Privacy notice - Adult learning enrolment
This privacy notice covers the collection of data used to provide courses and workshops to adults which are funded by the Department for Education (DfE) and the Education and Skills Funding Agency (ESFA)
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
- Name of parent
- Name of child (if needed for arranging childcare)
- Date of Birth
- Date of Birth of child (if needed to determine age appropriateness)
- Telephone Number
- Email address
- Location data
- Care Leaver Status
- Proof of residency
- National Insurance Number
- Household Status
- Employment Status
- Proof of right to work/study in the UK
- Refugee Status
- Prior attainment
- Sexuality (ESFA Funding requirement)
- Racial or ethnic origin (ESFA Funding requirement)
- Mental and Physical Health information, if relevant (ESFA funding requirement)
How will your information be used?
Your information is collected to enrol you on your chosen course.
This is also required for:
- determining eligibility and age appropriateness for courses
- administration of courses
- reporting of statutory data to the ESFA in line with our funding contract and funding rules so that courses can be provided
- providing any additional support to learners and ensure that learners can gain access to learning venues
- remove any barriers to learning
- service planning and improvement
- provision of childcare (if required)
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller under Article 6(1)(e) of the General Data Protection Regulation (GDPR). This is in accordance with section 101 of the Apprenticeships Skills Children and Learning Act 2009 and section 16 of the Education Act 2002 as detailed in the ESFA funding and performance management rules.
Special category data (Proof of residency, Proof of right to work/study in the UK, Refugee Status, Racial or ethnic origin, mental and physical health information), is processed under Article 9(2)(g) and schedule 1, Part 2(8) GDPR to ensure equality of opportunity and treatment.
Please also see the ESFA Privacy notice. The ESFA contractually define the data which is required to enable services to be provided by the County Council.
How long will your information be kept for?
The County Council will store information for 7 years in line with section CF 27 on the Council's Retention schedule. Please see the ESFA Privacy Notice for information on how long the ESFA retain data.
Sharing your information
Enrolment forms completed by the learners are processed by a dedicated member of staff within the Council. Information required by the ESFA (a department within the central government Department for Education) is shared with them via a secure system. Adults' information only is shared with ESFA.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
The Management Information System used to collect data and produce reports which are shared with ESFA is provided by an external provider however they do not have access to the data.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Adult Learning, AQT@eastsussex.gov.uk
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)