Published: 27 July 2021
Our contact details
Name: Data Protection Officer
Address: Time Square, Market Street, Bracknell, RG12 1JD
Phone Number: 01344 352000
The type of personal information we collect
We currently collect and process the following information:
- full name
- email address
- telephone number
- date of birth
- National Insurance number
- employment and benefit status, qualifications and household situation
- destination and progression details, such as employment, further learning or volunteering
We also process the following special category information:
- information relating to disabilities
- information relating to learning difficulties
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- your personal data will be used to process your application for an Education and Skills Funding Agency (ESFA) funded course or room rental
- when hiring a room or rooms at the Open Learning Centre, your data will be used in order to carry out that contract with you
- when taking courses with community learning, you will be asked to supply data in order for us to efficiently provide a learning programme and in order to meet the funding requirements of the ESFA - this data is used to make sure that funding is being used appropriately
- your information may be used for marketing purposes where you have given your consent for this activity
We also receive personal information indirectly, from the following sources in the following scenarios:
- we collect a Unique Learner Number (ULN) from the Learner Record Service (LRS)
- we have access to Personal Learning Record (PLR) but do not collect or store this information
How the law allows us to use your personal information
Lawful basis for processing
Under the UK General Data Protection Regulation (UK GDPR),the lawful basis for processing is Article 6 UK GDPR:
- (a) you have given consent when providing data for marketing purposes
- (b) process is necessary for the performance of a contract
- (e) a task carried out in the public interest
Special category data
Special category data is being processed under Article 9 UK GDPR:
- (a) you have given your consent
- (g) reasons of substantial public interest
Where we use consent to process your personal data, we will explain to you what we are asking you to agree to and why.
If we have consent to use your personal data, you have the right to remove it at any time.
If you want to remove your consent, please contact us at firstname.lastname@example.org or 01344 354220 and we will deal with your request.
If you remove your consent we are unlikely to be able to provide continued services to you.
Who we share your information with
Data given to community learning will be shared with the ESFA. Read the EFSA privacy notice.
We may also share your data with third parties to deliver our services. Third parties include sub-contractors delivering learning on our behalf, awarding bodies for accredited programmes and other services within Bracknell Forest Council, where there has been a referral to or from a community learning service.
We may ask you to provide data to an organisation for assessment purposes, for instance providers of online english and maths assessments.
We may also share data with other organisations such as:
- Jobcentre Plus
- National Careers Service or NHS services
where that information is required to facilitate and measure the impact of learning programmes. These organisations will have their own privacy notices.
This is not an exhaustive list. You can ask us for more information on the third-party service providers. We will not sell your personal data to any party.
Data given to the Open Learning Centre in a rental agreement will not be shared with third parties.
How we store your personal information
Your information is securely stored at Bracknell Open Learning Centre, Bracknell Forest Council’s digital systems or using secure third party Management Information System LearnerTrack (Monterpoint).
Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule. We will dispose your information by securely destroying any data we hold.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Find out more about your right of access from the ICO.
Your right to get your data corrected
You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Find out more about your right to get your data corrected from the ICO.
Your right to get your data deleted
You have the right to ask us to delete your personal information in certain circumstances.
Find out more about your right to get your data deleted from the ICO.
Your right to limit how organisations use your data
You have the right to ask us to limit the processing of your information in certain circumstances.
Find out more about your right to limit how organisations use your data from the ICO.
Your right to object to the use of your data
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.
Find out more about your right to object to the use of your data from the ICO.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.
The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
Find out more about your right to data portability from the ICO.
Making a request
You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.
To make a request, contact us by emailing: email@example.com or call 01344 354220.
As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.
This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.
Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.
We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.
Please contact us should you require service adjustments.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data by:
- visiting the ICO website
- phoning the ICO helpline on 0303 123 1113
- writing to:
- Information Commissioner’s Office
- Information Commissioner’s Office