Data Sharing Agreement

Agreement for data collection and analysis

When you register / apply for a Teaching and Leadership Innovation Fund (TLIF) funded project, you are agreeing to the collection and sharing of personal data, such as your name and TRN, with Department for Education (DfE) and the evaluators working on DfE’s behalf.

You can find more information about DfE at

The information below explains:

  • what data will be collected
  • why data is being shared with DfE
  • other opportunities to contribute to the evaluation
  • what makes it lawful to collect and share the data with DfE 
  • how this affects you
  • security and confidentiality information
  • contact details for further information.

What personal data will we collect and share with the Department for Education (DfE) and its approved contractors?

For each participant we will collect and share the following (referred to as personal data) with DfE:

Personal data:

  • Name of participant
  • Teacher Reference Number
  • Current job role/post
  • Gender
  • Date of birth

What is the purpose of the data sharing?

Personal data will be collected and shared with DfE (and the external evaluators working on its behalf) for the purpose of research, evaluation, planning and statistical analysis. This will enable DfE to:

  • monitor performance of each provider
  • deliver Quality Assurance (QA) of each provider
  • evaluate the effectiveness of TLIF
  • understand the characteristics of who accesses, completes and benefits from it and in what way, and, who does not 
  • identify good practice and opportunities to improve the TLIF delivery model
  • understand the outcomes for participants, schools and pupils, and any opportunities to improve these outcomes

The evaluation will directly inform the review of performance and quality of delivery by providers, and any improvements to the TLIF programme policy and delivery, and the outcomes for future participants.

How will DfE use the personal data we share with them?

We will collect and share personal data from your application form and about your TLIF journey (e.g. if you withdraw, complete) with DfE (and the external evaluator working on its behalf).

DfE or the external evaluator will:

1. Analyse the personal data from your application/registration form to understand the characteristics of teachers and leaders participating in TLIF (and thereby identifying other groups who are not participating). DfE will use this information to explore the characteristics of participants who withdraw, drop-out or complete and any common factors e.g. TLIF project, region.

2. Link and match this data with other information that DfE already collects or holds e.g. School Workforce Census, national statistics for schools, or data to which it is lawfully permitted access e.g. regional economic information. This enables analysis of the longer-term benefits of TLIF e.g. whether teacher retention improves, and how many people progress/are promoted. This means we can avoid asking you to give us the same information twice. DfE will not share any information that will identify you, or any other third party, unless it is required to do so by law.

How will I be asked to contribute to the evaluation?

1. On behalf of DfE, we, or the TLIF evaluator, will invite all participants to complete an online evaluation survey about your expectations and reasons for applying. At later dates, or at the end of the TLIF project, we will ask you to reflect on your use of what you have learnt. The responses to the survey will be treated in confidence and we will not see them.  During the programme, a contracted evaluator  working on behalf of DfE will invite you to complete surveys asking you about the content and delivery of the TLIF project and your perceptions of impacts.

2. In addition, DfE (or the appointed evaluators) may contact you to ask you to assist with their research by taking part in telephone or face-to-face interviews or focus groups; the purpose of this is to provide a richer understanding of your views and experiences. Please note that, if contacted, you will be under no obligation to take part and you can change your mind at any time. If you do agree to participate, you will not be identified or identifiable in any results of the evaluation.

What makes our sharing of your personal data with DfE lawful?

Any sharing of personal data provided on your application form will only take place where the law allows it.

We will share personal data with DfE and the TLIF evaluators for the purposes of research, evaluation, planning and statistical analysis that is in the public interest.

The Data Protection Act 1998 states ‘personal data shall be processed fairly and lawfully and in particular, shall not be processed unless:

a. At least one of the conditions in Schedule 2 of the Act is met, and

b. In the case of sensitive personal data, at least one of the conditions in Schedule 3 is also met’

The conditions under which it is lawful for this to happen are:

  • The Schedule 2 condition for you processing personal data relating to the identity of an individual participant is condition 2: The processing is necessary for the performance of a contract to which the data subject is a party.
  • The Schedule 3 condition for you processing sensitive personal data on a participant’s disability is condition 7(c) the processing is necessary for the exercise of any functions of the Crown, a Minister of the Crown or a government department. This is to ensure that the department is able to comply with the public sector equality duty.
  • For the processing of ethnicity condition 9 applies: the processing is of sensitive personal data consisting of information as to racial or ethnic origin, is necessary for the purpose of identifying or keeping under review the existence or absence of equality of opportunity or treatment between persons of different racial or ethnic origins, with a view to enabling such equality to be promoted or maintained and, is carried out with appropriate safeguards for the rights and freedoms of data subjects.

How does this affect you?

  • Our sharing of this personal data with DfE (and its contracted evaluator  working on its behalf) will have no influence on the outcome of your application or your participation in the TLIF project.
  • Any reported findings will appear at an aggregated level with no individual applicant, participant or school identified OR identifiable.

Security and confidentiality

Any personal data shared with DfE (and organisations acting on its behalf) will be handled securely and confidentially. It will be used for the purposes of monitoring, quality assurance and evaluation of TLIF, and for related research on recruitment, professional development, leadership, retention and school improvement.

Further information

For further information on how we process your personal data for the purposes of the TLIF evaluation, please contact:

If you would like to know more about what personal data is being collected and how this is used by DfE to improve TLIF, please contact:

The evaluation surveys, interviews and focus groups will be conducted by an external contractor employed by DfE and managed by Caroline Gryba. If you have any questions about how DfE will use your information for research and evaluation purposes, please contact: