Ysgol Gynradd Gymraeg Evan James

Ysgol Gynradd Gymraeg Evan James

"O Bydded i'r
Heniaith Barhau"

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Hysbysiad Preifatrwydd/Privacy NOTICE

 

Hysbysiad Preifatrwydd Gweithlu Ysgolion

Sut rydyn ni'n defnyddio'ch gwybodaeth bersonol ar gyfer Gweinyddu'r Gweithlu

Pwy ydyn ni a’r hyn rydyn ni’n ei wneud

Mae YGG Evan James yn gyflogwr ac mae'n darparu gwasanaethau addysgol ar gyfer y gymuned leol. Mae gwneud y gwaith yma yn golygu bod rhaid i ni gasglu a defnyddio gwybodaeth am ein gweithlu a chadw cofnodion amdanyn nhw.  Mae hyn yn cynnwys gweithwyr fel athrawon, cynorthwywyr goruchwylio amser cinio, cynorthwywyr cymorth dysgu a gofalwyr.

“Mae YGG Evan Jame yn ddarparwr addysgol ac fe'i rheolir gan y Corff Llywodraethol. Fe'i cefnogir i gyflawni ei swyddogaethau trwy berthynas ffurfiol gyda'r awdurdod lleol - Cyngor Bwrdeistref Sirol Rhondda Cynon Taf.

Caiff data gan gyflogai a gweithwyr eu defnyddio i reoli'r cytundeb cyflogaeth, sy'n cynnwys monitro perfformiad a phresenoldeb, hyfforddiant a datblygiad a'r gyflogres. Mae'r swyddogaethau yma'n cael eu darparu gan Yr Awdurdod Lleol (Yr ALl), ac mae'n cynnwys gwasanaethau fel cyflogres a phensiynau, rheolaeth, Adnoddau Dynol ac Iechyd a Hyfforddiant Galwedigaethol.

Rydyn ni'n casglu a defnyddio gwybodaeth bersonol am ein gweithlu ac felly mae rhaid i ni sicrhau eich bod chi'n gwybod beth yw ein bwriad ni o ran defnyddio a rhannu'ch gwybodaeth.

Gweithlu'r Ysgol yw ei hased mwyaf gwerthfawr ac mae darparu, datblygu a chynnal amodau ac arferion cyflogaeth da ar gyfer yr holl staff yn bwysig, felly rydyn ni hefyd yn defnyddio data cryno i sicrhau cynllunio effeithiol.

Yn yr hysbysiad preifatrwydd yma, rydyn ni wedi crynhoi rhai o'r ffyrdd allweddol rydyn ni'n defnyddio eich gwybodaeth bersonol at ddibenion gweinyddu'r gweithlu. Os ydych chi'n wirfoddolwr, fydd rhai rhannau o'r hysbysiad preifatrwydd yma ddim yn berthnasol i chi, er enghraifft o ran prosesu data at ddibenion y gyflogres.

Gan bwy ydyn ni'n casglu a phrosesu gwybodaeth bersonol?

Yn gyffredinol, mae'r mathau o wybodaeth y bydd “schoolname” yn eu casglu yn cynnwys:

