Learning For Work Privacy Notice

Adult Learning Cardiff (Learning For Work) is part of Cardiff Council, who is the Data Controller for the purposes of the data collected.

This privacy policy will explain how Adult Learning Cardiff (Learning For Work) uses the personal data we collect from you when you use our website or service.

All personal data collected is handled in strict accordance with the UK GDPR and Data Protection Act 2018.

What data do we collect?

Adult Learning Cardiff (Learning For Work) collects the following data:

  • A learner Identifier number (created by your Adult Learning)
  • Surname
  • Forename(s)
  • Address
  • Postcode
  • Telephone number
  • Gender
  • Date of birth

Additionally there is data about you which is defined as special category data. Providing this data is optional and will include;

  • Disability type
  • Health condition
  • Ethnicity
  • Medical Information*

*Medical Information is only required for conducting face to face learning sessions and would only be needed to ensure safety of the learner.

Further information gathered for grant funded courses:

  • A unique learner identifier (Provided by the Welsh Government)
  • Surname at 16
  • National identity
  • Country of Domicile
  • A unique learner number (created by the Learning Records Service)
  • Welsh Language Level
  • Employment Status

How do we collect your data?

Adult Learning Cardiff (Learning For Work) collects your personal data when you:

  • Register your interest in our services via the advice line, Into Work Cardiff app or an Into Work officer
  • When you enrol onto a course online or contact us via email of telephone to access our services
  • Voluntarily complete a customer survey or provide feedback on any of our message boards or via email
  • Use or view our website via your browser’s cookies

Adult Learning Cardiff (Learning For Work) may also receive your data indirectly from third party referrers to whom you have given consent to act on your behalf for the purposes of securing training or employment. These include:

  • The Department of Working Pensions/Job Centre
  • National Probation Service
  • Housing Associations
  • Any other third-party organisation who has provided information on your behalf for access a course

How will we use your data?

Adult Learning Cardiff (Learning For Work) processes your data so that you can enrol onto courses.

We will use your data for the following purposes:

  • To make contact with you for course enrolment purposes
  • To assess eligibility for our services
  • For statistical and reference purposes
  • To comply with our legal and regulatory obligations as a Local Authority
  • To address queries from you and to respond to any actual or potential disputes concerning you
  • To provide training to our learners
  • To ensure your needs are met and equal opportunities are provided, in line with the Equality Act 2010
  • To feedback information to Welsh Government for grant funded courses.
  • For statistical and research purposes, which allow us to continually provide the best learning experience for our users
  • To provide the training you have signed up for, in addition to any relevant documentation such as certificates and evidence of completion

Who do we share your data with?

Your personal data is shared with the listed partner organisations;

Welsh Government

Statistical information is shared with Welsh Government for the purpose of auditing and project funding.

We may also share your information with other departments within Cardiff Council for additional services or support where you have provided your prior consent.

External Invigilator:

  • Estyn

Examination Bodies:

  • Highfields
  • Agored Cymru
  • Signature
  • OCR
  • BCS

SMS/Email Provider

  • Gov.notify

How do we store your data?

Adult Learning Cardiff (Learning For Work) stores your data securely on our servers.

We will keep personal information in accordance with Welsh Government retention policy. If your application is successful your personal data can be kept for up to 10 years after the date when you last accessed an Adult Learning Cardiff (Learning For Work) course.

Once this time period has expired, we will delete your data by irretrievably erasing it from our systems.

What are your data protection rights?

Adult Learning Cardiff (Learning For Work) would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Adult Learning Cardiff (Learning For Work) for copies of your personal data.

The right to rectification – You have the right to request that Adult Learning Cardiff (Learning For Work) correct any information you believe is inaccurate. You also have the right to request Adult Learning Cardiff (Learning For Work) to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Adult Learning Cardiff (Learning For Work) erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Adult Learning Cardiff (Learning For Work) restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Adult Learning Cardiff (Learning For Work) processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Adult Learning Cardiff (Learning For Work) transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us:

Email us at: dataprotection@cardiff.gov.uk

Or write to us:

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW

Our lawful basis

Our lawful basis for our use of your personal data will generally be one or more of the following:

Where you have provided consent for your personal data to be processed in order to receive support from Into Work services. Where your consent is relied upon, you may withdraw your consent at any time and can do so by contacting us directly on Adultlearningquery@cardiff.gov.uk.

We need to process your personal data to satisfy our legal obligations as the Local Authority.

We may also process your data where it is necessary for the purposes of our legitimate interests as a local authority.

How to contact us

If you have any questions about the Adult Learning Cardiff (Learning For Work) privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: dataprotection@cardiff.gov.uk

Or write to us at:

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW

Further information

For further information on how Cardiff Council processes personal data, please refer to the full Privacy Notice:

How to contact the appropriate authority

Should you wish to report a complaint or if you feel our has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website Your personal information concerns | ICO or by calling 0303 123 1113.

Consent Notice

By providing us with your contact details, you aware that an Adult Learning Cardiff staff member will be contacting you. If you change your mind or wish to withdraw your consent to be contacted, please email us at Adultlearningquery@cardiff.gov.uk.