Privacy notice

Hearts & Heads Education Recruitment is the controller of your personal information. You can contact us about anything in this notice by email at email@heartsandheads.co.uk, by phone on 0115 000 0000, or by post at The Poynton Building, Castle Boulevard, Nottingham, NG7 1FT.

What we collect

• Your contact details: name, email address, phone number, postcode and town.
• Your CV, work history, subjects, qualifications and qualified teacher status.
• The work you are looking for: types of work, hours, areas and how far you will travel.
• What we need to check you can work with children: identity documents, right to work, references and the result of an enhanced DBS check.
• Notes our consultants make about your registration, applications and placements.
• Whether you would like emails about new roles.

Why we use it

• To find you work and put you forward for roles. You have asked us to, so we rely on taking steps before entering a contract with you, and on our legitimate interest in running a recruitment business.
• To carry out safeguarding and right to work checks, because the law requires them, including the Conduct of Employment Agencies and Employment Businesses Regulations 2003 and immigration law.
• To pay you and meet our tax obligations when you work through us.
• To email you about new roles, only if you have agreed. You can withdraw that agreement at any time, and it does not affect the rest of your registration.

Criminal record and health information

DBS checks involve information about criminal convictions. We use it because it is necessary to safeguard children and to meet our legal obligations in employment, under the conditions in Schedule 1 of the Data Protection Act 2018. We only ask about health where a role or a reasonable adjustment makes it necessary, and we tell you why at the time.

Who we share it with

• Schools and trusts you are put forward to, and only with your agreement for each role.
• Your referees, to take up references.
• The Disclosure and Barring Service, and the organisation that processes DBS applications for us.
• The Teaching Regulation Agency, to check qualified teacher status and prohibitions.
• Payroll and accountancy providers, when you work through us.
• Companies that host our systems and send our emails, under contracts that protect your information.
• The police, a local authority designated officer or another public body, where the law requires it or a child may be at risk.

We never sell your information.

What we collect

• The names, job titles, work email addresses and phone numbers of the people we deal with.
• Staffing requests: the roles, dates, requirements and budgets you send us.
• Notes of our conversations, bookings and placements.

Why we use it

To respond to your requests, supply staff and manage our work with your school. We rely on taking steps towards and performing our contract with your school, and on our legitimate interest in managing client relationships. If we send you news about our services, every email includes a simple way to stop them.

• Messages sent through the contact form are used to reply to you.
• If you message us on WhatsApp, WhatsApp (part of Meta) carries the conversation under its own privacy policy. We use what you send only to reply and to help with your enquiry.
• We measure how the website is used, such as page visits and completed applications, without cookies and without identifying you. Our cookie policy has the details.
• Our forms use your IP address, held briefly, to stop spam and repeated submissions. Our hosting provider keeps short-lived server logs to keep the website secure.

We keep information only as long as we need it. When a period ends, we delete the information or anonymise it so it no longer identifies you.

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that is wrong or incomplete
• ask us to delete your information
• ask us to limit how we use it, or object to how we use it
• ask for information you gave us in a format you can take elsewhere
• withdraw your agreement to emails about roles at any time

To make a request, email email@heartsandheads.co.uk with “Data request” in the subject, or call us. We may need to confirm who you are. We will respond within one month, and there is normally no charge. If the law requires us to keep something you have asked us to delete, we will tell you what and why.

CVs and other candidate documents are stored privately and can only be opened by our team after signing in. Every time a document is opened, it is recorded. Each member of the team has their own account, and each role can only see the information it needs.

If something ever went wrong that put your information at risk, we would act straight away to contain it, tell the Information Commissioner's Office where the law requires, and tell you if you could be affected.

Some of the companies that host our systems or send our emails may process information outside the UK. Where they do, we rely on UK adequacy regulations or the International Data Transfer Agreement, so your information keeps the same protection.

If you are unhappy with how we have used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

We update this notice when the way we use information changes. The date at the top shows when it last changed.