Adult Family and Community Learning Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• personal information – such as: your name, gender, address, date of birth, telephone number and email address
• special category personal information – such as: your ethnicity, information about your physical and mental health, information about your working situation and current levels of pay
• previous learning and progress from our courses into other learning or employment
• demographic information such as your preferences and interests
• we may collect personal information about you from other systems or organisations funded by the Education and Skills Funding Agency (ESFA) and from organisations that introduce you to us so that we can make contact with you.

We collect your information from you directly by asking you to complete application forms or when you telephone our service. We also collect information from third parties including agencies such as the Learning Records Service.

Your personal information is collected to enable us to carry out the functions of the Department for Education (DfE), such as: to enrol you onto courses; to monitor and report on your progress; to record your attendance and achievement; to register you with awarding bodies where relevant and to provide additional support, information, advice, and guidance. The legal basis for collecting and using your personal information will depend on the services and will normally be where we need to for the purposes of Department for Education functions, where we have your consent to do so, where we have a legal obligation.

We collect and use your information under the GDPR - Article 6 (1)(c) and Article 9 (2)(b). You are required to provide us with your information to receive this service. If you do not provide the information requested, you may not be eligible to receive funding and therefore not eligible to undertake a programme of funded learning with us.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to do so, and we will only share the minimum information we need to. For AFCL provide you with a service we may need to share your information with :

• The Education and Skills Funding Agency (ESFA)
• The Department for Education (DfE)
• The Learning Records Service (LRS) which holds your Personal Learning Record (PLR)
• Awarding organisations who provide accreditation for the qualifications that you are completing, these include:
• Gateway Qualifications
• City & Guilds
• NOCN Group
• NCFE
• PICS (Pellcomp) the information management system in which your information is stored
• Ofsted

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 (www.gov.uk)
• LRS: privacy notice - GOV.UK (www.gov.uk)
• Accessing your personal learning record - GOV.UK (www.gov.uk)
• Privacy - NOCN
• Privacy Notice - Gateway Qualifications
• Privacy Notice | City & Guilds (cityandguilds.com)
• Privacy notice | NCFE | NCFE
• Pellcomp Privacy Statement
• Ofsted privacy notices - GOV.UK (www.gov.uk)

 In certain cases, we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue or help prevent a crime. Sometimes, we might share your information without your knowledge. The Council will never sell your information to anyone else.

We will keep your information for 6 years, after which we will securely destroy the information.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has several duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at [email protected] 

If you are unhappy with the way in which your information has been handled, you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Website: www.ico.org.uk 
Telephone: 0303 123 1113
Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF