Adult Skills Enrolment Form

Privacy Notice

Why do we collect and use this information?

Hampshire County Council is the organisation responsible for processing your information (the Data Controller). Our ‘Hampshire Achieves’ service collects and uses information from learners in order to >enrol on courses, apprenticeships, traineeships and internships (for 16 to 24 year olds) provided by Hampshire Achieves.

We collect information about young people and adults who enrol on these courses. We hold this personal data securely and use it to:

  • support young people and adults in Hampshire to successfully take part in education, training and employment;
  • develop a strategic overview of the provision available in Hampshire and to identify and resolve gaps in provision;
  • provide a range of Adult Learning with targeted learning opportunities in communities to support employability skills, achievement to Level 2, and family learning to support parents who need help with their children’s education;
  • provide a programme of Adult Learning activities to support digital literacy, mental health and resilience and support for the recently unemployed;
  • provide Adult Learning programmes that support the needs of local businesses and help them to access a skilled workforce;
  • complete statutory returns back to central government, such as the Department for Education (DfE) and the Education and Skills Funding Agency (ESFA);
  • allocate the Education and Skills Funding Agency (ESFA) funding;
  • plan, deliver, ensure the quality and report on the range of courses and learning opportunities across a range of funding streams;
  • ensure compliance with our obligations under the accuracy principle of the UK General Data Protection Regulation (Article (5)(1)(d)), making sure our records about you are up to date.

The following sections provide further detail around the information we process setting out what allows us to do this (lawful basis), who we may share it with, how long we keep it for (the retention period), alongside identifying any rights you may have and who to contact if you think we’re not handling your information in the right way.

The categories of information that we collect, hold and share

The following personal and special category information is processed:

  • the leaner’s personal information (name, address, email address, date of birth);
  • information about the learner’s characteristics (such as gender, ethnicity, disability or learning difficulty); and
  • the learner’s choice of course and whether a concessionary fee is paid.

The lawful basis on which we use this information

We collect and use the information ensuring that we comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA2018) requirements for processing through:

  • Article 6(1)(e) – the processing is necessary to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • Article 9(2) (g) – Necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguarding measures
  • Sch.1, Pt.2, 1 – Substantial public interest conditions, for processing under the DPA2018

These articles under the UK GDPR and the DPA2018 are supported by the following specific legislation which establish our statutory duty to provide suitable Educational provision:

  • Sections 15ZA and 18A of the Education Act 1996
  • Section 10, 12, 18 and 68 Education and Skills Act 2008; and
  • Apprenticeships, Skills, Children and Learning Act 2009

Under this lawful basis we do not require your consent to process this information, but we are required, through this privacy notice, to ensure you are fully informed of why we are collecting this information and what we will do with it.

To improve our provision, you may be contacted during or after you have completed your programme of learning, including to establish whether you have entered employment or gone into further training or education.

Where sharing is not part of our statutory duties, you can give your consent to be contacted by other third parties about:
☐ courses or learning opportunities, or ☐ for surveys and research by:
☐ post
☐ phone
☐ e-mail
Please mark relevant boxes to give your consent.

Storing and securing data

The information provided to us will be held within the Tribal EBS Management Information System. The information held within this system will be kept in line with the ESFA’s retention schedule and then deleted once this retention has expired. The >Tribal EBS Management Information Systems stores data within the UK Cloud South and the data is mirrored in UK Cloud West. No data leaves the UK.

The County Council takes its data security responsibilities seriously and has policies and procedures in place to ensure the personal data held is:

  • prevented from being accidentally or deliberately compromised;
  • accessed, altered, disclosed or deleted only by those authorised to do so;
  • accurate and complete in relation to why we are processing it;
  • continually accessible and usable with daily backups; and
  • protected by levels of security ‘appropriate’ to the risks presented by our processing.

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who do we share information with?

The information you supply is used by the Learning Records Service (LRS). The LRS issues Unique Learner Numbers (ULN) and creates Personal Learning records across England, Wales and Northern Ireland, and is operated by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE). More information about how your information is processed, and to access your Personal Learning Record.

Sections 14-17 of >Education and Skills Act 2008 provide data sharing powers to encourage local authorities to promote effective participation.  As part of this activity, we share information with educational establishments and service providers, who are offering support with the County Council, to young people with the purpose that it will encourage, enable or assist them to participate in education or training.

Individualised Learner Records (ILR) will be generated within the Tribal EBS Management Information System by Hampshire Achieves and they will be submitted to the ESFA via the dedicated Government secure portal. Statistical and management information will be produced from the data held within EBS and used to monitor the performance against contract targets, to maintain the quality of the provision, to inform the self-assessment and Quality Improvement Plan processes and to provide evidence during inspections by OFSTED. More information about the ILR and the data collected.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team.

You also have the right to:

  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by solely automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

Please note that under the UK GDPR, there is also a right to erasure but the right to erasure does not provide an absolute ‘right to be forgotten’. Where the data being processed is for the purpose of ‘performing a task in the public interest or for our official functions, and the task or function has a clear basis in law’ (Article 6(1)(e))’, this right does not automatically apply.

Contact details

If you would like more information about these services please visit our website.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.