Teaching Staff Application Form

External Applicants: When considering which referees to include, please make sure that at least 3 years of your most recent experience is covered. Please ensure that one of your referees is your current line manager/headteacher or your most recent line manager/headteacher if you are not in paid employment at the moment. if you are a school, college, or university leaver, one of your referees should be your headteacher or tutor.

Please note, we reserve the right to approach any of your previous employers for a reference. 

N.B It is our policy to send reference requests via email where possible. 

Internal Applicants: Please give the name and contact details of your current line manager/headteacher. 

This privacy notice describes how we collect and use personal information about you during and after your work relationship with us, in accordance with the UK General Data Protection Regulation (UK GDPR).

Following Brexit, Regulation (EU) 2016/679, General Data Protection Regulation (GDPR) was incorporated into UK law as retained EU law and is now known as the UK GDPR. The UK GDPR operates alongside the Data Protection Act 2018, which supplements it by setting out additional provisions on matters such as the processing of personal data is specific sectors, exemptions, the powers of the Information Commissioner, and enforcement. The Data (Use and Access) Act 2025 further amends both the UK GDPR and Data Protection Act 2018 to modernise UK data protection rules and clarify certain rights and obligations. The GDPR continues to apply within the EU and to organisations that process personal data of individuals located in the EU.

This privacy notice applies to all job applicants. Successful candidates should refer to our privacy notice for staff for information about how their personal data is stored and collected.

Who Collects this Information

Adamsrill Primary School  is a “data controller” of personal data and gathers and uses certain data about you. This means that we are responsible for deciding how we hold and use personal information about you.

We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice does not form part of any contract of employment or other contract to provide services and we may update this notice at any time.

It is important that you read this notice, together with any other policies mentioned within this privacy notice. This will assist you with understanding how we process your information and the procedures we take to protect your personal data.

Data Protection Principles

We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.

 Categories of Information We Collect, Process, Hold and Share

We may collect, store and use the following categories of personal information about you up to the shortlisting stage of the recruitment process: -

·         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 that we retain during your employment including proof of right to work in the UK, information entered on the application form, CV, qualifications;

·         Details of your employment history including job titles, salary and working hours;

·         Information regarding your criminal record as required by law to enable you to work with children;

·         Details of your referees and references;

·         Details collected through any pre-employment checks including online searches for data;

·         Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs.

 We may also collect information after the shortlisting and interview stage in order to make a final decision on where to recruit:

Data about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
Data regarding your academic and professional qualifications;
Data regarding your criminal record, in a criminal records certificate (CRC) or enhanced criminal records certificate (ECRC) as appropriate;
Your nationality and immigration status and data from related documents, such as your passport or other identification and immigration information;
A copy of your driving licence; and
Data relating to your health.

How We Collect this Information

We may collect this information from you, your referees, your education provider, by searching online resources, from relevant professional bodies the Home Office and from the Disclosure and Barring Service (DBS).

How and Why We Use Your Information

We will only use your personal information when the law allows us to. Most commonly, we will use your information in the following circumstances:

·         Where we need to take steps to enter into a contract with you;

·         Where we need to comply with a legal obligation (such as health and safety legislation, under statutory codes of practice and employment protection legislation);

·         Where it is needed in the public interest or for official purposes;

·         Where it is necessary for our legitimate interests (or those of a third party) and your interests, rights and freedoms do not override those interests.

·         Where you have provided your consent for us to process your personal data.

Generally, the purpose of us collecting your data is to enable us to facilitate safe recruitment and determine suitability for the role. We also collect data in order to carry out equal opportunities monitoring and to ensure appropriate access arrangements are put in place if required.

If you fail to provide certain information when requested, we may not be able to take the steps to enter into a contract with you, or we may be prevented from complying with our legal obligations.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

How We Use Particularly Sensitive Information

Sensitive personal information (as defined under the UK GDPR as “special category data”) require higher levels of protection and further justification for collecting, storing, and using this type of personal information. We may process this data in the following circumstances:

·         In limited circumstances, with your explicit written consent;

·         Where we need to carry out our legal obligations in line with our data protection policy;

·         For reasons of substantial public interest, such as for equal opportunities monitoring;

·         To establish, exercise or defend legal claims;

·         Where it is necessary to protect your vital interests (or those of another person) and you are unable to give consent.

Criminal Convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where it is necessary to carry out our legal obligations. We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.

Where appropriate we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of working for us.

Sharing Data

We may need to share your data with third parties, including third party service providers where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

These include the following: -

·         Academic or regulatory bodies to validate qualifications/experience (for example the teaching agency);

·         Referees;

·         Other schools;

·         HR advisors and professional advisers;

·         The DBS to carry out background checks where legally required;

·         Recruitment and supply agencies;

·         Lewisham Council in order to meet our legal obligations for sharing data with it;

We may also need to share some of the above categories of personal information with other parties, such as our legal or professional advisers. Where possible, information will be anonymised, but this may not always be feasible.

All recipients are required to handle personal data securely and only for the purposes for which it was shared. We may also be required to share some personal information with our regulators or as required to comply with the law.

Retention Periods

We keep the personal data that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your data will depend on whether your application is successful and you become employed by us, the nature of the data concerned and the purposes for which it is processed.

We will keep recruitment data (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised or anonymised, and the longer period for which they will be kept.

If your application is successful, we will keep only the recruitment data that is necessary in relation to your employment.

