ECT Privacy Policy

Hounslow ECT Manager Privacy Notice Hounslow Services to Schools – School Effectiveness - SWDT

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, use and store personal data about individuals who are registered with the Hounslow Appropriate Body for the purpose of Early Career Teacher (ECT) Induction.

Hounslow is the ‘Data Controller’ and Evolution Internet Ltd is the ‘Data Processor’ for the purposes of data protection law.

Hounslow ECT Manager is committed to keeping your information secure and managing it in accordance with our legal responsibilities under data protection law.

  1. What data do we collect? Personal data that we 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 • Gender
    • Ethnicity • Name of employing organisation • Nature of contract with employing organisation • Name of previous schools at which ECT induction was served • Start date of induction • Qualifications (training information) • Record of completing ECT induction training • Lesson observation forms • Teacher standards evidence forms • Professional review forms • Progress review forms • Assessment forms • Personal support plans • Records of emails and telephone communications

  2. What is the data being used for? The primary purpose of collecting data is to ensure that we can inform the Teaching Regulation Agency of your progress towards passing your induction year. We also use the details to ensure that your contract meets the requirements of the Statutory Guidance for ECTs.

  3. Who will the data be shared with? The data that is shared beyond the ECT team is with the Teaching Regulation Agency. This is necessary to update your records on the TRA’s database. We will share the following data with the Teaching Regulation Agency: • Teacher Reference Number • Surname • First Name • Date of Birth • Induction Period Start Date • Induction Programme Type • Induction Period Extension Number of Terms (if applicable) • 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 and what is the outcome of induction.
    If you move school and register for induction, we are obliged to share any completed assessments with the school and the Appropriate Body that they use for ECT Induction. We will not share your data with any other third parties unless we are required or permitted to do so by law or without further consultation.

  4. Marketing consent? Users can opt out of marketing emails at any time on the ECT Manager system. For further information about how Hounslow Council uses your personal data, including your rights as a data subject, please see our Privacy notice on the website.

  5. How we store this data? Personal data on ECT manager is stored securely and backed-up by Evolution Internet Ltd. We will hold your personal data for as long as it is necessary to fulfil the purposes for which it was collected. We will retain ECT personal data for 6 years after the date of induction completion in line with the statutory recommended minimum period. After 6 years the data will be permanently deleted from the ECT Manager system and cannot be retrieved.

Data Protection Officer The Council’s Data Protection Officer can be contacted on:
or contact Information Governance: Information Governance Team London Borough of Hounslow Hounslow House, 7 Bath Road, TW3 3EB

Information Commissioner’s Office The Information Commissioner is the UK's independent body set up to uphold information rights. If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website. If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office: Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113 or 01625 545 745 Email:

If you wish us to stop using your data stored on the Hounslow ECT Manager website for direct marketing, please email or telephone 020 8583 3915.

You may also unsubscribe from marketing emails from Hounslow 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 ECT Manager.