This privacy notice provides information on how Norfolk County Council’s (NCC) Norfolk Community Learning Services uses your personal information to provide you with all the information, advice and guidance you need to access further education, and to support you in making the most of the education opportunities available.
By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.
We also provide further details regarding:
- Who we are
- How long we use your information for
- Your rights under the GDPR and
- How to exercise them
You can see this information in our general privacy notice on our web site or you can ask us for a copy of this information.
What we use your personal information for
We use your personal information primarily to manage NCC’s Norfolk Community Learning Services including:
- Enrolling learners on to courses
- Providing further support to learners, both financial and in classroom
- Writing learner agreements
- Obtaining funding from central government
- Awarding qualifications and certificates
We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.
We may also use information in other ways compatible with the above.
The information we collect and use
The information we may collect and use may include your:
- Personal details such as your name and date of birth
- Contact details, including your emergency contact
- Other ways of identifying you such as National Insurance Number, Unique Pupil or Learner Numbers
- Previous education, including schools or colleges attended, and qualifications
- Current employment status and if employed, your employer, working hours and how long you have worked there
- Finances, including your income or your partner’s income, any benefits received, and any payments made to you by us or by us to you
- Relationships, including your marital status, your spouse/partner and children and caring for a family member
- Personal history including your immigration status
- Housing situation including any dependent children and other people in your home
We also collect information about the following which is classed as “special category data” under the GDPR.
The GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.
Who provides this information
The information we hold includes information you have provided to us.
We may also receive information from:
- Other departments and services of the Council, including Active Norfolk
- Norfolk County Football Association
- Norwich City Community Sports Foundation
- Health bodies including GP surgeries
How the law protects you and the legal basis for processing your information
We have legal grounds to process this information because it is necessary for the performance of a task carried out in the public interest. This includes tasks under the:
- Education Act 1996
- Education Act 1997
- Education and Skills Act 2008
- Children and Families Act 2014
- Equality Act 2010
- Apprenticeship, Skills, Children and Learning Act 2009
We also process personal information where it is necessary for the performance of a contract (e.g. lease, licence, service and maintenance contract).
We have legal grounds to process special category data and criminal convictions data where it is in the exercise of a statutory function and it is in the necessary for reasons in the substantial public interest. The statutory functions are as set out above.
Who we share your information with
We may also share your personal information with other organisations and public bodies, in particular:
- Operational staff including one-to-one support workers
- The Department for Education
- Examination award bodies
- Education and Skills Funding Agency, including The Learner Records Service
- Ethnic origin
- Health data including disabilities, and including learning disabilities
We share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.
We will also share your information, subject to contractual and other legal safeguards, with organisations contracted by NCC to provide a service to the council or directly to you. These service providers are known as data processors and have a legal obligation under GDPR and to NCC to look after your personal information and only use it for providing that service.
Finally, we may also share your information across different departments of the NCC, where it is necessary for our public tasks or functions to do so.
How we keep your information
The information is stored electronically, on the NCC’s records management system. Additionally, information is securely stored in other mediums, including email accounts and in paper files. We do not process your information outside of the European Economic Area
Automated decision making
We do not make automated decisions about you and your family.
Date of Notice
This notice was updated in June 2019.