Privacy Notices - Adult community learning courses Privacy Notice

You need to be aware of this Privacy Notice if you are enrolling on, or considering enrolling on, an Adult Community Learning course delivered by Swindon Borough Council.

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

Swindon Borough Council is the Data Controller for the personal data you provide in relation to Adult Community Learning services.

The Council delivers Adult Community Learning courses under funding and accountability arrangements set by the Department for Education (DfE). While the Council has specific contractual and reporting obligations to the DfE, it is responsible for determining how and why your personal data is processed and for ensuring compliance with the UK GDPR and the Data Protection Act 2018.

Personal data relates to a living individual who can be identified from that data, either directly or indirectly. The processing of personal data is governed by the UK GDPR and the Data Protection Act 2018.

We collect:

• personal contact details
• your date of birth
• attendance, progress and achievement data

We also collect special category data relating to equality, diversity, health, disabilities and special educational needs where necessary.

We process personal data lawfully, fairly and transparently, keep it secure and accurate, retain it only as necessary, and protect it using appropriate technical and organisational measures.

We need your personal information to enrol you on courses, to deliver learning, meet statutory and funding requirements set by the Department for Education (DfE), and improve service quality. 

We must always ensure that processing your data is generally lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection ACT 2018/UK GDPR.

• Article 6 -  (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
• Article 9 -  (g) Reasons of substantial public interest (with a basis in law)
• Part 2 of Schedule 1 of the DPA 2018
• 6. Statutory and government purposes

We share your information with:

• the DfE
• 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.
• other support agencies within Swindon Borough Council such as the Live Well team
• Skills Builder: If you want to join certain English, maths or digital skills courses we will invite you to complete some Skills Builder assessments to find out diagnostic your current skill level and what would be the best course for you. 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.
• Swindon Borough Council Tenant Academy - to help deliver your course effectively and to meet reporting requirements, ACL and Tenant Academy may share some of your information with each other. We collect your personal information to ensure our adult learning courses meet the needs of eligible participants, as required by our contractual agreement with the Department for Education (DfE). This information also helps us monitor and improve the quality and effectiveness of our provision. We only share what’s necessary, and always in line with data protection laws. Where possible, we use anonymised data.

Your information won’t be shared with any other SBC departments or other agencies other than those listed above without your consent, unless there is a safeguarding concern which involves a risk to the vital interests of the individual or an overriding public interest reason.

We will do all 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.

Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.

Training our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.

We are contractually obliged to securely store your records for 6 years from the date your learning ended, or 31/12/2030 if ESF-funded.

Under data protection law, you have rights including: 

• your right of access - you have the right to ask us for copies of your personal information
• your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• your right to erasure - you have the right to ask us to erase your personal information in certain circumstances
• your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances
• your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances
• your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

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.

You can contact our Data Protection officer by email at: DataProtection@swindon.gov.uk.

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 www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

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

If you do not provide your personal information, you might be unable to enrol on adult learning courses.

Through corporate policies, training, governance arrangements and Information Governance oversight.

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