25/10/2024 12:10 PM

Now Teach Privacy Notice

Introduction

This Privacy Notice explains when and why Now Teach ("we", "us") collects personal information, how we use it, the conditions under which we may disclose it to others, and how we keep it secure. It also explains your rights under UK data protection law and how to exercise them. This Notice applies to our programmes and services, human resources, and our fundraising and marketing activities.

Who We Are

Now Teach is a registered charity (no. 1189146), and company (no. 11872096). For the activities described in this Notice, Now Teach generally acts as a data controller. In some projects where we deliver services for another organisation, we may act as a data processor and will do so under that organisation’s instructions.

Contact Information, Queries and Complaints

If you have questions about this Privacy Notice or how we process your personal data, or if you wish to exercise your rights, please contact our DPO:

Email: data.protection@nowteach.org.uk

What Personal Data We Collect and Why

The data we collect and how we use it depends on your relationship with us. Please see the appendices for details:

Appendix 1 – Now Teachers
Appendix 2 – Human Resources (employees, contractors)
Appendix 3 – Fundraising and Marketing
Appendix 4- Complaints Procedure

Your Rights

Under UK data protection law, you have the following rights. Some rights are subject to limitations (for example, safeguarding or legal obligations) and may not always apply. If we cannot fulfil a request, we will explain why.

Right to be informed – to know how your data is used.
Right of access – to request a copy of your personal data.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to request deletion where legally permitted.
Right to restrict processing – to limit how we use your data in certain circumstances.
Right to data portability – to receive certain data in a structured, machine‑readable format.
Right to object – to processing based on legitimate interests or for direct marketing.
Rights around automated decision‑making – we do not make decisions that produce legal or similarly significant effects solely by automated means.
Right to complain- to complain against any of our activities.

International Data Transfers

Where personal data is transferred outside the UK, we put in place appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, and we perform transfer risk assessments where required.

How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes set out in this Notice and to meet legal, regulatory, contractual and funder requirements. Specific retention periods are set out in Now Teach’s Retention Schedule and may vary by project (for example, safeguarding records or research evaluation data). We will provide further information on request.

How We Protect Your Data

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit and at rest (where appropriate), data minimisation, secure deletion, staff training, confidentiality agreements, and vendor due diligence. We regularly review and improve these measures.

Changes to This Notice

We review this Privacy Notice regularly. Significant changes will be communicated directly or via a notice on our website.

Appendix 1 – Now Teachers

This appendix covers how Now Teach processes personal data to work with candidates and Now Teachers.

Now Teach gives support to aspiring teachers, together, these programmes aim to improve outcomes for aspiring teachers by partnering with schools, universities and training providers to support career changers and connecting them with a strong professional network.

Now Teach provides advice and support on routes to change careers to teaching, 1-2-1 telephone support for candidates, drop in webinars, 1-2-1 pastoral care, in person social events, and online coaching.

What Personal Data We Collect

We only collect the minimum data necessary for each purpose. Depending on the activity, we may collect:

Identity and contact data – name, email address, mobile number, date of birth, address, educational information, right to work,
Participation records – registration and attendance, referral details, support plans, outcomes and evaluations, feedback and surveys, learning needs, accessibility requirements.
Safeguarding information – disclosures or concerns, risk assessments, chronology/incident logs, safety plans, referrals to statutory agencies.
Special category data (with consent) – ethnicity, gender, health information for reasonable adjustments
Research and evaluation data – interviews, focus groups, surveys, observations, recordings (audio/video) with appropriate notices and permissions.

Where We Get Your Data From

Directly from you when you fill in our forms.
From referring organisations
From the Department of Education for verification of qualifications.

How We Use Your Data

To manage enquiries and provide information about available services and support
To assess your suitability for our support
To register you for and deliver programmes and services,
Tailor support to your needs.
To safeguard young people and adults at risk
To evaluate and improve our programmes and services and monitor EDI
To evidence impact to funders and commissioners (usually using aggregated or pseudonymised information; we will avoid identifying you unless necessary and lawful).
To carry out research and insight projects with appropriate ethical safeguards.

Our Lawful Bases (Article 6 UK GDPR)

Legitimate Interests (Art 6(1)(f)) – our primary basis for delivery of our services, including participation and evaluation.
Vital Interests (Art 6(1)(d)) – for safeguarding, where processing is necessary to protect someone’s life or prevent serious harm.
Consent (Art 6(1)(a)) – for optional activities such as certain sharing of recordings/photography, case studies, surveys or where required by law for specific communications.

Special Category Data (Article 9 UK GDPR)

Where we process special category data (e.g., health, ethnicity, beliefs, sexuality) or criminal offence data, we do so only where strictly necessary and with additional safeguards. Our typical conditions include:

Substantial Public Interest – safeguarding of children and individuals at risk (Art 9(2)(g) and Data Protection Act 2018, Sch. 1, para 18)
Scientific or historical research or statistical purposes (Art 9(2)(j)) – for research/evaluation with suitable safeguards and, where required, ethical review.
Explicit Consent (Art 9 (2)(a)- for processing dietary requirements or any other optional EDI information.