  • Manylion personol e.e. enw, cyfeiriad, dyddiad geni 
  • Manylion cyswllt e.e. cyfeiriad e-bost a rhif ffôn
  • Rhif Yswiriant Gwladol:
  • Rhyw
  • Telerau ac amodau eich cyflogaeth
  • Manylion eich cymwysterau, eich sgiliau, eich profiad a'ch hanes cyflogaeth, gan gynnwys dyddiadau dechrau a gorffen, gyda chyflogwyr blaenorol ac o fewn yr Ysgol
  • Gwybodaeth am eich tâl, gan gynnwys eich hawl i fuddion fel pensiynau
  • Gwybodaeth am eich tâl, gan gynnwys ffigurau gros (cyn didyniadau) a ffigurau net (ar ôl didyniadau)
  • Gwybodaeth am dâl ac oriau hanesyddol, a gaiff ei defnyddio at ddibenion yr Adran Bensiynau (er mwyn datrys ymholiadau gan yr Adran Bensiynau sy'n cyfrifo'ch buddion pensiwn ar gyfer staff cymorth a Phensiynau Athrawon i athrawon) 
  • Didyniad o'ch tâl a 'thaliadau' Treth y Cyngor, Cyfraniadau Gwirfoddol Ychwanegol Prudential (AVC) a gwahanol ffioedd aelodaeth, h.y. Undebau Llafur, Ysbytai Cymru a sefydliadau elusennol amrywiol (o dan drefniadau 'Rhoi wrth i chi ennill'), os ydych chi'n talu am y rhain trwy'ch cyflog
  • Manylion unrhyw atafaeliad enillion (gorchmynion Llys) sydd gyda chi
  • Didyniadau ildio cyflog a chyflwyno'r P11D i Wasanaethau Cyllid a Thollau ei Mawrhydi (HMRC) ar ddiwedd y flwyddyn i roi gwybod am unrhyw fuddion trethadwy lle bo'n gymwys, yn unol â thelerau ac amodau'ch cyflogaeth 
  • Manylion eich cyfrif banc neu gymdeithas adeiladu
  • Gwybodaeth am eich statws priodasol, perthynas agosaf, dibynyddion a chysylltiadau mewn argyfwng
  • Gwybodaeth am eich cenedligrwydd a'ch hawl i weithio yn y DU.
  • Gwybodaeth am eich cofnod troseddol, os yw'n hanfodol i'ch rôl
  • Manylion eich amserlen (dyddiau ac oriau gwaith) a phresenoldeb yn y gwaith
  • Manylion am gyfnodau o absenoldeb rydych chi wedi'u cymryd, gan gynnwys gwyliau, absenoldeb oherwydd salwch, gwyliau teuluol, a'r rhesymau dros rai mathau o absenoldeb
  • Manylion am unrhyw weithdrefnau disgyblu neu gwyno rydych chi wedi bod yn gysylltiedig â nhw, gan gynnwys unrhyw rybuddion sy wedi cael eu rhoi i chi a gohebiaeth gysylltiedig, sy'n cael eu cynnal yn unol â'r Polisïau Adnoddau Dynol perthnasol
  • Asesiadau o'ch perfformiad, gan gynnwys arfarniadau, adolygu a graddio perfformiad, cynlluniau gwella perfformiad a gohebiaeth gysylltiedig
  • Gwybodaeth am gyflyrau meddygol neu iechyd, gan gynnwys a oes gyda chi anabledd mae angen i'r sefydliad wneud addasiadau rhesymol ar ei gyfer, os ydych chi wedi datgan y wybodaeth yma.
  • Gwybodaeth monitro cyfleoedd cyfartal gan gynnwys gwybodaeth am eich tarddiad ethnig, cyfeiriadedd rhywiol a chrefydd neu gred, os ydych chi wedi datgan y wybodaeth yma.

 

O ble mae'r ysgol yn casglu'r wybodaeth?

Gall yr ysgol gasglu'r wybodaeth yma mewn ffyrdd amrywiol. Er enghraifft, mae modd casglu gwybodaeth yn uniongyrchol oddi wrthych chi, e.e.

  • Trwy ffurflenni cais, CVs neu grynodebau eraill
  • O'ch pasbort neu ddogfennau hunaniaeth arall fel eich trwydded yrru, sy'n cael eu casglu yn ystod eich gwiriadau addasrwydd cyn-gyflogaeth
  •  Gwybodaeth sydd wedi'i chynnwys yn ein gohebiaeth â chi
  • Trwy gyfweliadau, cyfarfodydd neu asesiadau eraill, er enghraifft goruchwylio, adolygu ac arfarnu perfformiad a chyfweliadau dychwelyd i'r gwaith.

Mewn rhai achosion, gall yr Ysgol gasglu data personol amdanoch chi gan drydydd parti. 

Gallai'r rhain fod yn bethau fel geirdaon gan eich cyn-gyflogwyr neu diwtoriaid, gwybodaeth gan Reoleiddiwr neu achos llys y tu allan i'r gwaith, a'r cyfryngau cymdeithasol. Mae modd i'r sefydliad hefyd gasglu gwybodaeth gan ddarparwyr gwiriadau cefndir at ddibenion cyflogaeth sy'n cynnwys (ymhlith eraill) gyrff rheoleiddio, gwybodaeth gan asiantaethau gwirio credyd a gwybodaeth o wiriadau cofnodion troseddol sy'n cael eu caniatáu yn ôl y gyfraith.

Mae'r ysgol hefyd yn cynhyrchu ei wybodaeth ei hun am ei staff, er enghraifft yn ystod adolygiadau cyflawniad staff, neu gyda'r Awdurdod Lleol wrth ymgymryd â gwaith fel prosesau cwyno neu ddisgyblu ac ati.

Beth mae'r Ysgol yn ei wneud gyda'ch gwybodaeth bersonol?

Mae prosesu eich data yn caniatáu i'r ysgol:

  • Cynnal prosesau recriwtio a dyrchafu yn ddiogel
  • Cynnal cofnodion cyflogaeth a manylion cyswllt cywir a diweddar (gan gynnwys manylion am bwy i gysylltu â nhw os bydd argyfwng), a chofnodion o hawliau cytundebol a statudol cyflogeion a gweithwyr
  • Er mwyn talu eich cyflog ac unrhyw daliadau ychwanegol efallai bydd yn ddyledus bob mis
  • Er mwyn talu eich trethi cyflogaeth i Wasanaethau Cyllid a Thollau ei Mawrhydi 
  • Er mwyn bod mor sicr ag sy'n bosibl eich bod chi'n addas i gael eich cyflogi yn y swydd rydych chi wedi'ch contractio i weithio ynddi
  • Gweithredu a chadw cofnod o brosesau disgyblu a chwyno, er mwyn sicrhau ymddygiad derbyniol yn y gweithle a gynhelir yn unol â'r Polisïau Adnoddau Dynol perthnasol
  • Gweithredu a chadw cofnod o berfformiad cyflogeion a gweithwyr a phrosesau cysylltiedig, er enghraifft hyfforddiant a datblygiad, cynlluniau ar gyfer datblygu gyrfa, ac ar gyfer cynllunio olyniaeth a dibenion rheoli'r gweithlu
  • Gweithredu a chadw cofnod o absenoldeb a gweithdrefnau rheoli absenoldeb, er mwyn rheoli'r gweithlu yn effeithiol a sicrhau bod cyflogeion a gweithwyr yn derbyn y tâl neu'r buddion eraill mae gyda nhw'r hawl iddyn nhw eu derbyn
  • Cael cyngor iechyd galwedigaethol, i sicrhau bod y sefydliad yn cydymffurfio â'i ddyletswyddau yn ymwneud ag unigolion ag anableddau, ei fod yn bodloni ei rwymedigaethau o dan y gyfraith iechyd a diogelwch, a sicrhau bod y cyflogai a'r gweithiwr yn derbyn y tâl neu'r buddion eraill y mae gyda nhw'r hawl iddyn nhw
  • Sicrhau adnoddau dynol cyffredinol a gweinyddiaeth fusnes effeithiol
  • Darparu geirdaon ar gais ar gyfer gweithwyr presennol a blaenorol
  • Ymateb i hawliadau cyfreithiol ac amddiffyn yn eu herbyn
  • Rhoi gwybodaeth am gyflogau ac oriau i'r Adran Bensiynau neu Bensiynau Athrawon ar gyfer llunio Datganiad Buddion blynyddol
  • At ddibenion modelu ystadegol ac ariannol

Prosesu categorïau arbennig o ddata personol

Gwybodaeth am darddiad ethnig, cyfeiriadedd rhywiol neu grefydd neu gred yn cael eu prosesu at ddibenion monitro cyfleoedd cyfartal. Mae hyn er mwyn cyflawni ein rhwymedigaethau ac arfer hawliau penodol yn ymwneud â chyflogaeth. Mae'r data mae'r ysgol yn ei ddefnyddio at y dibenion yma yn ddienw ac mae cyflogeion a gweithwyr yn dewis datgelu'r wybodaeth yma. Gallan nhw hefyd ofyn bod y sefydliad ddim yn prosesu'r data yma ar gyfer monitro cyfleoedd cyfartal ar unrhyw adeg. 

