Adult Learning Service - privacy notice
Who we are?
The Adult Learning Service is part of Derby City Council, the local government unitary authority for Derby City. We provide education and training for young people aged 16-18 and to adults aged 19+ funded by the Education and Skills Funding Agency (ESFA). Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at firstname.lastname@example.org.
We collect information from you when you:
- fill in any forms using our customer portal on our website adult-learning-derby.org.uk
- fill in any forms linked to the enrolment process
- use the www.derby.gov.uk payment process
- contact us in writing or by email
- speak to us on the phone or talk to us face to face
- or any other type of electronic communication
What types of information do we collect from you?
We collect information from you when you visit www.derby.gov.uk; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.
We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.
Details of information obtained from third parties
- Learning Records Service – operated by the ESFA, the LRS stores learner participation and achievement data collected directly from awarding organisations. This information is known as the ‘Personal Learning Record’ (PLR). As a permitted organisation, we will have access to an individual’s PLR in order to access achievements, awards and to enable advice and guidance to be provided
- Student Loan Company - a Government-owned organisation that works with the Department for Education (DfE) to provide loans to learners to fund their training and education
- Employers (apprenticeships/traineeships) – we will discuss your training programme and progress with you and your employer to ensure you receive the right support and achieve your agreed goals. This information will be shared with you.
How is your information used?
- In accordance with our learner contract we may use your information to:
- fulfil our contractual obligations with the ESFA and other government departments from whom we receive funding
- carry out our obligations arising from any contracts entered into by you and us
- assess your eligibility and entitlement for access to ESFA funding and other government departments from whom we receive funding
- process financial transactions ie payments or charges for course fees, exam costs and materials
- update the Student Loans Company with required attendance and financial information
- for teaching, learning and assessment purposes including use of our electronic portfolios/e-learning platform
- notify you of changes to our services including class closures/cancellations
- ensure your health, safety and well-being
- In accordance with our legitimate interests we may contact you to:
- to send you information about courses that you have asked for or that may be of interest
- to get your feedback to support our quality improvement processes
- to carry out research to evaluate the effectiveness of our training services
You can opt out from receiving these communications at any time contacting DALSenquiries@derby.gov.uk or telephone 01332 956565
Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. Under the Public Health (Control of Disease) Act 1984 and associated Regulations; and the Coronavirus Act 2020 and associated Regulations the Council has a legal duty to store, process and share personal information. The information will be stored, processed and shared as part of the national, and local Coronavirus Test and Trace operations where necessary for investigations, as well as the testing and tracing of individuals, groups or businesses; and to assist in the investigation into cases of Coronavirus; Coronavirus outbreaks and issues of non-compliance with the Acts and associated Regulations. The information will also be used; interrogated and mapped to inform the Councils actions and decision making processes. Any such storage, processing or sharing of information will be done in the public interest in order to promote health and wellbeing.
During the investigation of cases and/or outbreaks of Coronavirus, information which is gathered may be shared between departments within Derby City Council; with other Councils associated with an outbreak; other health services or with other government bodies associated with the control of the Coronavirus. The Council has a duty to notify national Government bodies, such as Public Health England, and the relevant local authority where an individual resides (if different), where there are suspected Coronavirus cases. The Council will disclose the information under Article 9(2)(j) of the UK GDPR (processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health), and confidential information may be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individual’s and the public interest in maintaining the confidentiality of such data.
The Council may contact staff, service users, residents, patients, businesses and premises with messages relating to Coronavirus by text, phone, letter or e-mail. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the national Information Commissioners Office approach to the current epidemic here: https://ico.org.uk/
Research and statistics
Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.
Who has access to your information?
We may share your information with the following third parties for the reasons detailed:
- other departments within the Council to support your health, safety and well-being
- statutory agencies such as the Police, National Fraud Authority in line with our legal obligations and/or in completion of our public tasks.
- ESFA, Ofsted, DfE, DWP and other government departments from whom we receive funding to fulfil our contractual duties linked to delivery of education and training
- external organisations in relation to examination and accreditation process ie examination Awarding Bodies, JCQ and Ofqual
- Independent educational specialist for the purposes of assessment of special considerations and support needs for examinations (at your request)
- research organisations, where you have given permission, for the purpose of quality assuring our service or finding out the impact of our service on learners
- Student Loans Company for the purpose of monitoring loan applications
- Taxi companies for the provision of transport to attend classes where identified through financial support applications
- BKSB - for the purposes of diagnostic assessment
- Learner Records Service to assess your previous achievements to make sure you access the right training that meets your individual needs
- E portfolio to support e learning and give you the best access to teaching, learning and assessment materials
- Allenton Big Local to enable eligible learners to access financial support
- Employers to discuss attendance, progress and support needs for apprentices and trainees
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Contacting the ESFA about your information
If you would like more information about how the ESFA processes your personal information or your data protection rights please visit the ESFA's privacy notice.
What are your rights in relation the personal data we process?
- Access – you can request copies of any of your personal information that is held by the Council.
- Rectification – you can ask us to correct any incorrect information.
- Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
- Portability – you can ask us to transfer your personal data to different services or to you.
- Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
- Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.
National Data Opt Out
We are one of many organisations working within health and social care to improve health and wellbeing for patients as well as the public. Information collected from you when you use our services may be stored and shared with services or partner organisations for purposes other than your individual care, for instance to help with:
- Improving the quality and standards of care provided
- Research into the development of new treatments
- Preventing illness and diseases
- Monitoring safety
This may only take place when there is a clear legal basis to use this information. Confidential information about your health and care will only be used in limited circumstances where it is not possible to use anonymised data.
You have a choice about whether you want your confidential information to be used in this way. If you are happy for your information to be used in this way you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.
For more information or to register your choice to opt out please visit https://www.nhs.uk/your-nhs-data-matters/. You can choose to opt in at any time.
Please be aware that the National Data Opt Out does not apply to information used for marketing purposes, your data would only be used in this way with your specific agreement.
All Health and Social Care organisations should have systems and process in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.
Our organisation is compliant with the national opt out policy.
How long will we keep your information for?
We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.
What security precautions are in place to protect the loss, misuse or alteration of your information?
We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.
Keeping your data up to date
We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.
If you are accessing online services and are under the age of 13‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
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- for statistical/analytic purposes
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If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer;
- By post: Information Governance, The Council House, Corporation Street, Derby, DE1 2FS
- By phone: 01332 640763
- By email: email@example.com
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):
- By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number