Privacy Notice – Borough of Poole: Skills & Learning Bournemouth, Dorset and Poole

 

This notice explains how your information will be held about you and processed by

Skills & Learning Bournemouth, Dorset and Poole. You can also find out about the

General Data Protection Regulations and Data Protection Act 2017 and your rights

on the Council’s web page.

 

This notice tells you:

  • Who we are
  • Why we collect your personal information
  • The legal basis for using your information
  • Who we may share your information with
  • How you can access the information we hold about you
  • How long we keep information about you
  • Further information and Data Protection Officer

 

Who we are

The Borough of Poole will be the Data Controller for the personal information you

provide. Personal information can be anything that identifies and relates to a living

person. This could be your name and contact details. As the Data Controller the

Borough of Poole will use your information to provide you with our services.

 

Why we collect your personal information

We will collect enough personal information in order to provide you with services for

the following purposes.

 

  • Providing education and training

 

We are not permitted to collect information we do not need or will not use. This

document covers information you have provided direct to the Council and information

which has been shared with us by other organisations.

Sometimes we need to gather further information regarding your income to assess

your eligibility for learning support. We will tell you if we need this information.

If we don’t need your personal information we will either keep your details

anonymous, if we already have it for another service or we won’t ask you for it. If we

use your personal information for research or analysis, we will always keep your

details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

 

The legal basis for using your information

According to the General Data Protection Regulations (GDPR) and the Data

Protection Act 1998, we must have a reason to collect and use your information.

This will be:-

  • To deliver services and support you
  • To enable us to manage the services we provide
  • To train and manage our workers who deliver those services
  • To investigate any worries or complaints you may have about our goods or services
  • To check the quality of our goods and services
  • To help with research and planning of new services

 

There are a number of legal reasons why we need to collect and use your personal

information. For this service:

 

  • Contract: you have entered into a contract with us
  • Legal obligation: it is required by law under the Apprenticeships, Skills,

Children & Learning Act 2009

Our service also needs to use sensitive personal data also called “special category

data” which requires more protection to keep it safe. This is often information you

would not want to be widely known and is very personal to you. It includes:-

 

  • Ethnicity
  • Physical or mental health
  • Criminal history (for individuals with unspent criminal convictions)
  • Employment Status
  • Prior qualifications
  • Date of birth
  • Emergency contact data
  • National Insurance Number

 

We will take extra care of this data. The legal reason for us to collect and use this

personal information is:

 

  • Contract: you have entered into a contract with us
  • Legal obligation: it is required by law under the Apprenticeships, Skills, Children & Learning Act 2009

 

Who we may share your information with

We use a range of organisations to either store personal information or to help

deliver our services to you. Sometimes we have a legal duty to provide your personal

information to other organisations, for example the Education & Skills Funding

Agency.

 

We may also share your personal information with these organisations

  • The Awarding Body of any exam you undertake
  • An approved third party contractor who will contact you in order to collect

information on the impact and outcomes arising from your learning with us

  • Taxi companies or childcare providers where we organise these for you
  • If applicable, the Student Loans Company in connection with grants, fees,

loans & bursaries

  • If applicable, other third party agencies who referred you to Skills & Learning

Bournemouth, Dorset and Poole, in order that we can provide them with

confirmation of your attendance and progress on your course. These could

include:

o JobCentre Plus

o Government Funded Training Providers

o National Careers Service

 

The personal data that is shared will always be limited to what the other organisation

needs to meet its requirements or deliver its services.

Your information will not be disclosed to any other organisations, except where we

are required and allowed to by law.

 

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about

you and also the right to access a copy of the information. This may be by the

Council providing copies of documents or by inviting you to view the records at one

of its offices, if appropriate. Please see the Borough of Poole webpage for further

information about how to make a subject access request.

 

The Borough of Poole will not charge a fee to access your information. Sometimes

there may be information that we are not allowed to show you, such as

 

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions)

 

You may also ask us to

  • stop processing your information if this causes or might cause damage or

distress

  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (e.g.

using computers to decide on an entitlement)

  • amend any of your data which you feel is inaccurate. You can also ask for

information to be blocked, erased or destroyed.

  • transfer your information electronically to another service provider.
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.

 

If you give consent for us to use your information, you may withdraw this at any time.

However, this may affect our ability to continue to provide you with a service.

 

How long we keep information about you

We will retain this information for as long as it is required for these purposes and in

accordance with the Apprenticeships, Skills, Children and Learning Act 2009. This

will be for a period of between 7 and 13 years.

 

Further information

If you have a concern about how we are using your information, we would ask you to

contact us in the first instance using the address below:

Skills & Learning Bournemouth, Dorset & Poole, The Oakdale Centre, Wimborne

Road, Poole BH15 3DL

 

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data

Protection Officer Vivian Bateman, can review any issues regarding Information

Rights legislation if necessary. The Data Protection Officer can be contacted at the

address below:

Data Protection Officer

Bournemouth & Poole Information Governance Team

Bournemouth Borough Council

Town Hall

Bournemouth

BH2 6DY

 

Information Commissioner

For further information about Information Rights legislation, please contact the

Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113