Once we have finished recruitment for the role you applied for, we will then store your information in accordance with our Retention Policy. This can be found on the school website.

Security

We have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used or accessed in an unauthorised way). In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.

You can find further details of our security procedures within our Data Breach policy and our Information Security policy, which can be found on the school website.

Automated Decision Making

Adamsrill Primary School does not make decisions about job applicants based soled on automated processing. All recruitment and selection decisions involve meaningful human review.

If this position changes in the future (for example, if we introduce automated screening or scoring tools) we will update this notice and provide you with information about the logic involved and your rights in relation to such processing.

Your Rights of Access, Correction, Erasure and Restriction

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances by law you have the right to:

·         Access your personal information (commonly known as a “subject access request”). This allows you to receive a copy of the personal information we hold about you and to check we are lawfully processing it. You will not have to pay a fee to access your personal information. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

·         Correction of the personal information we hold about you. This enables you to have any inaccurate information we hold about you corrected.

·         Erasure of your personal information. You can ask us to delete or remove personal data if there is no good reason for us continuing to process it.

·         Restriction of processing your personal information. You can ask us to suspend processing personal information about you in certain circumstances, for example, if you want us to establish its accuracy before processing it.

·         To object to processing in certain circumstances (for example for direct marketing purposes).

·         To transfer your personal information to another party.

If you want to exercise any of the above rights, please contact the School Business Manager in writing to sbm@adamsrill.lewisham.sch.uk.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).

Right to Withdraw Consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the School Business Manager in writing to sbm@adamsrill.lewisham.sch.uk.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Contact

If you would like to discuss anything within this privacy notice or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the School Business Manager in writing to sbm@adamsrill.lewisham.sch.uk.

in the first instance. We will acknowledge receipt of your complaint within 30 calendar days, and we will investigate and respond without undue delay. Further information about the way we handle data protection complaints can be found in our Data Protection Policy, available https://www.adamsrill.lewisham.sch.uk/Policies/.

We have appointed a data protection officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolved by the School Business Manager, then you can contact the DPO on the details below:

Data Protection Officer:                 Judicium Consulting Limited

Address:                                               5th Floor, 98 Theobalds Road, London, WC1X 8WB

Email:                                                    dataservices@judicium.com

Web:                                                     www.judiciumeducation.co.uk

 

Should you remain dissatisfied with our response, you also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to this Privacy Notice

We reserve the right to update this Privacy Notice at any time, and we will provide you with a new privacy notice when we make any substantial changes. We may also notify you in other ways from time to time about the processing of your personal information.

 In practice, schools are unlikely to carry out automated decision making falling within this definition. However, with the increased use of AI, it is possible. Please contact Judicium for further guidance if you think your school is carrying out automated decision making.

I hereby declare that to the best of my knowledge, I am not a spouse, partner, child or relative of an existing member or employee of the School/London Borough of Lewisham, nor do I have a close personal or business or potential business relationship with any such person.

If you are unable to make the above declaration, you should strike it out and state in the space below any relationship of nature referred to.

2.  I hereby declare that all the information given by me on this form is correct to the best of my knowledge, that all the questions relating to me have been accurately and fully answered and that I possess all the qualifications which I claim to hold. I understand that I will be required to provide original documents for scrutiny upon appointment. I also understand that falsification of qualification or information may lead to withdrawal of an offer or dismissal without notice. 

I agree that the information provided should form part of the basis of my engagement and I authorise the School/London Borough of Lewisham to check the information that I have supplied.  I accept that by signing this form I am giving the School/London Borough of Lewisham permission to approach any of my former employers for a reference for the purposes of checking my work history.

Our stringent pre employment checks reflect the School/London Borough of Lewisham’s commitment to protecting our children and young people; these will include references, health, right to work in the UK, record check via the Disclosure and Barring Service (DBS) and, where applicable, a declaration that neither you nor anyone that lives in the same household as you is a disqualified person under the Childcare (Disqualification) Regulations 2009, for further details go to  

Disqualification Guidance 

Under the Data Protection Act 1998, I understand that the personal information supplied by me on this application form and in any accompanying documents will be used by the School/London Borough of Lewisham and any other appointed agent, for the purpose of appointment to the post applied for and to allow monitoring of the fairness of the recruitment and selection process.  Furthermore, that the information may be used to consider a complaint regarding the selection process and/or defend the School/London Borough of Lewisham against any legal action undertaken associated with the fairness of the selection process by any interested parties.  I have also noted that certain information supplied by me will be used for verification purposes and that the School/London Borough of Lewisham may need to contact third parties to confirm facts contained within the application.

Canvassing of employees or other members of the Council or any Committee of the Council directly or indirectly for any appointment under the Council shall disqualify the candidate concerned for that appointment.

I have read and understood the above statements and consent to the personal data submitted with this application form being used for the purposes described.  I understand that the School/London Borough of Lewisham is under a duty to protect the public funds it administers, and to this end may use the information I have provided on this form within the School/London Borough of Lewisham for the prevention and detection of fraud.  It may also share this information with other bodies administering public funds solely for this purpose.

Where you have been successfully appointed this information will be retained for the period you are employed and a subsequent 6 years in standard cases, 25 subsequent years where you have been employed to work with children and vulnerable persons and 40 years if you will come into contact with Asbestos as part of your duties.  However, if you are unsuccessful your information will be retained for 6 months after the appointment to post