Who We Share Data With (Programmes and Services)

Any professionals involved in your support
Funders and commissioners – typically aggregated or pseudonymised data; identifiable data only where necessary, proportionate and lawful.
Independent evaluators and research partners – under contracts and approved protocols.
In instances of safeguarding, we will share your information with Authorities on the basis of legitimate interest
Department for Education to ensure we have accurate details about you.

Research and Evaluation Ethics

We apply proportionate ethical review and safeguarding measures for research and evaluation. Participation materials explain what data we collect, why, how long we keep it, and your rights. We prefer pseudonymised or anonymised data for reporting wherever possible.

Appendix 2 – Human Resources

This appendix explains how we process personal data for job applicants, employees, contractors, consultants and trustees.

How We Collect Your Information

Directly from you during recruitment and onboarding, and during your engagement with us.
From agencies and referees (with your knowledge).
From pre‑employment screening such as right‑to‑work and DBS where applicable.
From internal systems (e.g., HR, payroll, learning and development).

What Personal Data We Collect

Personal details and contact information.
Application, CV and interview information; references; employment history and qualifications.
Contract terms, job role, pay/fees, benefits, working time, leave and absence, performance and supervision records, disciplinary and grievance records, training records.
Next of kin and emergency contacts.
Right‑to‑work, basic DBS for staff members and other compliance records.
Special category data (where necessary) – health/occupational health information (e.g., reasonable adjustments), and ethnicity.

How We Use HR Data (Purposes and Lawful Bases)

To recruit and onboard staff and trustees – Contract (Art 6(1)(b)) and Legitimate Interests (Art 6(1)(f)).
To administer employment/engagement – Contract (Art 6(1)(b)).
To meet legal obligations – Legal Obligation (Art 6(1)(c)) (e.g., HMRC, right‑to‑work, health & safety).
To manage performance, supervision, learning and development, security and IT systems – Legitimate Interests (Art 6(1)(f)).
Special category data – Art 9(2)(b) employment and social protection law; Art 9(2)(g) substantial public interest (e.g., equality monitoring under Schedule 1 conditions); occupational health; and where appropriate, explicit consent.
Criminal offence data – Art 9(2)(g) Substantial Public Interest, handled in line with law and safeguarding or prevention of crime (e.g., DBS).

Who We Share Your Data With

Payroll, pension, HR and benefits providers (processors).
Regulators and statutory bodies (e.g., HMRC, Home Office).
Occupational health and wellbeing providers.
IT service providers.
Professional advisers and insurers where necessary.

Appendix 3 – Fundraising and Marketing

This appendix explains how we process personal data for fundraising and marketing, including individual giving, major donors, grants, trusts and foundations, events, and supporter communications.

What We Collect

Identity and contact data; communication preferences.
Donation history, Gift Aid status, event registrations and attendance.
Engagement information (e.g., email opens/clicks), where permitted.
For major donors: publicly available information to carry out due diligence checks under our obligations
Payment information processed securely by our payment service providers; we do not store full card details.
Special Category data such as dietary requirements or reasonable adjustments if you are

This data may be collected from our website, the Charity Aid Foundation page, JustGiving or through you directly.

How We Use Supporter Data

To process and acknowledge donations and manage Gift Aid.
To manage events.
To send you marketing about our work and ways to support us, in line with your preferences and PECR.
To develop supporter relationships
To comply with legal and regulatory requirements and prevent fraud.

Lawful Bases (Fundraising & Marketing)

Consent (Art 6(1)(a)) – for email marketing to individuals where required by PECR.
Legitimate Interests (Art 6(1)(f)) – if you have expressed an interest in our services by submitting our Expression of Interest form
Contract (Art 6(1)(b)) – to administer event bookings or benefits you have asked for.
Legal Obligation (Art 6(1)(c)) – for Gift Aid and financial record‑

Who We Share Supporter Data With

Payment processors and fundraising platforms (as independent controllers).
Regulators (e.g., HMRC for Gift Aid) and auditors where required by law.
Event partners and venues where necessary for attendance and safety.

Appendix 4: Complaints Process

If you are unhappy with how we handle your personal data, you have the right to raise a complaint with us.

You can contact us by:

Email: data.protection@nowteach.org.uk

Please provide:

Your name and contact details
A clear description of your concern
Any relevant dates or reference numbers

What Happens Next?

We will acknowledge your complaint within 30 days of receiving it.
We will investigate your concerns.
We may contact you if we need further information.
We will respond as soon as possible and without undue delay.

Our response will explain:

What we have found
Whether any action has been taken
What happens next

If You Are Not Satisfied

If you remain unhappy with our response, you have the right to complain to the Information Commissioner’s Office (ICO):

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

Telephone: 0303 123 1113
Website: https://ico.org.uk

Accessibility

If you require this information in an alternative format, please contact us and we will be happy to assist.