Privacy Notices - Adult community learning course Privacy Notice


You need to be aware of this Privacy notice if you are enrolling on an Adult Community Learning Course.

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.

Who is collecting and using your personal data?

Swindon Borough Council are contracted by the Education and Skills Funding Agency (ESFA) to collect and administer your personal data for the purpose of delivering courses and monitoring the service we provide.

Swindon Borough Council will act as a “Data Processor” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

We collect only the information required by the ESFA:

  • Your name, date of birth and gender
  • Your contact details: address, telephone number and email
  • An emergency contact name (this is recorded on your enrol form but not stored or passed anywhere else)
  • Equality information: ethnicity, disability or support need
  • Your immigration status
  • Your current level of education and any prior qualifications
  • Your employment and benefit status, this includes current salary if in work
  • The type of evidence of identity supplied
How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We need your personal information as we are contractually obliged to the ESFA to provide adult learning courses that meet the needs of eligible participants.

How the law allows us to use your information?

We are required by the ESFA (an executive agency of the Department for Education) who fund our courses, to collect this information to enable the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009.

Who do we share your information with?

We share your information with:

  • the ESFA
  • Its Learning (contact details only)
  • other adult learning providers (contact details only): We are contractually obliged to offer you Information, advice and guidance regarding courses available to you at the end of you course. Your contact details may be passed to other suitable adult learning providers only if you request us to do this.
  • Basic and Key Skills Builder (BKSB): We use BKSB diagnostic tests for Maths and English to find your current skill level for functional skills courses, traineeships and other accredited courses leading to a nationally recognised qualification. You will be asked if you want to participate in a skills check where necessary.
  • exam boards (currently NCFE and Highfield): We are required to supply evidence of learner enrolment and achievement to exam boards, to enable learner qualifications studied and achieved during your course to be validated. Participants on accredited courses will be notified when this is necessary.

Your information won’t be shared with any other SBC departments or other agencies other than those listed above.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper in a secure way, and we will only make them available to those who have a right to see them.

How long do we keep your personal information?

We are contractually obliged to securely store your records until 2030.

What you can do with your information?

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

You can ask for access to the information we hold on you. We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.

However, you also have the right to ask for a copy of all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we have recorded about you, however, we cannot let you see any parts of your records that contain: 

  • confidential information about other people
  • data a professional thinks will cause serious harm to you or someone else’s physical or mental wellbeing; or
  • information that we think may stop us from preventing or detecting a crime.

This applies to personal information that is in both paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies).

If you cannot ask for your records in writing, we will make sure there are other ways that you can.
If you have any queries about access to your information contact

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane


This website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

We are contractually obliged to collect your personal data to ensure you are eligible to participate in Adult Community Learning Courses and to assist in matching you with the course most suitable for you. We are unable to enrol  you on  Adult Learning Courses if you do not provide personal data.

How will we ensure compliance?

We are contractually obliged to ensure our processes are compliant annually as part of our contractual obligations to the ESFA.

Main privacy notice

You are viewing the Privacy Notice for Adult Community Learning courses.

Read the main Privacy Notice