Adult Learning Service - privacy notice

Who we are

Derby City Council is the local government unitary authority for Derby city. Our address is Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

The Adult Learning Service is part of Derby City Council and is funded by various UK government and public sector programmes.

We collect information from you when you:

• fill in any forms linked to the delivery of our funded programmes including on our adult-learning-derby.org.uk
• fill in any online or paper forms linked to the enrolment process
• use the www.derby.gov.uk payment process
• contact us in writing or by by emailing us at dalsenquiries@derby.gov.uk
• speak to us on the phone or talk to us face to face in our delivery venues or at events
• attend any training that may be delivered by our team
• register to attend an event through the Eventbrite process
• are referred to us by one of our public sector partners or other organisations including other public services and training providers, voluntary and community Groups or health services

What types of information do we collect from you?

Personal information

This could be personal information such as your name, contact details, date of birth educational background, national insurance number, employment information, benefit status. Any other personal details provided at the time information is collected about you.

Special Category data

This may include details about your health such as medical records, ethnicity or religious belief.

Criminal data

Criminal convictions and restrictions (for example, probation conditions) where they relate to the services being provided.

Details of information obtained from third parties

We will collect data from the following sources when you access our services:

• Other UK government and statutory organisations including Department of Work and Pensions, Department for Education, East Midlands Combined County Authority and Health Support organisations.
• Local Community and Voluntary Sector. This will include organisations that provide support to the community including places of worship.
• Other Council Directorates including Welfare Reform, Children and Young People, Social Services, Derby Adult Learning Services. (This is not an exhaustive list).
• Training and Employment Support providers including, National Careers Services, Derby Adult Learning Service, other employment support delivery providers.
• Educational Institutions including local colleges and schools.
• Other funded programmes which connect to our services
• DCC Economic Growth, Marketing Derby and other employer membership organisations and forums, when they refer employers for our support.

How is your information used?

Depending on your requirements, we will use the information you have provided to:

• fulfil our contractual obligations with the Department for Education, East Midlands Combined County Authority (EMCCA) and other government departments from whom we receive funding
• carry out our obligations arising from any contracts entered into by you and usassess your eligibility and entitlement for access to EMCCA funding and other government departments from whom we receive funding
• process financial transactions i.e. payments or charges for course fees, exam costs and materials
• update the Student Loans Company with required attendance and financial information
• for teaching, learning, exams and assessment purposes including use of our electronic portfolios / eLearning platform
• notify you of changes to our services including class closures and cancellations
• ensure your health, safety and well-being
• monitor your participation and progress on activities linked to the programme you are enrolled on
• report on service delivery to our funders as part of our contractual commitments in receiving public sector funding
• refer you to training providers for skills development, employability support organisations such as the National Careers Service or to employers for recruitment opportunities
• share information on courses, training, employment opportunities
• get your feedback to support our quality improvement processes

What is the lawful basis for sharing your information?

Public Task – Article 6(1)(e) :We process your information where necessary to deliver Adult Learning and skills services and to carry out the Council's public functions and responsibilities.

Consent – Article 6(1)(a): Where appropriate, we may ask for your consent for specific optional purposes. You can withdraw your consent at any time.

Legal Obligation – Article 6(1)(c): We process your information where necessary to comply with legal requirements, including statutory reporting, audit requirements and other duties imposed by law.

Special Category Data – Article 9 of the UK GDPR and the Data Protection Act 2018
Where we need to process special category information, such as health or disability information, we will only do so where an appropriate condition under Article 9 applies, together with any relevant condition under Schedule 1 of the Data Protection Act 2018.

This may include processing information where necessary to support learners, meet equality duties, safeguard individuals and provide appropriate learning and support services.

Where we process special category information (for example, health information, disability information, or information about support needs), we do so in accordance with Article 9 of the UK GDPR and the Data Protection Act 2018 Schedule 1. This may include processing information where necessary for:

• employment, social security and social protection law (Article 9(2)(b))
• reasons of substantial public interest, including equality of opportunity and treatment (Article 9(2)(g))

We process information in accordance with our legal obligations and public duties arising from:

• Data Protection Act 2018.
• UK General Data Protection Regulation (UK GDPR).
• Data (Use and Access) Act 2025 (DUAA).
• Equality Act 2010.
• School Standards and Framework Act 1998.
• Education Act 1996.
• Education Act 2002.
• Relevant government funding agreements, guidance, and requirements relating to employment and skills programmes.

Please refer to our Equality commitment on our support.

How will we keep your information? 

Where an electronic form containing personal details is completed, the information will be saved securely. 

Where a paper form that contains personal detail is completed, this will be scanned and shredded. The scanned form will be saved securely. 

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed:

Relevant government departments including:

• Department for Levelling Up, Housing and Communities (DLUHC).
• Department for Work and Pensions (DWP).
• Department for Education (DfE).
• His Majesty’s Revenue and Customs (HMRC).
• Other public bodies and other connected bodies.
• Other local authorities providing employment and skills services.
• Other statutory organisations we may liaise with as part of the service delivery including health support organisations.
• Training and Employment Support providers including, National Careers Services.
• Other Council Directorates including Children and Young People, Social Services, Leaving Care service.
• Statutory agencies such as the Police, National Fraud Authority in line with our legal obligations and/or in completion of our public tasks.
• Ofsted, DfE, DWP and other government departments from whom we receive funding to fulfil our contractual duties linked to delivery of education and training.
• External organisations in relation to examination and accreditation process ie examination Awarding Bodies, JCQ and Ofqual.
• Independent educational specialist for the purposes of assessment of special considerations and support needs for examinations.
• Research organisations, where you have given permission, for the purpose of quality assuring our service or finding out the impact of our service on learners.
• Educational Institutions including local colleges and schools who may be collaborating on programme delivery.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

We may also share your information with organisations that fund this service where this is needed for monitoring, reporting or audit purposes.

Contacting the ESFA about your information

If you would like more information about how the ESFA processes your personal information or your data protection rights please visit the ESFA's privacy notice.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit ico.org.uk or email casework@ico.org.uk.