 

Mae cyflogeion a gweithwyr yn gwbl rydd i benderfynu a ydyn nhw'n darparu data o'r math yma ai peidio a does dim canlyniadau o beidio â gwneud hynny.

Beth yw'r sail gyfreithiol o ran yr ysgol yn defnyddio'r wybodaeth yma?

Rydyn ni'n defnyddio eich gwybodaeth i brosesu data i ymrwymo i gytundeb cyflogaeth gyda chi ac i fodloni rhwymedigaethau o dan eich cytundeb cyflogaeth. Er enghraifft, mae angen i ni brosesu eich data fel bod modd i ni roi cytundeb cyflogaeth i chi, i'ch talu yn ôl eich cytundeb cyflogaeth ac i weinyddu buddion fel eich pensiwn.

Mewn rhai achosion, mae angen i'r sefydliad brosesu data i sicrhau ei fod yn bodloni ei rwymedigaethau cyfreithiol, e.e. i wirio hawl cyflogai neu weithiwr i weithio yn y DU, i ddidynnu treth, i fodloni cyfreithiau iechyd a diogelwch ac i alluogi cyflogeion neu weithwyr i gymryd cyfnodau o absenoldeb mae gyda nhw'r hawl iddyn nhw.

Efallai bydd eich gwybodaeth hefyd yn cael ei phrosesu i gyflawni tasg er budd y cyhoedd neu wrth arfer awdurdod swyddogol yn ein rôl ni fel corff cyhoeddus, er enghraifft trwy ddarparu cyfleoedd gwirfoddoli a rhestru manylion cyswllt staff o fewn yr ysgol.

Ydy'r Ysgol yn rhannu fy ngwybodaeth bersonol ag unrhyw sefydliad arall?

Er mwyn i'r Ysgol gyflawni ei dyletswyddau wrth weinyddu materion yn ymwneud â'r gweithlu, mae'n bosibl y bydd rhaid i ni ddarparu gwybodaeth i'r canlynol:

Os oes unrhyw anghydfodau neu gwynion byddwn ni'n rhannu'r wybodaeth berthnasol gyda phaneli apeliadau gweithwyr, corff llywodraethu'r ysgol a  gwasanaethau perthnasol yr awdurdod lleol.

Yn dibynnu ar y math o gontract sydd gennych chi, byddwn ni hefyd yn rhannu'ch gwybodaeth â sefydliadau a chyrff rheoleiddio proffesiynol perthnasol eraill fel:

  • Cyrff achredu ar gyfer cymwysterau unigol a safonau gwasanaeth.
  • Yr Adran Gwaith a Phensiynau (DWP)
  • Pensiynau Athrawon
  • Llywodraeth Cymru
  • Cyngor y Gweithlu Addysg
  • Cyllid a Thollau Ei Mawrhydi
  • Gwasanaeth Datgelu a Gwahardd
  • Yr Heddlu
  • Bwrdd Lleol Diogelu Plant
  • Awdurdodau Lleol eraill
  • Asiantaethau Gwirio Credyd
  • Darparwyr / Datblygwyr Hyfforddiant
  • Ymgynghorwyr a Chwmnïau Recriwtio fel Eteach.
  • Cyfreithwyr
  • Ymarferydd Meddygol Cofrestredig Annibynnol os oes angen ar gyfer gweinyddu pensiwn
  • Cwmni Prudential
  • Ysbytai Cymru
  • Cyn-weithwyr
  • Darpar gyflogwyr
  • Cynrychiolwyr Undeb Llafur
  • Cynghorwyr cyfreithiol, er mwyn derbyn cyngor ar gyfraith maes cyflogaeth

Am faint o amser bydd fy ngwybodaeth yn cael ei chadw?

