Last updated: 20 August 2026
This notice explains how London Brookes College collects and uses personal data in the LBC Staff Hub mobile application. It sits alongside the College’s general privacy notice, which covers our wider processing of staff and student information.
Who we are
London Brookes College is the data controller for personal data processed in this app.
London Brookes College
Colinhurst House, 168 Station Road, Hendon, London NW4 3SP
Registered in England and Wales, company number 06683232
Registered office: 42 The Burroughs, London NW4 4AP
Telephone: 020 8202 2007
Data protection contact: itsupport@londonbrookescollege.ac.uk
What the app is for
LBC Staff Hub gives College staff and enrolled students access to College administrative services from their own devices. An account is required for every function; no College information is accessible without signing in.
What we collect
Account information. Your name, College email address, role, and the credentials you use to sign in.
Attendance records. The date and time you check in and out, and whether you recorded yourself as working onsite or online. The app does not collect or use your device’s location.
Leave and absence data. Annual leave requests, leave balances, absence types and dates, any notes you add to a request, and your manager’s approval decisions.
Timesheet data. Hours recorded, the periods they relate to, and submission status.
Reflective entries. Where you use the self-reflection feature, the content you record and the date you record it.
Technical data. Sign-in events and error logs, kept so that we can operate the service and investigate problems.
We do not use third-party analytics, advertising or tracking software in this app. We do not track you across other apps or websites, and we do not build marketing profiles.
Why we process it, and our lawful basis
| Purpose | Lawful basis under UK GDPR |
|---|---|
| Managing your account and providing access | Performance of a contract; legitimate interests where no contract applies |
| Recording attendance and working time | Legal obligation (Working Time Regulations 1998); legitimate interests in administering the College |
| Administering annual leave and absence | Performance of a contract; legal obligation |
| Producing and approving timesheets | Performance of a contract; legal obligation |
| Making College policies available | Legitimate interests in running the College |
| Supporting professional development and reflection | Legitimate interests in supporting staff and students |
| Keeping the service secure | Legitimate interests in protecting College systems and information |
Where we rely on legitimate interests, we have considered the impact on you and are satisfied that our interest in administering the College does not override your rights and freedoms.
Who can see your information
Within the College. Access is limited to what each role requires. Your line manager can see the records relevant to approving your requests; authorised administrators can see records needed to run the service. Colleagues cannot browse one another’s attendance, leave or reflective entries.
Service providers. We use service providers to host the application and to deliver our email and identity services, including Microsoft. They act only on the College’s written instructions and cannot use your data for their own purposes.
No one else. We do not sell your personal data and we do not share it with third parties for their own purposes. We disclose information only where we are legally required to do so.
How long we keep it
We keep your records for as long as you are employed by or enrolled at the College, and afterwards for the periods set out in the College’s retention schedule. Some records — particularly working time, payroll and timesheet data — carry statutory minimum retention periods that we are obliged to observe.
You can request details of the retention period applying to a specific category of your data by contacting our data protection contact.
Deleting your account
You can delete your account at any time from within the app: More → Delete account.
Deletion is permanent. We remove your profile and associated data, other than records we are legally required to retain. Where that applies, we will tell you which records are being kept and why.
If you cannot access the app, email itsupport@londonbrookescollege.ac.uk and we will action the request.
Your rights
Under UK data protection law you have the right to:
- request a copy of the personal data we hold about you
- have inaccurate data corrected
- request erasure of your data, in certain circumstances
- restrict or object to how we use it
- receive your data in a portable format, where applicable
- withdraw consent, where our processing relies on it
To exercise any of these, contact itsupport@londonbrookescollege.ac.uk. We respond within one month.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to put things right first.
Keeping your data secure
Access to the app requires authentication, data is encrypted in transit, and access within the College is restricted by role. We review these arrangements as part of the College’s wider information security practice.
Changes to this notice
We update this page when the app or our processing changes, and revise the date at the top. We will tell you about significant changes through the app or by email.
Contact
App support and data protection queries: itsupport@londonbrookescollege.ac.uk · 020 8202 2007
Post: London Brookes College, Colinhurst House, 168 Station Road, Hendon, London NW4 3SP
