Data Protection Statement – Job Applicants

Trafford and Stockport College Group is committed to protecting your privacy. This data protection statement explains how we collect, use and share your personal information, and your rights in relation to the personal information we hold.  Trafford and Stockport College Group is the controller of all personal information held by our Colleges, and is subject to the Data Protection Act (2018) and the UK General Data Protection Regulation (UK GDPR).

This data protection statement is for anyone who applies for a job with the Group at any of our College sites.

We collect and process your personal information as part of our recruitment processes and to assess your suitability for employment with the Trafford and Stockport College Group.

What data do we collect and use?

The categories of personal information that we collect, hold and share include:

• Personal information (including name, date of birth, address, telephone number, national insurance number, emergency contact details, photographs, your nationality and your country of birth);
• Skills and experience information (details you provided as part of your application to join us, your CV, details of your employment history, references provided by previous employers, results of selection tests and notes made at the selection activities you took part in);

We may also collect, store and use information about you that falls into ‘special categories’ of more sensitive personal data. This includes information about:

• Characteristics (including whether you have a disability, your gender, your race or ethnicity, your religion or belief, your sexual orientation, the languages you speak);
• Records of safeguarding checks which we have undertaken including the number of the Disclosure and Barring Service Certificate we received, a record that we confirmed your identity and your right to work in the UK including any visa which you may hold.

Where special category personal data is processed, we do so in accordance with Article 9 of the UK GDPR, typically where processing is necessary for employment law obligations, safeguarding requirements or equality monitoring.

The majority of staff information you provide to us is necessary for us to meet our obligations as an employer and failure to supply such information may mean that we are unable to enter into a contract of employment with you.

On the other hand, some staff information is provided to us on a voluntary basis, for example information concerning your personal characteristics.

Under some circumstances, we may obtain information from third parties, such as references from previous employers or background checks required as part of safeguarding requirements.

Why do we collect and use your information?

We use information about job applicants to:

• Process your application to work for us;
• Assess your suitability for the role and whether to shortlist your application for interview;
• Comply with the law regarding data sharing and our contractual obligations.
• Inform the development of employment policy and strategy;

We rely on the following lawful bases under the UK GDPR:

• Legitimate Interests – where processing is necessary to assess applications and manage the recruitment process
• Contract – where processing is necessary to take steps prior to entering into an employment contract

How long is your data stored for?

We store your information securely and in line with our Data Protection Policy and associated procedures.

Successful applicants – If your application is successful, we will hold your information in line with our staff privacy statement, which will be supplied to you upon appointment.

Unsuccessful applicants – If you are unsuccessful in your application to work for Trafford College Group we will hold your data for a period of one year from the date we make the decision not to appoint you.

Will your information be shared?

We routinely share your information with:

• Software Suppliers providing our systems for collecting and processing applications
• Any recruitment partners engaged to support our recruitment processes

Where organisations process personal data on behalf of the Group, they do so as data processors under contractual agreements which require them to process personal data only in accordance with our instructions and to apply appropriate security measures.

We do not share your information with anyone unless it is necessary and in line with the lawful basis for processing listed above, or with your explicit consent. Where data is routinely shared, a data processing agreement will be established to ensure the protection of the information.

How do we protect your data?

Your data is held securely on the Trafford and Stockport College Group’s network or in a secure cloud location provided by one of our IT partners. Our databases are accessible to those colleagues who need to use information in their day-to-day activities or as part of our arrangements to keep students safe.

All colleagues have completed the Group’s data protection training programme and receive regular updates to keep their knowledge and understanding up to date.  The Trafford and Stockport College Group ensures that appropriate data sharing agreements are in place prior to sharing your personal data with any partners.

What are your rights?

The Data Protection Act (2018) and UK General Data Protection Regulation (UK GDPR) give individuals a number of specific rights in relation to their personal information.  You have the right to:

• Be informed of the identity of the controller, the reasons for processing their personal data and other relevant information necessary to ensure the fair and transparent processing of personal data;
• Request access to the information we hold about you (Subject Access Request);
• Object to processing of personal data that is likely to cause, or is causing, damage or distress;
• Request restriction of processing in certain circumstances;
• Request transfer of your personal data to another organisation where applicable;
• Withdraw consent at any time where processing is based on consent;
• Prevent processing for the purpose of direct marketing;
• Object to decisions being taken by automated means (please note we have no such systems);
• In certain circumstances, have inaccurate personal data rectified, erased or destroyed; and/or

Please contact the Data Protection Officer if you would like to discuss any concerns: dpo@tscg.ac.uk.

Contacting the Trafford and Stockport College Group

You will find up to date information about our Data Protection Officer, how to make a request for your personal information, and other useful information about Data Protection on our website : Data Protection – The Trafford & Stockport College Group (tscg.ac.uk)

You can also write to the Data Protection Officer at dpo@tscg.ac.uk or:

Data Protection Officer
Trafford and Stockport College Group
Manchester Rd
Timperley
Altrincham
WA14 5PQ

Where can you find out more information?

If you have a concern relating to the way we are collecting or using your personal data, we would always ask you to raise your concern with us in the first instance.  You can e-mail the Data Protection Officer at dpo@tscg.ac.uk.  

You may also raise concerns with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters, via https://ico.org.uk/make-a-complaint.

Version: 3.0  
Issued: May 2026