Byddwn ni ond yn cadw eich gwybodaeth bersonol cyhyd ag y bydd arnom ei hangen. Yn ymarferol, mae hyn yn golygu y cawn ni gadw eich gwybodaeth bersonol am gyfnod o rhwng 6 mis ac ar hyd y cyfnod rydych chi wedi'ch cyflogi gan yr Ysgol. Rydyn ni hefyd yn cadw rhywfaint o'ch gwybodaeth os bydd eich cyflogaeth yn dod i ben, mae hyn yn angenrheidiol er mwyn cydymffurfio â rheoliadau'r llywodraeth o ran rheoli cofnodion, a hefyd i alluogi'r Cyngor i ddarparu gwybodaeth ar gyfer pethau fel geirdaon a gweinyddu pensiwn.

Eich gwybodaeth, eich hawliau

Mae'r Rheoliad Cyffredinol ar Ddiogelu Data yn rhoi hawliau pwysig i chi, gan gynnwys yr hawl i gael gweld yr wybodaeth bersonol mae'r gwasanaethau yn ei chadw amdanoch chi.

Cysylltwch â ni

Os oes gyda chi unrhyw bryderon neu os ydych chi eisiau rhagor o wybodaeth am sut mae'r ysgol yn defnyddio eich gwybodaeth bersonol, cysylltwch â ni gan ddefnyddio un o'r dulliau isod:

  • Drwy anfon llythyr at Mrs Smith YGG Evan James

 

School Workforce Privacy Notice

How we use your personal information for Workforce Administration

Who we are and what we do

YGG Evan James is an employer and provides educational services for the local community. Undertaking this work means that we must collect, use information and keep records about our workforce.  This includes employees and workers such as teachers, lunchtime supervisory assistants, learning support assistants and caretakers.

YGG Evan James is an educational provider and is managed by the Governing Body. It is supported to deliver its functions via a formal relationship with the local authority – Rhondda Cynon Taf County Borough Council.

Data from employees and workers are used to manage the employment contract, which includes monitoring performance and attendance, training and development and payroll. These functions are delivered by The Local Authority (The LA), and includes services such as payroll and pensions, management, Human Resources and Occupational Health and Training.

We collect and use personal information about our workforce and we must therefore make sure that you know what we intend to do with your information and with whom it may be shared.

The School’s workforce is its most valuable asset and resourcing, developing and maintaining good employment conditions and practices for all staff is important so we also use summary data to ensure effective planning.

We have summarised in this privacy notice some of the key ways in which we use your personal information for workforce administration purposes. If you are a volunteer, some parts of this privacy notice will not apply to you, for example processing of data for payroll purposes.

Whose personal information do we collect and process?

The types of information “YGG Evan James” will process typically includes:

  • Personal details e.g. name, address, date of birth
  • Contact details e.g. email address and telephone number
  • National Insurance Number
  • Gender
  • The terms and conditions of your employment
  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and within the School
  • Information about your remuneration, including entitlement to benefits such as pensions
  • Pay information to include gross (before deductions) and net (after deductions) figures
  • Historical pay and hours information, used for Pension purposes (in order to resolve queries from the Pensions Section who calculate your pension benefits for support staff and Teachers’ Pensions for teachers) 
  • Deduction from pay and ‘payments over’ of Council Tax, Prudential Additional Voluntary  Contributions (AVC’s) and various membership fees, i.e. Trade Unions, Welsh Hospitals and various charity organisations (under Give as you earn arrangements), if paying through your  salary
  • Details of any attachment or earnings (Court orders) you may have
  • Salary sacrifice deductions from pay and submission of the P11D to HMRC at year end to report on any taxable benefits where eligible in accordance with your terms and conditions of employment 
  • Your bank or building society account details
  • Information about your marital status, next of kin, dependents and emergency contacts
  • Information about your nationality and entitlement to work in the UK
  • Information about your criminal record, if it is essential to your job role
  • Details of your schedule (days of work and working hours) and attendance at work
  • Details of periods of leave taken by you, including holiday, sickness absence, family leave, and the reasons for some types of leave
  • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence, which are held in accordance with the relevant Human Resources Policies
  • Assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence
  • Information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments, if you have declared this information
  • Equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief, if you have declared this information

 

Where does the school get its information?

