Transition2 - privacy notice

Who we are?

Transition2 is part of Derby City Council. Derby City Council is the local government unitary authority for Derby city.

We provide vocational training programmes for young people with SEND aged 18-25 with an Education, Health and Care plan (EHCP), funded by the DfE. Our address is Friar Gate Studios Skills Centre, 22 Ford Street, Derby DE1 1EE.

You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

We collect information from you when you:

• fill in any forms relating to Transition2 on Derby City Council’s website  and on our Transition2 website.
• fill out any forms linked to the enrolment process
• apply for a job with us
• contact us in writing or by email
• speak to us on the phone or talk to us face-to-face
• any other type of electronic communication

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and / or the reason we need to process information relating to you. This could be personal information, for example your name and address, or other more sensitive data that we could only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties

We receive information from a range of partners including public sector organisations. 

• Learner Records Service – stores learner participation and achievement data collected from awarding organisations. This information is known as the ‘Personal Learning Record’ (PLR). As a learning provider, we will have access to an individual’s PLR in order to access learner’s unique numbers, achievements, awards and to enable advice and guidance to be provided.
• Schools / colleges – for applicants going through our selection and enrolment processes, we may request information from your current school or college regarding your attendance, behaviour support needs, qualifications gained and plans required by law which set out how to support you, such as, an Education Health and Care plan (EHCP) to ensure we are able to offer and provide you with the right support and achieve your agreed goals. This information will be shared with you.
• Health service including Derbyshire Community Health Services NHS Trust – we may contact health services to help us to provide the right well-being support for you.

How is your information used?

Your information is used to:

• fulfil our contractual obligations with the DfE and other government departments from whom we receive funding
• carry out our obligations arising from any contracts entered into by you and us in the provision of vocational programmes and other services
• assess your eligibility and entitlement for access to DfE funding and other government departments from whom we receive funding
• process financial transactions i.e. payments for course fees, exam costs and materials
• for teaching, learning, training and assessment purposes including the use of a number of electronic recording and assessment systems, to create tailored learning plans and ensure your health, safety and well-being
• to provide advice and guidance
• to provide follow-on support to learners after leaving Transition2
• to comply with our legal, employment and statutory requirements

We may contact you to:

• send you information about courses that you have asked for
• to get your feedback to support our quality improvement process
• to carry out research to evaluate the effectiveness of our provision

You can opt-out from receiving these communications at any time contacting info@transition2.co.uk or telephone 01332 370978.

What is the lawful basis?

The lawful basis we rely on will depend on the purpose for which we are processing your information.

The legal basis for processing your personal information comes from Article 6 of the UK General Data Protection Regulation (UK GDPR). The following sections apply:

• (b) Contract: the processing is necessary for a contract you have with us, or because you have asked us to take specific steps before entering into a contract.
• (c) Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).
• (e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

We process personal information under Article 6(1)(c) and Article 6(1)(e) where necessary to comply with our legal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council. These activities are supported by relevant legislation, including:

• UK General Data Protection Regulation (UK GDPR):
• Data Protection Act 2018
• Data (Use and Access) Act 2025
• Local Government Acts 1972; 2003
• Local Government and Housing Act 1989 
• Localism Act 2011

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 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:

• Other departments within the Council to support your health, safety and well-being.
• Statutory agencies such as the Police, NHS Trust Healthcare teams, in line with our legal obligations and / or completion of our public tasks. This can include professionals such as your GP and other health professionals so that everyone involved in your programme can work together for your benefit.
• Ofsted, DfE, DWP and other government departments for who we receive funding to fulfil our contractual duties linked to the delivery of our vocational programmes, such as, Access to Work to help you get and stay in work.
• External organisations like City & Guilds, in relation to examinations and accreditation process, that is, Awarding Bodies.
• Professional organisations providing ICT support and management information systems which hold your information to support your support your health, safety, wellbeing and progress whilst on our vocational programmes. These professional services may be within Derby City Council or external providers.
• Research organisations, where you have given permission, for the purposes of quality assuring our service or finding out the impact of our service on learners.
• Basic Skills Key Builder (BKSB) – an online platform used for the purposes of diagnostic assessment.
• Learner Records Service (LRS) to confirm your Unique Learner number (ULN) to identify you when seeking funding for placements on our programmes.
• Employers to discuss placement on work experience opportunities and Supported Internships, as part of our vocational programmes.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes. Where we wish to use images or media specifically for the marketing of Transition2, we will only do so with your consent.

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 alternation 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.

IP addresses

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

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

Cookies

Our Transition2 website uses Google Analytics, which although not a cookie in itself, relies on cookies to function. For more information about the cookies we use on our site, please enquire at info@transition2.co.uk

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience.

For more information about the cookies we use on Derby City Council’s website, see the Cookies page

By using our website, you accept the terms of our Privacy Statement.

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 Commission:

• by post: Information Commission, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

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