Wolverhampton English Proficiency Exam (WEPE) Privacy Notice


Who we are

The University of Wolverhampton (‘The University’, ‘we’ or ‘us’) are a ‘Data Controller’, as defined by the Data Protection Act 2018 and are responsible for, and control the processing of your Personal Data. You can contact us at email dataprotection@wlv.ac.uk, University of Wolverhampton, Wulfruna Street, Wolverhampton WV1 1LY. Tel. 01902 32 1000. Our Data Protection Officer can be contacted at dataprotection@wlv.ac.uk.


How We Use Your Data

The University of Wolverhampton will collect and processes your Personal Data for the following purposes


Lawful Basis (Reason)

Purpose One

Administration of the WEPE

Necessary for a contract or entering into a contract

Purpose Two

Inform you of results and information about services we provide

Contractual necessity

Purpose Three

Immigration matters

Legal obligation (in relation to students or applicants applying for Tier 4 visa)

Purpose Four

Obtaining payment of fees

Necessary for a contract or entering into a contract

Purpose Five

Research and Quality Control

Legitimate interest

Purpose Six

Respond to your enquiries

Necessary for a contract or entering into a contract


Some of your Personal Data will be shared with the Office for Students (OfS) and its agents, to enable it to carry out its duties as the independent regulator of higher education in England.  We are legally obliged to share this information.


Where we use a third-party organisation to administer any services, we will always ensure that they have robust data security measures that comply with current Data Protection law in place and will always inform you.


All of your personal data is processed in the UK or EEA.


Information We Collect

The vast majority of information that we process about you will be provided by you. This will typically be via our website or collected from the application process. We may get additional information from your college agent where applicable.


Information provided by you will include details such as your full name (including former name or alias where necessary), gender, date of birth and contact details, such as address, email address and telephone number. 


The lawful basis we rely on for processing this information is detailed above.


Who We Share Your Personal Data With

Information is shared with relevant departments within the University for the purposes outlined above. In addition, specific data may be obtained from and shared with the following external parties for the purposes specified:


Recipient or Source

Purpose and type of data

Lawful Basis

Is sharing carried outside the UK (y/n)

Online Proctoring Company

To administer the exam and collect data for the purpose of securing the exam environment.


Data includes: name, email address, image of ID, video and audio recordings.

Necessary for a contract or entering into a contract



For the purpose of providing proof of English and audit purposes.

Statutory requirement


We may also share personal details with organisations with enforcement powers such as HMRC or the Police. However, we will only do so if this is required to comply with our legal obligation to disclose information to these bodies.

We will only share the minimum amount of personal data with any of the above and will always do so in accordance with the law.



The UoW will remove elements of your personal data when it is no longer needed. This will be 2 years following the release of your exam results and will include video capture and audio recordings.


The personal data of individuals who do not pass the exam or are disqualified will be deleted a year after the date of the release of their result/outcome and will only be held longer if there are any queries.


Students who go on to enrol with the University will have relevant personal data transferred and managed by the university’s Registrations Department as part of the general enrolment process and you will be issued with the relevant Privacy Notice


Your Rights

As an individual, you have a number of rights available to you. The UK GDPR provides the following rights for individuals:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision-making and profiling.

To find out more about how you may exercise those rights, for example, The Right of Subject Access: obtaining a copy of your information which we may hold,  or the Right to Rectification: correcting any mistakes or completing the information we hold about you, please see our Data Protection web pages available here or the ICO website for more information.


How to Complain

If you have any queries, concerns or believe that your Personal Data is being handled in a manner which is contrary to statutory requirements, you may wish to contact the University of Wolverhampton’s Data Protection Officer via dataprotection@wlv.ac.uk or complain to the ICO via www.ico.org.uk


Changes to Privacy Notice

We regularly review our privacy notice and will review it at least annually. This privacy notice was last updated on April 2022.