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 also collect learner information to pass to the Learning Records Service who create a Unique Learner Number (ULN) for each learner.
We use the learner data:
The categories of learner information that we collect, hold and share with the Education and Skills Funding Agency:
The categories of learner information that we collect, hold and share with the Joint Council for Qualifications and awarding bodies:
The categories of learner information we collect and hold within Birmingham Adult Education Service:
The categories of learner information we collect and hold only while we action in Birmingham Adult Education Service:
The categories of learner information that we collect, hold and share with other agencies with your consent:
Other agencies with whom we may be obliged to share information:
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:
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:
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/