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Data Protection

Information about data protection at Newnham College.

Here you will find the College’s data protection documentation, including Data Protection Statements (also known as privacy policies) and information on accessing personal data the College may hold about you (also known as Subject Access Requests).

Any questions about data protection should be directed to the College’s Data Protection Lead (CDPL), the Bursar, Christopher Lawrence via data-protection@newn.cam.ac.uk. Advice is also available from the College’s Data Protection Advisor, Elizabeth Ennion-Smith, also via data-protection@newn.cam.ac.uk.

 

Data Protection Policy and Statements

Newnham College Data Protection Policy (personal information, its processing and privacy) (updated June 2025)

Data Protection Statements:

  1. Students (with annex) (pdf)
  2. Pre-applicants and outreach attendees (pdf)
  3. Alumnae and other supporters (with annex) (pdf)
  4. College visitors and guests (pdf)
  5. Event organisers (pdf)
  6. Job applicants and candidates for election to College memberships (pdf)
  7. Staff and Senior Members (pdf)
  8. Health and Wellbeing team records (pdf)
  9. Archive and Special Collections users (pdf)

 

Making a Subject Access Request (SAR)

The General Data Protection Regulation provides you, the data subject, with a right to receive a copy of data and/or information that Newnham College holds about you, or to authorise someone to act on your behalf. If you would like to make such a request you may find it easiest to complete the College’s SAR form, available as a word or pdf document, and return it to data-protection@newn.cam.ac.uk. You may also simply send us a letter or email outlining your request. The College will endeavour to respond to your request promptly and efficiently, and no later than one month after receiving your request once it has received proof of your identity.

Proof of identity: we require proof of identity before we can disclose personal data. Examples of proofs of identity that we will accept are a copy of two documents including your birth certificate, passport, driving licence, official letter addressed to you at your address, e.g. bank statement, or council tax bill. The documents should show your name, date of birth and address. If you have changed your name, please supply relevant documents evidencing the change.

There is no fee for this service.

Please note, if you are requesting access to, or copies of, CCTV images, you are requested to contact the Head Porter as soon as possible, as footage is only retained for 30 days. The College’s CCTV policy (available from the Domestic Bursar) gives further details.

 

Complaints 

The College takes its obligations and responsibilities under the UK data protection legislation very seriously. However, if you feel that the College has not met your expectations while handling your personal data, you have the right to make a complaint.

 This procedure sets out how the College will respond to complaints relating to:

  • Individuals and the use of their personal data and/or personal data processing
  • The handling of data subject rights requests

Complaints procedure

If you wish to make a complaint, please contact the College Data Protection Lead (CDPL) in writing, providing a clear explanation of your complaint and the reasons for requesting a review of the decision. Where appropriate please provide supporting documentation and/or evidence. The CDPL can be contacted via email at data-protection@newn.cam.ac.uk or by writing to: Bursar, Newnham College, Sidgwick Avenue, Cambridge, CB3 9DF.

Next steps:

  1. The CDPL will acknowledge your complaint within 10 working days.
  2. Your complaint will be investigated by the College. Should the College require more information to review your complaint, it will contact you using your preferred communication method.
  3. Once your complaint has been reviewed the College will send a written response which should be provided without undue delay.
  4. If you are still dissatisfied with the College’s response, you may refer the matter to the Information Commissioner's Office (ICO) (https://ico.org.uk/make-a-complaint/). 

Note: The College will only accept a complaint from a data subject’s representative if the representative provides the data subject’s writen consent authorising the representative to act on the data subject’s behalf in relation to the complaint.

 

Data Protection Officer for the Colleges

Intercollegiate Services Limited has been appointed by each of the 31 Cambridge Colleges to fulfil the role and functions of the Data Protection Officer, as it is set out in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact details:
Intercollegiate Services Limited
64 Bridge Street, Cambridge, CB2 1UR

Tel: 01223 768745
Email: dpo@isl.colleges.cam.ac.uk

Further information regarding the statutory Data Protection Officer.