by contract (or information required to enter into a contract)

You are required to provide us with your information to receive this service. The consequences of not providing the information requested are that we will not be able to appoint you as a Governor or distribute agendas as part of the clerking service.

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For provision of a clerking service and recruitment of Governors matters we may need to share your information with:

  • Department for Education (DfE)
  • Schools, Colleges and other educational establishments
  • Other Local Authorities
  • Other Internal Council teams including, SEND, Attendance, Behaviour and Engagement, Attendance, Admissions, Learning Organisation, Finance, Learning Provision, DSCB.
In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information. We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:


Time information kept for

Recruitment of Governors

We will review your records after 7 years. 

Clerking service for schools

The various agendas, reports, papers and other attached documents have separate retention periods based on their subject matter.  Retention periods range from 6 months to 75 years. 
It is the responsibility of the school (as data controller) to ensure information is managed and retained appropriately
further detail can be found here: Doncaster retention guidelines

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can also request information about yourself by making a subject access request, advice is also available on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at 


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF



Last updated: 22 June 2022 12:07:32