Privacy Notices - Learning and development (training) Privacy Notice


As part of the learning and development process, Swindon Borough Council collects and processes personal data relating to internal and external training. The Council is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

What personal data do we collect?

The learning and development team collects a range of information about you concerning your learning and development. This includes:

  • Your name, job title, grade, location, name of line manager, date of birth (specialist training) as well as email address and telephone number.
  • Details of your training provider (internal or external).
  • Information on the type of learning and development undertaken or to be undertaken.
  • The dates of when the training will or has taken place.
  • Any costs associated with the training (qualification training).
  • Dates of your performance appraisal.
  • Information about your work objectives.
  • Whether or not you have a disability for which the Council needs to make reasonable adjustments for you to undertake your training.
  • Feedback information after your training has taken place in the form of a survey.

The Council collects this information in a variety of ways. For example, data might be contained in your booking request on Employee Self-Serve (ESS) system, on the Qualification Training Form (QT1), your performance appraisal form, through an external provider or collected through a booking form provided by an external provider, provided by the Manager when booking staff on courses, or through surveys requesting feedback.

We may also collect personal data about you from third parties, such as external training providers. We will seek further information from third parties, if applicable, only once training has been confirmed and / or completed and will inform you that we are doing so.

Data will be stored in a range of different places, including on your personal record on the Employee Self-Serve (ESS) system and on other IT systems (including email).

The learning and development team may hold your personal data so they can obtain feedback from you following the completion of your training. Any paper-based documentation can be scanned and uploaded onto your personal record that is kept within the HR Advice and Administration Team within Human Resources & Organisational Development.

How the law allows us to use your information?

The Council will need to process data to under the administrative process to support any learning and development you undertake during your employment with the Council.

Swindon Borough Council has a legitimate interest in processing personal data to support the learning and development of Council employees and to keep records of this process. Processing learning and development data allows the Learning and development team to manage the administration and evaluation of your learning and development.

Swindon Borough Council may process special categories of data, such as equality information (for example race, age, disability, sexual orientation, gender, religion) to monitor learning and development statistics and to enable the Council to manage its legal requirements under the Equality Act 2010 (Public Sector Equality Duty). This requires the Council to understand and act on how different equality groups are able to access different opportunities.

We may also collect information about whether employees are disabled. This is to make reasonable adjustments for those who have a disability. We process this information to carry out our obligations and exercise specific rights in relation to their learning and development.

Who do we share your information with?

Your data may be shared internally for the purposes of the internal learning and development opportunities. This includes members of Learning & Development, internal trainers, the Health & Safety team for compliance training and the employee’s line manager.

Your data may be shared externally for the purposes of learning and development undertaken by a third party (external trainers). This data is most commonly shared for external specialist courses such as Driver CPC training, CSCS cards, Winter Service Training, Gas qualifications amongst others.

How do we protect your information?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep your personal information?

Your request for any learning and development is held on your personal record for the duration of your employment with the Council and for a further three years after your employment has ended. This will be in accordance with the Council’s Retention and Disposal Policy.

What you can do with your information?

You have a number of rights. You can:

  • access and obtain a copy of your data on request
  • require the Council to change incorrect or incomplete data
  • require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner ar

What if you do not provide personal data?

You are under no statutory obligation to provide data to Swindon Borough Council for learning and development purposes. However, if you do not provide the information, we may not be able to process your application for learning and development properly or at all.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice