How we use learner information
Why do we collect and use learner information?
We collect and use learner information under the Education and Skills Funding Agency contract for the provision of learning.
We use the learner data:
- to report to the Education and Skills Funding Agency
- to support learning
- to monitor and report on learner progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
- to carry out statistical analysis that allows us to target and plan the provision of services
The categories of learner information that we collect, hold and share with the Education and Skills Funding Agency:
- Personal information (name, unique learner number, address, email address, phone number)
- Characteristics (where provided) such as ethnicity, language, nationality, country of birth, employment status, sexuality, disability
- Achievement of qualifications and learning goals, destination data
The categories of learner information that we collect, hold and share with the Joint Council for Qualifications and awarding bodies:
- Information relating to exam access arrangements, including results of relevant reports
The categories of learner information we collect and hold within Birmingham Adult Education Service:
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Disclosures made regarding learner health issues and convictions
- Support needs to provide appropriate learning support
- Progress information towards learning goals
- Emergency contact details provided by learners
The categories of learner information we collect and hold only while we action in Birmingham Adult Education Service:
- Learner photos for ID cards
The categories of learner information that we collect, hold and share with other agencies with your consent:
- Rosetta Stone (language learners) - first name, surname and learner number.
- Pearl (health and social care learners) – name, address, DoB, email, phone number
- Results of assessments for exam access arrangements – relevant awarding body and Joint Council for Qualifications
Other agencies with whom we may be obliged to share information:
- Local authority social services
- Department of Work and Pensions
Collecting learner information
Whilst the majority of learner information you provide to us is mandatory for funding your course, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain learner information to us or if you have a choice in this.
Timespan for storing learner data
We hold learner data for the year in which the learner studies plus 6 years; the exception is enrolment data which is held for the year in which you study plus 25 years..
Safeguarding records are held for 3 years or until the learner leaves BAES, whichever is the later date.
For learners enrolling for qualifications, the Learning Records Service will give us a learner’s unique learner number (ULN) and may also give us details about the learner’s learning or qualifications
Why we share learner information
We do not share information about our learners with anyone without consent unless the law and our policies allow us to do so.
Our learners aged 16-19
We will also share certain information about learners aged 16+ with our local authority as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
- post-16 education and training providers
- youth support services
- careers advisers
Requesting access to your personal data
Under data protection legislation, parents and learners have the right to request access to information about them that we hold. To make a request for your personal information, contact Centre staff
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/