Adult Education Budget Privacy Notice for the Purpose of Data Collection

How we use your personal information

The West Midlands Combined Authority (WMCA) is responsible for commissioning and funding adult education budget provision for learners within the West Midlands. We may use your personal information in our delivery of this work.

How we collect your personal information

We collect your personal information where the law allows it, or we have a legal obligation to do so. Your personal information is collected to enable us to carry out the functions of the WMCA.
The lawful basis for collecting and using your personal information will depend on the service and will normally be:

  • where we need to for the purposes of WMCA functions
  • where we have your consent to do so
  • where we have a legal obligation

How we share your personal information

We may share your personal information with other services run by the WMCA, and other organisations, where the law allows it or we have a legal obligation to do so:

  • with a third party who is working for WMCA under contract
  • with organisations for the purposes of:
    • administration
    • provision of career and other guidance
    • statistical and research purposes, relating to education, training, employment and well-being prevention or detection of crime

Other organisations include:

  • Education and Skills Funding Agency
  • Department for Education

How long we will keep your personal information

We will keep your data for a maximum of 7 years from the end of the academic year once you have ended your learning activity, after which it will be securely destroyed.
We may need to keep your personal information indefinitely for research and statistical purposes. We will put in place necessary measures to safeguard this information. Your data protection rights You have the right:

  • to ask for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If we are processing your personal information using your consent, you can withdraw your
consent at any time.
If you need access to any of your data protection rights regarding any of the above, please
do so by following the process as detailed in ESFA’s Privacy Notice.

Further information on processing your information

Learner information

Personal information is collected by the WMCA in accordance with the terms and conditions
of funding imposed on providers of learning, for example, further education colleges and
private training organisations. Your personal information is processed by the ESFA, and
passed to us when they process your information on behalf of the DfE, to enable the DfE to
carry out its functions.
Learner information collected by the ESFA is known as the Individualised Learner Record
(ILR). The specification and standards for the ILR are published for each academic year (1
August to 31 July) by the ESFA. This specification provides more information about the use
of your information.
Learner contact information collected by the ESFA may be used for the purposes of
research and surveys to enable the DfE to carry out its functions or, where learning is funded
by the European Social Fund (ESF), for the Department for Work and Pensions to carry out
its functions. This contact information will only be used for the purposes of other research
and surveys with the consent of the learner.
Learner information is also collected and supplied to the Learning Records Service, a part of
the ESFA. Your information is used by the ESFA to issue learners with a Unique Learner
Number, and to create and maintain your Personal Learning Record. More information about
this use of learner information is published by the Learning Record Service.

Sharing data

In order for the DfE to carry out its functions:

  • the ESFA and training providers share data to ensure accuracy of information held in relation to the funding of learning - a training provider may need to share your information with another training provider in order to verify accuracy of information in relation to a claim for funding from the ESFA
  • your personal information may be shared with another training provider for the purposes of your continued learning

In the event that a further education college or other training provider is unable to continue
the delivery of training funded by the ESFA (for example, where a training provider is a
limited company that is dissolved) the ESFA will endeavour to make arrangements for the
secure transfer of information, including your personal data, from the former training provider
to another training provider to support your continued learning. It may also request
information from Awarding Organisations to establish at what stage your learning has
reached according to their records.

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