The school may collect this information in a variety of ways. For example, information may be collected directly from you, e.g.

  • Through application forms, CVs or other resumes
  • From your passport or other identity documents such as your driving licence, which are collated during your pre-employment suitability checks
  • From correspondence with you.
  • Through interviews, meetings or other assessments, for example supervisions, performance reviews and appraisals and return to work interviews.

In some cases, the School may collect personal data about you from third parties. 

These may be things such as references supplied by former employers or tutors, information from a Regulator or court case outside of work and social media, information from employment background checks, providers which include but are not limited to regulatory bodies, information from credit reference agencies and information from criminal records checks permitted by law.

The school also generates its own information about its staff, for example during staff performance reviews, or with the Local Authority when undertaking work such as grievance or disciplinary processes etc.

What does the School do with your personal information?

Processing your data allows the school to:

  • Run safe recruitment and promotion processes
  • Maintain accurate and up-to-date employment records and contact details (including details  of who to contact in the event of an emergency), and records of employee and worker contractual and statutory rights
  • To pay your salary and any additional payments you may be owed each month
  • To pay your Employment taxes over to HMRC
  • Be satisfied as far as we can be of your suitability to be employed in the role you are contracted to work
  • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace which are held in accordance with the relevant Human Resources Policies
  • Operate and keep a record of employee and worker performance and related processes, for example training and development, plans for career development, and for succession planning and workforce management purposes
  • Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees and workers are receiving the pay or other benefits to which they are entitled
  • Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that the employee and worker are receiving the pay or other benefits to which they are entitled
  • Ensure effective general Human Resources and business administration
  • Provide references on request for current or former employees and workers
  • Respond to and defend against legal claims
  • To provide the Pensions Section or Teachers’ Pensions with pay and hours information for the production of an annual Benefits Statement
  • For statistical and financial modelling.

Processing special categories of personal data

Information about ethnic origin, sexual orientation or religion or belief are processed for the purposes of equal opportunities monitoring. This is to carry out its obligations and exercise specific rights in relation to employment. Data that the school uses for these purposes is anonymised and employees and workers choose whether to disclose this information. They can also request that the organisation does not process this data for equal opportunities monitoring at any time. 

Employees and workers are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.

What is the legal basis for the school to use this information?

We use your information to process data to enter into an employment contract with you and to meet obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits such as your pension.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations, e.g. to check an employee’s or worker’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees or workers to take periods of leave to which they are entitled.

Your information may also be processed to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body, for example by providing volunteering opportunities and by listing staff contacts within the school.

Does The School share my personal information with any other organisation?

For the School to undertake its duties in relation to the employee and worker administration function, we may be required to provide information to the following:

In the event of any disputes or grievances we will share the relevant information with employee appeals panels, the school’s governing body and the relevant local authority services.

Dependent upon the type of your contract we will also share your information with other organisations and relevant professional regulatory bodies such as:

  • Accreditation bodies for individual qualifications and service standards.
  • Department For Work And Pensions (DWP)
  • Teachers’ Pensions
  • Welsh Government
  • Education Workforce Council
  • HMRC
  • Disclosure and Barring Service
  • The Police
  • Local Safeguarding Children Board
  • Other Local Authorities
  • Credit Reference Agencies
  • Training Providers / Developers
  • Recruitment Consultants and Companies such as Eteach.
  • Solicitors
  • Independent Registered Medical Practitioner (IRMP) if required for pension administration
  • Prudential
  • Welsh Hospitals
  • Former employers
  • Prospective employers
  • Trade union representatives
  • Legal advisers, for the purpose of receiving employment law advice

How long will my information be kept?

We will only keep your personal information for as long as we need it. In practice, this means that your personal information may be retained for a period of between 6 months and as for long as you are employed by the School. We also keep some of your information if your employment ends, this is necessary to comply with government regulations in respect of records management, and also to enable the Council to provide information for such things as references and pension administration.

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.

Contact us

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

  • By letter addressed to Mrs Smith YGG Evan James