Privacy Policy

Kent Teaching School Hub is committed to keeping your information secure and managing it in accordance with our legal responsibilities under data protection law. Under data protection law, individuals have a right to be informed about how organisations use any personal data that they hold about them. We comply with this right by providing privacy notices to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about individuals who are registered with the Kent Teaching School Hub for the ECT programme, NPQ programmes, Wider CPD programmes and appropriate body services.

Name and contact details of the organisation

Kent Teaching School Hub, Tenax Schools Trust, Bennett Memorial Diocesan School, Culverden Down, Tunbridge Wells, TN4 9SH 01892 521595 [email protected]

Tenax Schools Trust is the ‘Data Controller’ for the purposes of data protection law. Evolution Internet Ltd is the ‘Data Processor’ for the purposes of data protection law.

The personal data we hold

We process data relating to individuals who are registered with, or work for, Kent Teaching School Hub. This includes ECTs, ECT mentors, Induction Co-ordinators, ECF Support Tutors, NPQ participants, NPQ facilitators, CPD attendees, engagement event attendees, Headteachers, Kent Teaching School Hub Directors, Administrators. We will only use the data for the purposes for which it was provided. Personal data that we may collect, use, store and share (when appropriate) about individuals will depend on their role in the process, and may include, but is not restricted to:

Account username • Name (& any previous names) • Telephone numbers • Address • Email address • Date of birth • Teacher Reference Number • Qualified Teacher Status information • Name of employing organisation • Nature of contract with employing organisation • Name of previous schools at which NQT induction was served • Start date of induction • Qualifications (training information) • Record of completing NQT induction training • Lesson observation forms • Meeting notes and actions forms • Teacher standards evidence forms • Professional review forms • Assessment forms • Personal support plans • Records of emails and telephone communications • Records of meetings and quality assurance visits • Steplab engagement statistics • Coaching records • Drop in records • results of Steplab quizzes • NPQ assessments

We may also collect, store and use information about NQTs that falls into “special categories” of more sensitive personal data. This includes information about:

Ethnicity • Trade union membership • Health, including any medical conditions and number of days absence during NQT/ECT induction

Why we use this data

The purpose of processing this data is to allow Kent Teaching School Hub to: • Register an NQT/ECT with the Teaching Regulation Agency • Register the outcome of induction with the Teaching Regulation Agency • Support schools and participants with programme onboarding •  Correspond with individuals about induction procedures and processes • Correspond with individuals about professional development events • Review completed formal assessments and communicate with NQTs/ECTs and schools about these assessments • Produce anonymised reports of NQT/ECT numbers, phase, subjects and training providers for Kent Teaching School Hub and Local Authorities • Contact an individual or school • Ensure that all ECTs registered have Qualified Teacher Status • Ensure that the timescales for assessment due dates are recorded correctly • Ensure that any induction completed previously is taken into account • Ensure that all ECTs, Mentors and Induction Co-ordinators have completed the relevant training • Review ECT/NQT documentation and support plans to ensure adequate support is being provided to the ECT/NQT in cases where concerns have been raised • Provide previous assessment forms to schools where an NQT/ECT moves schools during the induction period • Ensure that where support meetings have taken place the relevant records are available for future reference • To monitor when an extension to an NQT/ECT Induction period may be required due to the maximum number of days absence being exceeded • Enable equalities monitoring • Ensure NPQ participants are engaging with the programme, and attending all elements of their course • Ensure that ECT engagement takes place • Ensuring any CPD or engagement events are fit for purpose. • Report to the DfE as part of the Kent Teaching School Hub KPIs, to show engagement with the Kent Teaching School Hub

Our lawful basis for using this data

We only collect and use personal information about you when the law allows us to. Kent Teaching School Hub is a network of Teaching School Hubs and carries out its work in the public interest, also known as ‘Public Task’. Kent Teaching School Hub operate under the statutory frameworks of English educational legislation, and specifically the Education Act 2011. The Education Act 2011 is founded on the principals and proposals in the DfE November 2010 White Paper, The Importance of Teaching, in which the government stated its intention to develop a national network of Teaching Schools to lead on Initial Teacher Training, Continuing Professional Development and School to School Support. Kent Teaching School Hub is an Appropriate Body for NQT/ECT Induction and operates under the Statutory Guidance for ECT/legacy NQT Induction.

How we store this data

Personal data is stored securely and backed-up by Evolution Internet Ltd (ECT Manager) on servers located in the UK. We will retain your personal data for as long as it is necessary to fulfil the purposes for which it was collected. In the case of ECTs and legacy NQTs, we will retain data for 6 years after the date of induction completion in line the statutory recommended minimum period. After 6 years the data will be permanently deleted from the system and cannot be retrieved.

Data is also saved on secure internal databases and spreadsheets.

Data sharing

In the event of a KTSH participant being at risk of not meeting the required standard by the end of course/ induction period then Kent Teaching School Hub may inform the Ambition Institute or DfE, in order to enable them to meet their statutory duties. Initial Teacher Training providers may offer a support programme to those NQTs or ECTs who are at risk of not meeting the Teachers’ Standards. We may pass your contact details to them but only with the prior consent of yourself and your school.

Kent Teaching School Hub will share the following data with the Teaching Regulation Agency:

Teacher Reference Number • Surname • First Name • Date of Birth • Induction Period Start Date • Induction Period End Date (date of pass or date of leaving establishment) • Induction Outcome (Pass or Fail) • Induction Period Number of Terms (number of assessment periods completed)

Data is shared with the TRA in order that the TRA are aware which Appropriate Body an ECT is registered with, how many assessment periods have been completed, when an ECT completes ECT Induction and the outcome. Once an ECT has successfully completed induction the TRA will make an Induction Certificate available to the ECT.

Should a Headteacher recommend that an ECT has not performed satisfactorily against the Teachers’ Standards for the completion of Induction in an ECT’s final assessment, and that decision goes to a Kent Teaching School Hub or DfE panel, data will be shared with the panel members.

Transferring data internationally

We do not transfer personal data outside of the UK.

Automated decision making

We do not use automated decision making when processing data.

Your rights

Individuals have a right to make a ‘subject access request’ to gain access to personal information that Kent Teaching School Hub holds about them.

If you wish to object to the processing of your data stored on Kent Teaching School Hub NQT Manager contact Kent Teaching School Hub by email or by telephone (contact details are at the beginning of this privacy statement).

Individuals have an absolute right to stop their data being used for direct marketing at any time.

If you wish Kent Teaching School Hub to stop using your data stored on the Kent Teaching School Hub NQT Manager website for direct marketing contact Kent Teaching School Hub by email or by telephone (contact details are at the beginning of this privacy statement). You may also unsubscribe from marketing emails from Kent Teaching School Hub at any time by clicking the ‘unsubscribe’ link at the bottom of the email or by changing your settings in the ‘my account’ page of NQT Manager.


We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact the Director of Kent Teaching School Hub.

[email protected]   

Alternatively, you can make a complaint to the Information Commissioner’s Office: • Report a concern online at • Call 0303 123 1113

Requesting access to your personal data

To make a request for personal information, or to discuss anything in this privacy notice please contact our Data Protection Officer, Mrs Catherine Dottridge, Chief Finance Officer, by email: [email protected]

Join our mailing list

Keep up to date on our latest news, courses and events by subscribing to receive our newsletter.