PROTECTING YOUR PERSONAL INFORMATION: YOUR RIGHTS, OUR RESPONSIBILITIES
Our privacy notice tells you what we do with your personal information, why we need it, who we share it with and how long we keep it for. You can find it on our website, or if you want a copy of it you can ask anyone from Yorkshire Training Partnership to give it to you.
Your personal information is the information that identifies you – like your name, or address and other contact details. We collect this information when we talk to you about learning opportunities so we can keep in touch, and when we sign you up on a learning programme. We will collect more information whilst you are learning with us, such as your attendance and progress.
Yorkshire Training Partnership will ensure that your privacy is protected and that your information is safe. In order to stop unauthorised access or sharing, we have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect from you, including your online details.
When entering a training or apprenticeship programme with Yorkshire Training Partnership the enrolment, or contract, includes your agreement, or consent to us processing your information. You can refuse to provide this consent but if you do refuse to provide information required for training, or for funding, we may not be able to fulfil the contract with you. You can also change your mind at any time, or withdraw your consent, and this can be done by speaking to any Yorkshire Training Partnership staff member or by writing to the Data Protection Officer for Yorkshire Training Partnership, but again this may affect you continuing with your training or apprenticeship.
This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA.
Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.
Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation. The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
Why do we collect personal information about you?
We collect information to allow us to carry out our work delivering training and apprenticeships within our Centres, in employers’ premises, in community sites, and through our dedicated learning website. We require this information to deliver our service to you and for the Department for Education, Ofsted (our Regulatory body) and our funders, such as the Education & Skills Funding Agency, so they can check that we deliver training to the required standards and to provide the right payments to us for delivering the training.
Sometimes our funders or Ofsted may contact you directly to talk to you about your learning with Yorkshire Training Partnership or ask what has happened since finishing your learning programme, for example, whether you have a job or are doing some other training.
Processing your information is also necessary to meet the contractual obligations entered into by enrolment on a training or apprenticeship programme and in order for us to meet our legal obligations under the Apprenticeships, Skills, Children & Learning Act 2009.
What sort of information do we ask for?
The sort of information we keep may include:
- Your name, age or date of birth
- Your contact details including address, email address and telephone numbers
- National Insurance Number
- Your ethnicity or national origin
- Emergency contact or next of kin details
- Educational achievements
- Employment history
- Health information
- Support needs
- Household situation
- Information such as postcode, your preferences and interests
- Other information relevant to customer surveys and/or offers
We keep this information secure in our IT systems. Some information may be in paper files such as an enrolment form or workbook.
We may also collect other information about you in the course of your training or apprenticeship such as:
IT equipment use including internet access.
Information about attendance, including any sickness absence.
What do we use the information for?
We will use the information collected from you to enable enrolment and participation through to completion in our training and apprenticeship programmes and secure funding for your programme.
We will use your information for our own internal record keeping.
We may use your information to improve our products and services.
We will use your information to ensure we protect your health, safety and welfare.
Who do we share your information with?
We will need to share some of your information with other people and other organisations. This may include your personal contact details, your attendance and progression in training, your achievements, or employment
The people we regularly share this information with are:
- Ofsted (the Regulatory Body for Training & Education)
- Department for Education (DfE)
- Employers (potential and current)
- Funding agencies such as the Education & Skills Funding Agency
- Awarding Bodies who verify your qualification and award your Certificates
- Referrers (such as Job Centres, Guardians, other referring agencies)
- Parents and Guardians
- Tutors and trainers and other Yorkshire Training Partnership staff such as people in Finance or Business Admin
- Auditors and Inspectors
There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC. This may be in relation to Safeguarding risks, criminal or civil proceedings or fraud. Information can be shared without your consent in these circumstances.
We will not share your information with third parties unless requested. For example, we may be required to share details of your attendance and participation with your Referrer (this may be a Job Centre or other agency who has referred you to us), with your Employer, with your Parents or Guardian. We will usually tell you when we are doing this, but by giving your consent to us processing your information on the consent form with this notice, you are agreeing to this information being shared.
There may be other occasions when we are requested to provide information, we hold on you, and we will seek your explicit consent to do this.
We do not share your information with bodies outside of the EU.
How long do we keep your information?
We will keep your details and the documents or file associated with your learning programme for a period of 6 years from the end of the programme.
Any financial documents related to funding of your programme must be retained for the period set by the funding body (e.g. Education & Skills Funding Agency). This is usually for up to 15 years after the financial year end in which the programme ends as a minimum.
Your workbook or portfolio will be kept for 2 years from the day you leave programme.
If your learning record or portfolio is part of our internal quality checking, then we must retain those documents for a period of 4 years from the date they were quality assessed in order to provide them to an external quality assessor.
Your Rights and how to get a copy of the information we hold on you
You have rights under the law including the right to see the information we have, to ask us for a copy of it, to have it changed if it’s not right, or out of date, or to have it deleted. There will be times when we can’t delete your information because our funders require us to keep it.
No payment is required for a copy of your information and we will provide it to you within one month of you asking for it. To get a copy of your information contact the Data Protection for Yorkshire Training Partnership:
By letter to : Protection Officer, Yorkshire Training Partnership, Unit 1 Enterprise Court, Farfield Park, Manvers. Rotherham, S63 5DB
By email to firstname.lastname@example.org
By telephone on 01709 871872
You will need to provide:
- Your full name and date of birth and current address
- A copy of identification, e.g. a driving licence or passport or Birth Certificate
What if you are not happy about the information, we keep about you?
If you aren’t happy about how we are looking after your information, then you should talk to us about it. After talking to us, if you are still not happy you can contact the Information Commissioner’s Office and tell them.
Firstly, please talk to the Service Excellence Team at Head Office in Derby. You can contact them on 01332 613 688.
Alternatively, you can contact the Data Protection for Yorkshire Training Partnership –
Telephone: 01709 871872
Lastly, if you are still not happy with how we are dealing with your information, you can write to the Information Commissioner’s Office and ask them to look at the procedures we are following. You can contact the Information Commissioner at:
Information Commissioner’s Office
Whycliffe House, Water Lane
Telephone 01625 545 745
Further information about the work of the Information Commissioner and about data protection can be found at www.ico.org.uk
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