Guidance

Teaching Regulation Agency: data retention

Published 11 March 2021

Applies to England

Teacher records

Teaching Regulations Agency (TRA) reasons for processing the data

We use a secure online database to maintain the records of teachers, trainee teachers and those who have taught but no longer do.

It includes the:

• permanent central record of those who hold qualified teacher status (QTS) in England
• central list of outcomes of newly qualified teacher statutory induction
• central list of those with a decision, sanction, restriction, or prohibition against them in relation to teaching in England

We share information recorded on the database with employers to support mandatory pre-employment checks and to allow teachers to evidence their professional status in relation to teaching in England. Teachers are also able to view and update their records when they access their teaching qualifications.

Data held

• Personal identifiers (name, date of birth, teacher reference number)
• Contact information (email)
• Teacher status (date of QTS, details of initial teacher training (ITT))
• Qualifications (higher education qualifications gained prior to training to teach)
• Supplementary qualifications in relation to teaching (national professional qualifications)
• Decisions in relation to teaching in England (prohibitions by the Secretary of State)
• Employment details (school employed at, start and end dates of employment)
• Requests submitted by data subjects (change of name or date of birth request, applications for QTS from overseas teachers)

Retention period

We keep teacher records for the lifetime of a teacher.

In most cases, we delete records following receipt of a valid date of death from approved sources.

Data files supporting the maintenance of teacher records

TRA reasons for processing the data

We exchange data files with multiple internal and external stakeholders to support the accurate collection of data on our secure online database. These stakeholders include:

• providers of ITT that leads to QTS
• appropriate bodies involved in the administration of statutory induction

This allows us to deliver our functions and accurately reflect an individual’s standing in relation to teaching in England.

Data held

• Personal identifiers (name, date of birth, teacher reference number)
• Contact information (email)
• Teacher status (date of QTS, details of ITT)
• Qualifications (higher education qualifications gained prior to training to teach)
• Supplementary qualifications in relation to teaching (national professional qualifications)
• Decisions in relation to teaching in England (prohibitions by the Secretary of State)
• Employment details (school employed at, start and end dates of employment)
• Documents (copies of identification documents, degree certificates)

Retention period

We keep personal data for up to 6 months after completion of the processing of the data.

QTS recommendations, statutory induction outcomes and Professional Skills Test results archives

TRA reasons for processing the data

We maintain these archives to investigate historic discrepancies in our secure online database where an individual believes their record is not accurate.

Data held

• Scanned copies of documents relating to the historic award of QTS recommendations, ITT outcomes and induction outcomes from 1965 to 2014
• Summary outcome and result information for those who booked a Professional Skills Test from 2000 to 2020

Retention period

We keep the:

• QTS and induction archive for 45 years from the date of the outcome submission
• Professional Skills Test archive for 80 years from the date of the test

Email and telephony stakeholder correspondence

TRA reasons for processing the data

We maintain public facing email and telephony services to support stakeholder enquiries.

Data held

Emails and phone calls concerning TRA business, including enquiries regarding ITT and statutory induction. Correspondents include:

• trainee teachers
• members of the public
• teachers
• employers
• training providers
• overseas applicants for QTS

Retention period

We keep:

• standard email business correspondence for 6 months
• non-standard business indefinitely for administrative and audit purposes, by exception
• recordings of stakeholder phone calls for 13 months

Teacher misconduct

TRA reasons for processing the data

We use a secure online portal to manage teacher misconduct casework, including:

• holding all teacher misconduct referrals
• holding case material and evidence, up to and including where cases have been referred to a professional conduct panel
• to manage applications to set aside a prohibition order
• to manage an application to appeal a newly qualified teacher (NQT) induction decision

We share this information with our contracted legal firms and panellists involved in the professional conduct panel.

We will also share information with the Disclosure and Barring Service (DBS) or other agency upon receipt of a lawful request.

Data held

• Personal identifiers (name, date of birth, teacher reference number)
• Contact information (email, address)
• Employment details if known (school employed at)
• Scanned copies of documents relating to the case
• Recording of a professional conduct panel
• Decisions in relation to teaching in England (prohibitions by the Secretary of State)

Retention period

We keep all case related information for 50 years from the date of the final decision.