Skip to main content

Governor Support School Based Complaints Privacy Notice

How we use your personal information to support governing bodies in dealing with and responding to school complaints 

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

In this privacy notice we have summarised some of the key ways in which we use your personal information within the Governor Support Service. This information should be read in conjunction with the Council’s corporate privacy notice 

1. Who we are, what we do 

The key aim of the Governors Support Service is to ensure the proper running of schools within Rhondda Cynon Taf by the governing body. One of the ways we do this is by providing support, advice and guidance to governing bodies in order that they may investigate and respond to complaints about the school. 

More information on our service can be found here.

2. What and whose personal information we hold? 

In order for us to be able to provide the right support, advice and guidance to the governing body in relation to a complaint we will need to know specific information about the nature of the complaint. 

For straight forward complaints this can sometimes be done without the governing body having to share personal identifiable information with us (for example the name of the person making the complaint or the teacher / pupil involved). However, there may be occasions, especially for more complex complaints where this is sometimes necessary. 

As such the personal information that we may collect and use to provide support, advice and guidance to governing bodies for this purpose could vary significantly depending on the nature of the complaint. It could include information relating to: 

  • The identity of the complainant such as name, address, contact details etc. – this is sometimes needed so that we can get in touch with the person or other Council services to find out more information about the complaint.
  • Information relating to the nature of the complaint – this could include any range of information including information that is classed as more sensitive for example information relating to a person’s race, ethnic origin, religion, genetics, health, sexual orientation etc.
  • Information relating to other people who are involved in the complaint e.g. other pupils, teachers, witnesses etc. 

3. Where does the service get my information from? 

The information we receive will come from the Head teacher or governing body or members of the public may contact us direct to discuss a concern or report a complaint. 

We may also receive information from other people who are directly involved in the complaint such as a witness or other Council services. 

4. What we will do with your personal information? 

We will use this personal information to provide support, advice and guidance to the governing body complaints committee, and Headteacher in order for them to resolve the complaint.

5. What is the legal basis for the use of this information? 

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so. 

Our lawful basis for processing personal information to provide support, advice and complaints to a schools governing body is: 

  • To undertake our official council duties and to satisfy our legal obligations under the following pieces of legislation:
  • The Education Act 2002
  • The Government of Maintained Schools (Wales) Regulations 2005
  • The Government of Maintained Schools (Wales) Regulations 2015.
    • The Government of Maintained Schools (Change of Category) (Wales) Regulations 2015
    • The Welsh Government Complaints Procedures for school governing bodies in Wales – circular no: 011/2012

6. Does the service share my personal information with any other organisation? 

As mentioned above, in order for the Service to undertake its duties in relation to complaints we will sometimes share personal information with the schools governing body including Headteacher in order to resolve the complaint.  

We may also share information with other Council services depending on the nature of the complaint, for example: 

  • The Council’s Human Resource Department – if we need to seek specialist HR advice where a complaint relates to a teacher or staff members conduct. 
  • Schools Admissions Team – where the complaint relates to the placement of a child in a school.
  • Access & Inclusion - where the complaint relates to the additional needs of a child in a school.
  • Finance – where the complaint relates to the budgets or funding of a school.
  • 21st Century Schools Department – where the complaint relates to a school building
  • The Council’s Adult and Children’s Services – where a complaint raises substantial safeguarding or wellbeing issues.
  • Legal Services – where a governing body or Headteacher requests legal advice in relation to a complaint.

7. How long will my information be kept? 

We will keep your personal information for 7 years from the date the complaint is received.

8.    Your information, your rights 

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you. 

Click here for further information on your information rights and how to exercise them.

9. Contact us 

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways: 

By email: 

By telephone: 01443 744000 

In writing: Governor Support Service, Ty Trevithick, Abercynon, Mountain Ash, CF45 4UQ