Adult Education Privacy Notice

Introduction

This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of adult education.

This notice should be read in conjunction with;

• The Council’s corporate privacy notice

The Data Controller

The Council is the data controller for the personal data processed for the purposes of adult education.

The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.

Queries relating to this privacy notice

If you have any questions or queries relating to this privacy notice please contact the Adult Community Learning service:

By email : Adulteducation@rctcbc.gov.uk

By telephone : 01443 570077

In writing : Garth Olwg LLC, St Illtyds Road, Church Village, Pontypridd, CF38 1RQ

Who we are what we do

The RCT Adult Community Learning service provides a range of learning opportunities to Adults within the authority.

Many courses are accredited with external awarding bodies such as Agored Cymru, Qualsafe, BCS.

Whose personal data we process

We may process personal data relating to the following individuals;

• Anyone who has attended our courses
• Anyone who has attended a course with our Partner Training Providers
• Anyone who had attended one of our events

The categories of personal data we process

We may process the following categories of personal data to administer your attendance of a course/event;

• Full name
• Address
• Age/Date of Birth
• Contact details; telephone number/email
• National Insurance number
• Employment status
  • Details of current benefits received (if applicable)
  • Disability
  • Ethnic Origin
  • National Identity
  • Educational background and attainment
  • Gender
  • Language preference
  • Next of kin (emergency contact)

Card details are processed when taking payments for courses that incur a fee. Refer to Payments (made to the Council) privacy notice for further information.

Why we process the personal data

We process the personal data to, but is not limited to the following activities;

• Respond to your enquiry/comments/complaints
• Process the enrolment onto the chosen course
• Monitor attendance and progress
• Contact you regarding the course if necessary
• Contact next of kin in the case of an emergency
• To monitor your progress and services provided of a course you have attended by our Partner Training Providers, who have received funding (such as WG funding or UK Gov Shared Prosperity Funding) to deliver courses
• Produce and provide reports to the Welsh and UK Governments to demonstrate that the courses run are successful and in line with the terms and conditions of the funding
• To give evidence of achievement to awarding bodies so that certificates can be awarded.
• Unique Learning Number – information you provide will be used by the ‘Managing Information Across Partners (MIAP) service to issue you with a Unique Learner Number (ULN). Further details of how your data is processed and shared can be found at www.miap.gov.uk
• Your contact details may be passed on to contractors acting on behalf of the Welsh Government (including the Wales European Funding Office), to undertake interviews or surveys of current and former learners, as part of formal evaluations of Welsh Government-funded programmes. If you are contacted, the purpose of the interview or survey will be explained to you and you will be given the option to say yes or no to taking part. Your details will then be deleted once the evaluation contract is complete. We may also carry out our own evaluations/surveys and will contact you to gain your views on our services.  We may do this directly with you or other Council departments or external consultancy agencies.

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide Adult Community Learning oppoertunites in RCT is;

• Public Task - Article 6 (e) – 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.

Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations;

• Directly from you, when you enquire/register/attend a course and/or event
• From our partner training providers (where they have received funding to deliver the course) and are required to update us on your progress so that we can monitor the funding has been spent accordingly.

Who we share personal data with

We may share the personal data with the following key organisations to demonstrate that courses are being run correctly and in accordance with the terms of grant funding.  Also, Awarding Bodies, such as Agored Cymru, Qualsafe and BCS in order for them to provide certificates.

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose. The information shared and who it is shared with will depend on the nature and severity of the concern and the organisations and agencies involved in supporting the service user.

Who	Purpose
Internal Council departments	Partnership working and reporting to the Lottery Fund Partnership working and reporting to the UKG Shared Prosperity Fund
Awarding Bodies such as but not limited to; Agored Cymru, Qualsafe and BCS.	Award qualification to learner
Menter Iaith	To meet grant conditions as per service level agreement
Welsh Government	To comply/report to grant conditions

Data Processors

A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.

The category of data processors we use are; IT system suppliers etc

How long we retain the personal data

We retain the personal data contained within Adult Community Learning records for:

Length of time	Reason
7 years	Requirement set out by grant funders e.g. UKG SPF - the Department for Levelling Up, Housing and Communities

In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period. Information that has no long term or evidential value is routinely destroyed in the normal course of business.  

Your data protection rights

The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.

Click here for further information on your information rights and how to exercise them. 

Your right to make a data protection complaint to the Council

You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.

You can do this by contacting the Adult Community Learning service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

• Email : Adulteducation@rctcbc.gov.uk
• Telephone : 01443 570077
• In writing : Garth Olwg LLC, St Illtyds Road, Church Village, Pontypridd, CF38 1RQ

Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.

Your right to make a data protection complaint to the ICO

You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.

The ICO can be contacted:           

• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline number: 0303 123 1113
• Website: https://www.ico.org.uk