Open Learning Centre and community learning privacy notice

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

• full name
• address
• email address
• telephone number
• date of birth
• nationality
• National Insurance number
• sex
• 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:

• ethnicity
• 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

Your consent

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 community.learning@bracknell-forest.gov.uk 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 Department for Education (DfE) and its executive agency, the Education and Skills Funding Agency (EFSA). Read the DfE privacy notice and 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:

• schools
• Jobcentre Plus
• National Careers Service or NHS services
• Digital Inclusion Network

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 Envelope (EPACT).

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 for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Service adjustments

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 dpo@bracknell-forest.gov.uk

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
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF