- Name of service - Surrey Adult Learning
- Directorate - Children, Families, Lifelong Learning and Culture
- Date of issue - 1 January 2019
- Date of current version - 2 November 2023
- Review date - 2 November 2025
The reasons why we use your personal data
This privacy notice applies to the functions of Surrey Adult Learning (SAL). SAL delivers education to adult learners aged 19 and over on behalf of Surrey County Council (SCC). Most of SAL's programmes are subsidised either wholly or in part by the Education & Skills Funding Agency (ESFA) and the European Social Fund (ESF). These organisations require SAL to collect personal data in order to compile funding claims, to monitor how their funding is being spent, and to gauge the effectiveness of SAL's equality and diversity policy.
What processing of personal data is undertaken by the service
The majority of SAL's courses are funded by Education & Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE). For such courses, the DfE is the data controller for personal data collected and processed by SAL and the ESFA.
Personal data is used by the DfE to exercise its functions and to meet its statutory responsibilities, including those 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.
Further information about the use of and access to your personal data, details of organisations with whom the DfE and ESFA share data, and how long they retain your data can be found online.
For courses not funded by the ESFA, such as dance, pilates and lectures, SAL collects personal data for the following:
- Service delivery
- Service improvement and planning
- Statistical analysis and reporting
If your course includes a qualification, for example a GCSE, Functional Skills or ESOL certificate, we will share your information with the applicable examination awarding body. They will use your personal data to verify your identity and to administer the examinations and assessments for which you have been entered. Further information about how the awarding bodies will use your personal data can be found in their respective privacy notices, which are available from the Joint Council for Qualifications (JCQ) website.
What information do we collect?
We will collect some or all of the following personal data, depending on the nature of your course.
- Date of birth and sex
- Contact details
- Health information, such as learning difficulties, disabilities and health problems that may affect your learning
- Employment and benefit status (in order to confirm eligibility for fee remission and ESFA funding)
- Ethnic group
- Prior academic attainment
How we are allowed to use your personal data
Legal obligation or public task under various UK legislation including but not limited to:
Your personal information is collected and processed by SAL and the DfE to exercise its functions and to meet its statutory responsibilities under the Apprenticeships, Skills, Children and Learning Act 2009.
We will collect your home address, telephone number(s) and email address at the point you enrol for your course. We will use these details to contact you about your course and your coursework or, for example, should a situation arise such as bad weather that might require a session to be postponed or cancelled.
You will be asked at enrolment if we may also use these details to contact you with news of upcoming courses, events and exhibitions, discounts and special offers. You can withdraw your consent for us to use your contact details for this purpose at any time. To do so, you should either speak to our centre staff, or contact our Customer Service Team by phone 0300 200 1044 or email email@example.com.
Who we share your personal data with
If you attend an ESFA funded course, your personal data will be shared by the DfE, ESFA and their partners as described in their privacy notice.
If you attend a course not funded by the ESFA, such as dance, pilates and lectures, SAL will not share your personal data with third parties.
If your course includes a qualification, for example a GCSE, Functional Skills or ESOL certificate, we will share your information with the applicable examination awarding body. Your tutor or our centre staff can advise which awarding body will administer your qualification. Further information about how they will use your personal data can be found in their respective privacy notices, which are available from the Joint Council for Qualifications (JCQ) website.
Retention of data
If you attend an ESFA funded course, your personal data will retained by the DfE, ESFA and their partners as described in their notice.
If you attend a course not funded by the ESFA SAL will retain your personal data in accordance with our retention schedule.
If your course includes a qualification your personal data will be retained by the applicable awarding body in accordance with the Joint Council for Qualifications (JCQ) retention policy. Further information can be found on the Joint Council for Qualifications (JCQ) website.
For further information on our privacy notices, please see information and privacy.