Privacy Notice - How we use your information
Calderdale Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the information Commissioners Office (ICO) under the provisions of the Data Protection Act 2018. The Council takes its responsibilities under the Act very seriously.
This notice explains how Calderdale Council (as Data Controller) will use your personal data in respect of learning opportunities provided by Calderdale Adult Learning (CAL) funded by the West Yorkshire Combined Authority (WYCA) and shared with the Education and Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE).
What personal information is being processed?
The personal information we process is provided to us directly by you for one of the following reasons:
- You have enrolled on to an adult learning course
- You have taken part in a course delivered by one of our partner organisations that is funded by us
- You have registered your interest in one of our courses, or joined a waiting list and asked to be contacted about specific learning opportunities in the future
The following information is collected from you:
- Name, date of birth, address, telephone number, email address
- Gender
- National Insurance number
- Nationality
- Ethnicity
- Residency eligibility details – Country of birth, years resident in the UK, date of entry to the UK
- Household details
- Employment status
- Benefits status
- Education and qualification information
- Details of learning disabilities, health problems and any special assistance required
- Emergency contact name and telephone number
The purpose of processing
The data shall be processed for the following purposes:
- To ensure you are eligible for funding
- To develop the service and improve the quality of our courses in future years
- As a part of our legal obligation under Apprenticeships, Skills, Children and Learning Act 2009 to create and maintain a unique learner number (ULN) and a personal learning record (PLR)
- To meet the requirements of the West Yorkshire Combined Authority (WYCA) which funds our learning and to gather evidence on how our Adult Learning provision is contributing to the future success of learners
- For equal opportunities monitoring
- To receive CAL e-newsletters and other learner communications
- Statistical analysis/reporting/research (anonymised data only)
Legal basis for processing your personal data
The processing of your personal information and the conditions for the processing of special categories of personal data e.g. information concerning your health, are necessary as follows:
- Article 6(1)(a) – your consent to the processing of your personal data for one or more specific purposes
- Article 6(1)(c) – for compliance with a legal obligation to which the controller is subject
- Article 6(1)(e) – for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
- Article 9(2)(b) – Employment, social security and social protection (if authorised by law)
- Article 9(2)(g) – Reasons of substantial public interest with a basis in law
- Schedule 1, part 1 (1) – Conditions relating to employment, social security and social protection
- Schedule 1, part 2 (8) – substantial public interest conditions relating to equality of opportunity or treatment in the categories of data regarding racial or ethnic origin or data concerning health.
Sharing your personal data
Your information will be shared with
- West Yorkshire Combined Authority (WYCA)
- EFSA and DfE
- Ofsted
- Awarding organisation for accredited provision
- Our MIS software provider, Tribal Group
- The survey company contracted by CAL to find out learner destination/outcomes following your learning
Further information about how the EFSA/WYCA use and access to your personal data, details of organisations with whom they regularly share data, information about how long they retain your data, and how to change your consent to being contacted, please visit https://www.gov.uk/government/publications/esfa-privacy-notice
We will never share your information with third parties unless the law allows us to do so.
How long we keep your personal data
The information given for this purpose will be held by Calderdale Council until December 2030 in line with our retention schedule and to meet the audit requirements of our funding providers, the WYCA, and for administrative and statistical purposes. Your information is held electronically and securely stored by our MIS software provider, Tribal Group.
Any statistical data which may be extracted from your information and retained for a longer period will be held in a non-identifiable format.
Your rights
The GDPR provides the following rights for individuals. Not all rights are absolute and therefore will only apply in certain circumstances:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
To make a request or to withdraw your consent to receive future CAL communications, please contact cyps.cal@calderdale.gov.uk
You have the right to complain to the Data Protection Officer if you feel that your data has not been handled in accordance with the law. You can contact the Council’s Data Protection Officer at information.management@calderdale.gov.uk.
You also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk