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College staff privacy notice

How we use your personal information

West Nottinghamshire College are the data controller of personal information about you.

Our address is:
West Nottinghamshire College,
Derby Road,
NG18 5BH

If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer:

The Data Protection Officer
West Nottinghamshire College
Derby Road
NG18 5BH

0800 100 3626

This privacy notice has been prepared in accordance with the Data Protection Act 2018 (DPA2018), the United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. Where data is processed by a controller or processor established in the European Union or comprises the data of people in the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

Please note the college engages the services of 3rd party operators eg vending machine and payment systems, where the college is not the data controller and the service is provided for the convenience of our learners, staff and visitors. We follow strict due diligence procedures with all of our suppliers. If you would like more information, please contact

This notice sets out how we use your personal information as your employer or when you apply for a job with us and in particular:

  • the information that you give us;
  • the uses made of your personal information;
  • the legal basis on which we collect and use your personal information;
  • how long we keep your personal information:
  • how we share your personal information;
  • how we transfer your personal information outside of Europe; and
  • your rights over your personal information.
The information that you give us

We will collect personal information from you when you apply for a job with us. This will include your: name; address; phone number; email; date of birth; DofE number; NI number; current employment details including job title, start and end dates, current salary, notice period, reason for leaving; all past employment details; education details; interests; whether you are related to any personnel of the college or Governing Body; references; special arrangement details for interview; criminal record details; Disclosure Barring Service check, including European Economic Area (EEA) check; Prohibition from Management check; Prohibition from Teaching check; Check of Barred List/List 99; Pre employment Health Questionnaire/Medical Report.

We will collect personal information from you when you are a new starter and become an employee of the college. This will be your: [name; marital status; previous surname(s); address; date of birth; occupation/department; type of employment; phone number; email addresses; NI number; start date; next of kin and contact details; bank details; pension details; statement about employment; student loan details; offer letters; employment terms and conditions; changes to your terms and conditions; certifications/qualifications, disciplinary, grievance, capability, job descriptions, sickness absences, maternity/paternity/adoption information; accidents and injuries at work; working time information; annual leave records; recruitment information; photo; payroll details; gender; flexible working; exit interviews; return to work notifications; parental leave request forms; appraisal/performance; bank account number; sort code; disqualification information; sickness absences; medical information.

  • The uses made of your personal information

    We will use your personal information set out above as follows:

    • for the recruitment process and for carrying out pre employment checks;
    • for safeguarding students;
    • for checking your identity and right to work in UK;
    • for checking your qualifications;
    • to keep an audit trail of the checks we have made and our relationship with you in case of employment claims;
    • to set up payroll and pension and to reimburse expenses;
    • for dealing with HMRC;
    • for communicating with you, including for marketing purposes;
    • To determine your general (not specific) postcode as part of our ride sharing scheme e.g. NG18
    • To offer an employee rewards scheme;
    • for carrying out our role as your employer or potential employer;
    • To support your health and wellbeing (occupational health services)

    We treat your personal information with confidentiality and we do not use it for any other purposes.

  • The legal basis on which we collect and use your personal information

    We collect and use your personal information on the basis that it is necessary for performing our employment contract with you, or it is necessary to take steps before entering into the contract with you. We also collect and use your personal information on the basis that we need to do so in order to comply with our legal obligations.

    Where we collect your special category personal information, we do this on the basis that it is necessary for the purposes of carrying out our obligations in the field of employment law. Special categories of personal data are personal data that reveal a person’s racial or ethnic origin, political opinions, religions or philosophical beliefs, trade union membership, genetic data (i.e. information about their inherited or acquired genetic characteristics, information about their physical, physiological or behavioural characteristics (such as facial images and fingerprints), physical or mental health, sexual life or sexual orientation and criminal records).

  • How long we keep your personal information

    We will not keep your personal information for longer than we need it for the purposes we have explained above.

    When you apply for a job with us, but your application is unsuccessful, we will keep your personal information for 6 months.

    When you are an employee, we will keep your personal information for as long as you work with us and then after you leave, we will keep your personal information for 7 years.

  • How we share your personal information

    We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

    Organisation / type of organisation:
    Government agencies
    Pension providers
    Occupational Health

    Taxation/pension/statistical information
    To obtain references
    To support your health and wellbeing

  • How we transfer your personal information outside of Europe

    We do not store or transfer your personal data outside of Europe.

  • Your rights over your personal information

    You have a number of rights over your personal information, which are:

    • 1.1.1 The right to be informed about our collection and use of personal data;

      You have the right to be informed about the collection and use of your personal data. We ensure we do this with our internal data protection policies and through our external website policy. These are regularly reviewed and updated to ensure these are accurate and reflect our data processing activities.

    • 1.1.2 Right to Access Your Personal Information

      You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 1 month from when your identity has been confirmed.

      We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.

      If you would like to exercise this right, please contact us as set out below.

    • 1.1.3 Right to Correction Your Personal Information

      If any of the personal information we hold about you is inaccurate, incomplete or out of date, you may ask us to correct it.

      If you would like to exercise this right, please contact us as set out below.

    • 1.1.4 Right to restrict processing

      You have the right to ask us to restrict the processing of your personal data. For example, this may be because you have issues with the accuracy of the data we hold or the way we have processed your data. The right is not absolute and only applies in certain circumstances.

      If you would like to exercise this right, please contact us as set out below.

    • 1.1.5 Right to Erasure

      You have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.

      If you would like to exercise this right, please contact us as set out below.

    • 1.1.6 Right to Portability

      The right to portability gives you the right to receive personal data you have provided to a controller in a structured, commonly used and machine readable format. It also gives them you the right to request that a controller transmits this data directly to another controller.

      If you would like to exercise this right, please contact us as set out below.

    • 1.1.7 Right to object

      You have the right to object to our processing of some or all of the personal data that we hold about you. This is an absolute right when we use your data for direct marketing, but may not apply in other circumstances where we have a compelling reason to do so, e.g., a legal obligation.

    • 1.1.8 For more information about your privacy rights

      The Information Commissioner's Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here

      You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.

  • Giving your reviews and sharing your thoughts

    When using our website or other online presence, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts, so you are comfortable with how your information is used and shared on them.

  • Security

    Data security is of great importance to West Notts College and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

    We take security measures to protect your information including:

    • Limiting access to our buildings to those that we have determined are entitled to be there (by use of passes, key card access and other related technologies);
    • Implementing access controls to our information technology;
    • We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, websites, mobile apps, offices and stores;
    • Never asking you for your passwords;
    • Advising you never to enter your College ID number or password into an email or after following a link from an email.
  • Changes to our privacy notice

    We keep our privacy notice under regular review. Any changes we make to our privacy policy in the future will be notified to you by email or via the college STAFFnet.

Last reviewed Dec 2022

Why choose West Notts?

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96.2% A Level pass rate in 2022.

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One of the top colleges in the UK for student satisfaction.**Learner Exit Survey 2019/20

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We offer a flexible and cost-effective travel pass to all students and apprentices.

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We have four campuses each boasting a number of state-of-the-art facilities.

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