Data Protection Statement – Members of the Governing Body

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 (the 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).

We may collect, use and share your personal information to operate our framework for Governance, meet external requirements for records related to the governance of the Group, and to provide effective support to you as a member, trustee or member of one of our local governing bodies.

What data do we collect and use?

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

Personal identifiers, contacts and characteristics (such as name, date of birth, contact details and postcode)
Governance details (such as role(s), committee membership, start and end dates, training records)
Information about your business/pecuniary interests
Details of your DBS clearance (date and disclosure number)
Photograph
CCTV images

Most personal information relating to members, trustees and governors is provided directly by you as part of the appointment process.

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

Disability and access requirements
Information disclosed on a DBS certificate may be reviewed as part of the governor appointment process. The Group does not retain copies of DBS certificates, but may retain a record that the check was carried out, the certificate number and the date of the check.

Where special category personal data is processed, this is done in accordance with Article 9 of the UK GDPR, typically where processing is necessary for safeguarding obligations, equality monitoring, or to ensure appropriate accessibility arrangements.

Why do we collect and use your information?

The personal data collected is necessary for the Trafford and Stockport College Group to fulfil its governance responsibilities and meet legal and regulatory obligations. We collect and use governance information for the following purposes:

to meet the statutory duties placed upon us
to establish and maintain effective governance (appointment, monitoring and ending of appointments, and to review governance across the Group)
to provide appropriate information, support and training for you in your duties as a member, trustee or governor
to facilitate the safety of our community (as part of our safeguarding processes)
to comply with any legal dispute or any legal obligations
to monitor use of IT systems and ensure system security
to comply with health and safety and other regulatory requirements
to liaise with you as is appropriate in your role

To carry out these activities we rely on the following lawful bases under the UK GDPR:

Legal Obligation – where processing is required to comply with legal or regulatory requirements relating to governance and safeguarding
Public Task – where processing is necessary for the Group to perform its public education functions
Legitimate Interests – where processing is necessary to support the effective operation of the Group’s governance framework

How long is your data stored for?

We store your information securely and in line with our Data Protection Policy and associated procedures. Personal information relating to members, trustees and governors will normally be retained for 7 years after the end of your term of office.

We are required to hold safeguarding records for a longer period of time and, on some rare occasions, your personal information may be included in these records and therefore held for up to twenty five years.

Will your information be shared?

We routinely share this information with:

the Department for Education (DfE)
the Disclosure & Barring Service
Legal authorities

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

Your name and role as a member, trustee or governor will be shared with members of the public via our websites and other public documents. We do not share other information with anyone unless it is necessary and in line with the lawful basis for processing listed above, or with your consent. Where data is routinely shared, a data processing agreement will be established.

How do we protect your data?

Your data is held securely on the 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 Group ensures that appropriate data sharing agreements are in place prior to sharing your personal data with any other organisations.

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