The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.
Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.
To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.
This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.
1. The purpose for which we use your personal data
The information we collect about you will be used for the purpose of providing you with literacy, numeracy, English for speakers of other languages and Welsh language courses for adults. We also use personal data in order to provide other community learning courses.
The legal basis for the processing of your information is to comply with our duty under the Learning & Skills Act 2000 to provide suitable education facilities for people over the age of 19.
The basis for processing special category (sensitive) personal data about you is substantial public interest, on the basis of the legislation referred to above.
If you do not give us the information we need when we ask for it, we will be unable to obtain the funding we need from the Welsh Government to provide you with the course that you want to study.
2. What type of information do we use?
We collect the following types of personal data about you to deliver this service:
- Date of birth
- Telephone number
- Email address
- Unique Learner Number and your National Insurance Number
- Bank/payment details
- Whether you receive benefits
- Employment and education details
- Whether you have any additional learning needs
- Your racial or ethnic origin for equal opportunities monitoring
3. Do we use information received from other sources?
To deliver this service, we only collect personal data directly from you and do not obtain information about you from any other source.
4. Transferring your information abroad
We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.
We don’t transfer any other information about you outside of the UK.
5. Who has access to your information?
We only share personal data when there is a need for us to do so and provide the minimum necessary in each case.
We share your information with Estyn, Her Majesty’s inspector of education and training in Wales.
For funding purposes, we also have to provide the following organisations with personal data about you:
- Coleg Sir Gâr
- National Centre for Learning Welsh
- Welsh Government
If you are studying towards a qualification or credits, your personal data will need to be provided to the relevant awarding body for accreditation.
There are other specific situations where we may be required to disclose information about you, such as:
- Where the Council is required to provide the information by law
- Where disclosing the information is required to prevent or detect a crime
- Where disclosure is in the vital interests of the person concerned
6. How long we will keep your information
We will keep your information for 6 years after you complete your course.
7. Your Data Protection rights
You have the right to:
- Obtain access to the personal data that Carmarthenshire Council is processing about you
- Have any inaccurate or incomplete information rectified (corrected)
- Withdraw your consent to processing, where this is the only basis for the processing
- Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights
In some circumstances, you may have the right to:
- Object to the processing of your personal information
- The erasure of your personal data
- Restrict the processing of your personal information
- Data portability
8. Contact details
For more information regarding this privacy notice and your rights, please contact:
Data Protection Officer
Carmarthenshire County Council
Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website.