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Adult Education Privacy Notice

How we use your personal information for The Adult Education Service

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Adult Education purposes. This information should be read in conjunction with the Council’s corporate privacy notice

1. Who we are, what we do. 

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

Many courses are accredited with external awarding bodies such as Agored Cymru and Qualsafe. Some courses are also delivered on behalf of other organisations, for example Coleg y Cymoedd.

2. What and whose personal information we hold?

We hold information on anyone who has attended any of our courses.

The types of information we hold and process will typically include:

Enrolment form:

  •   Full name

  •   Address

  •   Date of Birth

  •   Contact telephone number

  •   Contact email address

  •   National Insurance number

  •   Next of kin

  •   Employment status

  •   Details of current benefits received (if applicable)

Equalities   Form

  •   Age

  •   Disability

  •   Ethnic Origin

  •   Educational background

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.

3. Where does the service get my information from? 

We obtain this personal information directly from the person who is attending a course. It is collected via the enrolment form at the start of the course.

We may also receive your information from other organisations or services, such as Adult Learning Wales, Communities for Work+ (CfW+).

We also generate our own information about a person whilst they are on the course. For example details of training and the support we provide as well as any qualifications they achieve.

4. What we will do with your personal information?

 We will use your information to: 

  •   Process the enrolment onto the chosen course;

  •   Monitor attendance and progress;

  •   Contact learners if a course is cancelled / postponed;

  •   Contact next of kin in the case of an emergency;

  •   Produce and provide reports to the Welsh Government 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.

5. What is the legal basis for the use of this information?  

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

Our lawful basis for processing personal information to deliver Adult Education is to exercise our   functions as a public authority and in the public interest i.e. to provide Adult Education opportunities in RCT.

6. Does the service share my personal information with any other organisation?

We work alongside a number of trusted partner organisations to deliver our services. We will share personal information with these partners as follows:

  •   Welsh Government and Coleg Y Cymoedd – to demonstrate that courses are being run correctly and in accordance with the terms of the funding. 

  •   Merthyr Tydfil County Borough Council – Learner portfolios are passed to Merthyr CBC, who verify the accreditation with the awarding bodies - Agored Cymru and Qualsafe. The   awarding bodies then provide the certificate. 

  •   We also work with a number IT companies that provide us with business systems, solutions, support and maintenance such as Tribal (EBS). In order to provide us with their services, fulfil their contractual obligations and resolve any technical issues, these companies may need to access systems where personal information is stored. 

7. How long will my information be kept?

All enrolment forms are retained for a period of 7 years.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them.

9. Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email :

By telephone : 01443 570075

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