Adult and community learning privacy notice

Introduction

This privacy notice is issued in conjunction with the learner handbook. If you have not received a copy of this booklet, please request one from your Tutor. PDF copies are available on request from adult and community learning. 

Information held about you

In order to access government funding, and enrol you onto a course, we will require some of your personal details. 
These will be held securely in our enrolment system hosted by Tribal Education Ltd.   
This information will include: 

• Basic details such as name, address, postcode, date of birth, and a nominated contact in case of an emergency.
• Personal sensitive information such as gender; ethnic origin and nationality; disability or learning difficulty status; prior level of education; marital status; employment and state benefit details.  
• We also ask questions about any Herefordshire priority groups to which you may belong, how you found out about the learning opportunity, and what you hope to gain from attending the course.  

Apart from your basic details, which we need to complete your enrolment on our system, you do not have to answer any question that you feel uncomfortable answering. However, this may affect your eligibility for the course.  
If you are unsure about any of the questions on the enrolment form, or have a general question about the enrolment process, please speak with your tutor before completing your enrolment form.

Who is processing your data

All personal data is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council. 
The data processors who will process your information on behalf of Adult and Community Learning are responsible for delivering the actual course. The current organisations contracted to deliver our courses are:  

• Nationwide Community Learning Partnership
• The Houghton Project
• South Wye Development Trust (The Kindle Centre)
• Landau
• The Cart Shed Charity CIO

How we will use the information we hold about you

All the information and feedback we receive helps us to: 

• Ensure you are eligible for funding. See who is attending our courses, and, if necessary, change future courses to widen participation and provide opportunities to learners who may otherwise not have access to learning.
• Develop the service and improve the quality of our courses in future years.
• Meet the requirements of the Department of Education (DfE) who fund our learning opportunities and Ofsted who inspect our quality of learning.
• Match existing learner records on the Learning Record Service (LRS) education database. To be able to do this your tutor may ask you about your previous residential addresses.

How the law allows us to use your information

Where appropriate the legal basis for processing the data is your consent, which you can withdraw at any time by notifying us. Data is also processed in accordance with public task to provide learning opportunities funded by the DfE. 
In the event you wish to withdraw consent you may do so by emailing us at clande@herefordshire.gov.uk or speak with your course provider about submitting the request on your behalf. Once complete we will confirm that the process of deletion has been completed. We will also notify the DfE of your request. 
Please be aware that by removing consent learners enrolled onto a course for an accredited qualification will no longer be fundable by adult and community learning. If you wish to continue studying towards your qualification you should discuss this with your learning provider to determine your options. 
Where consent is withdrawn from learners enrolled on non-accredited learning it will be at the learning provider’s discretion as to whether you may remain on the course.   

Who we will share your information with

We share information about you with the following organisations: 

• The Department for Education (DfE) which provides the funding for our service.
• The Department of Work and Pensions (DWP) – information about out of work state benefits and Industrial
• Injuries Disablement Benefit (IIDB) only.
• The Learning Records Service (LRS) which holds your Personal Learning Record (PLR).
• NOCN Group who provide accreditation for qualifications such as Functional Skills English and Maths, and ICT. 

For the full, current privacy notices for each organisation, and details on how to access your Personal Learning Record please visit the following websites: 

Privacy information: key stage 4 and 5 and adult education (gov.uk)

Personal information charter (gov.uk)

LRS: privacy notice (gov.uk)

Access your personal learning record (gov.uk)

NOCN privacy notice (nocn.org.uk)

Ofsted may also collect information from the DfE prior to inspection of the adult and community learning service. 

For full detail on how Ofsted’s use this information their privacy notice can be found via the following link: 

Further education and skills: Ofsted privacy notice (gov.uk)

How long we keep your personal information

We will only keep your information for the minimum period necessary. The current requirement is that we hold your data for 6 years. All information will be held securely and destroyed under confidential conditions. 

Your rights

You have a number of rights under data protection law, including the right to request your information and to request that the information be amended or erased if incorrect.   
To request your records, you will need to put your request in writing and provide proof of identification to the Information Governance team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or via email, informationgovernance@herefordshire.gov.uk 
You also have a right to make a complaint about our handling of your personal data to the Information Commissioner’s Office 

Providing accurate information

It is important that we hold accurate and up to date information about you to assess your needs and delivery of the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible so that we can update your records.

Further information

If you have any questions or concerns about how your information is used, please contact adult and community learning in the first instance email: clande@herefordshire.gov.uk  
You may also contact the data protection officer, Herefordshire Council, Plough Lane, Hereford HR4 0LE, telephone (01432) 260497, email: informationgovernance@herefordshire.gov.uk 
More information about data protection and how it applies to you can be found on the Information Commissioner’s Office website.