Register trainee teachers (Register) privacy notice

Last updated 2 September 2025

This privacy notice explains how Department for Education (DfE) uses (process) any personal data you give to us, or any that we may collect about you. This Privacy Notice should be read alongside the DfE Personal Information Charter, this has further information on the standards you can expect when we collect, hold or use your personal information.

For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by DfE.

Jisc is an independent data controller. Our contractual arrangement with Jisc ends on 31 October 2025. They may continue to process your personal data after this date in accordance with their own legal obligations and data retention policies. Find out more about how Jisc processes your personal data as an independent controller.

Purpose and lawful basis for processing

Our purpose for processing this information is so we can run the Register trainee teachers (‘Register’) service.

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

When we use your special category data it is because we have a substantial public interest under article 9(2)(g) of UK GDPR.

Data we collect

DfE collect and use the following personal information:

  • name
  • email address
  • IP address

We collect and use the following special category data:

  • gender
  • nationality
  • equality and diversity information

Full details about how we process special category data are given in the DfE appropriate policy document.

What we do with your data

  • enable you to access the Register service
  • validate your role in your organisation
  • send important updates about the service
  • get in touch with you about any queries you raise
  • ask if you would like to take part in user research
  • record a timeline of your activity so that you can review trainee progress
  • create log files of your activity and any error messages you come across

We collect your IP address to help us make improvements to the service

We may use your IP address to understand how you used these services. If you use other digital services for which the data controller is also DfE - for example:

  • a member of initial teacher training (ITT) provider staff uses Manage Teacher Training Applications
  • a trainee uses a Get Into Teaching service while applying to become a teacher

This allows us to ensure that public funds are being spent effectively.

Who we share your data with

We share your anonymised personal data so we can analyse the ITT process, its operation and any strategic or policy related studies on behalf of DfE.

We anonymise all trainee teacher personal data if we need to share it with third parties. This is so you cannot be identified.

We will only share your anonymised data where data protection laws allow it, or there is a legal requirement to share it.

How long we keep your data

We keep your personal information for 7 years.

Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task.

Data processors

DfE uses a data processor to run and improve Register trainee teachers:

  • we share your data with our data processors (ITT providers) for the provision of this service
  • we use Zendesk to manage and respond to your queries in our customer service management systems

How to make a subject access request (SAR)

See Requesting your personal information for more on what you’re entitled to ask us, or any of our executive agencies, and your rights about how your information is collected and used.

How to contact us and how to make a complaint

If you would like more information about how we process your personal data or your data protection rights or to contact our Data Protection Officer.

You can contact us in the following ways:

  • Using our secure online contact form
  • Or in writing to:

    Data Protection Officer

    Department for Education (B2.28)
    7 & 8 Wellington Place
    Wellington Street
    Leeds
    LS1 4AW

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer at:

Data Protection Officer

Department for Education (B2.28)
7 & 8 Wellington Place
Wellington Street
Leeds
LS1 4AW

You can also complain to the ICO if you are unhappy with how we have used your data by writing to:     

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to this privacy notice

We may change this privacy notice and we encourage you to check this privacy notice from time to time.

Date last updated: 2 September 2025