Education and Skills Funded Agency (ESFA) courses

What information we collect and why

The data on the form you complete when you join one of our learning opportunities is being gathered for the purpose of adult learning enrolment. Hertfordshire Adult and Family Learning Service (HAFLS) will use this information to fulfil our contract with the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE).

Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). We have to show, for the funding we receive, that we are only recruiting eligible learners.

The ESFA privacy statement

We will contact you 3-5 months after you have completed your learning with us, to find out what you did next. This helps us show the impact of your learning and is part of our funding requirements.

How we collect the information

Your enrolment information will be processed directly by the HAFLS delivery team, or via our subcontractors at the time of enrolment, depending on who you do your learning with.  Our subcontractors are subject to our data management controls and enter your data onto our management information system.  They then send your enrolment form to us after the course, and we then file this securely.  All other information we collect will be done via consent with you at the time we ask for it e.g. publicity information, permission to have photos taken

What we will do with your information

The information you give us will be held by HAFLS. We are legally obliged to collect this information to satisfy our contract with the Education and Skills Funding Agency, for Ofsted and for our equality duty as set out in the Equality Act. We will only share your information with third parties who support us to deliver this contract:

  • The ESFA who funds us
  • A subcontractor who we fund to delivery your learning – this is your learning provider for the course you do.  You will know who that is because you will enrol with them directly.  
  • The organisation who will contact you to find out what you did after your learning with us (a requirement of our funding) – Welfare Call for Direct Delivery learners
  • The management information system provider - Monterpoint– we upload data for our funding body through this system
  • The provider of our virtual learning environment that you might sign up to on enrolment in certain courses – Overt Software Solutions
  • The exam board – if you are taking exams with us

We will share information with other third parties only if it is in the interests of health and safety or safeguarding.  We may also share information with the police or other agencies if it is necessary for the following purposes:

  • the prevention or detection of crime     
  • the apprehension or prosecution of offenders
  • the assessment or collection of any tax or duty or any imposition of a similar nature


How we keep your data safe

Subcontractors and the HAFLS team input your data to our Management Information System once you have enrolled.  Enrolment paperwork is sent to HAFLS to be securely stored in a locked facility and then securely archived. Your course paperwork is held locally by your learning provider, who also keeps this secure.

How long we will keep your information

The information that you supply to us, under our legal obligation to the ESFA, will be kept on file for 7 years.  After 7 years, we will remove any personal details but may keep anonymous information for reporting purposes.  All paper copies are destroyed after this time.

What are your rights?

Building Better Opportunities (BBO)

The purpose of the data processing

The data you provide when you join one of our opportunities is being gathered for the purpose of supporting you to access mentoring support. Hertfordshire Adult and Family Learning Service (HAFLS) will use this information to fulfil our contract with the European Social Fund (ESF). 

The information you provide to HAFLS or their partner on the project will be shared with the Department for Work & Pensions (DWP) and the Big Lottery and used to evaluate this project,  and to report to the European Social Fund for monitoring purposes, in line with European Commission regulatory requirements.

Your information will also be shared with research organisations working on behalf of the Department for Work & Pensions who may contact you to discuss your involvement in the project for research purposes. Participation in research is voluntary and you will be asked to consent before taking part in any research activity you may be contacted about.

The DWP may also link your personal details to official administrative records in order to monitor your employment status before your ESF support began and 6 to 12 months after you left.

Data will not be used or shared for any commercial or marketing purposes.

At all times your information will be kept securely, and nobody will have access to it that shouldn’t.

The lawful basis for the processing

For the purposes of the General Data Protection Regulation (GDPR), the DWP is the data controller in respect to information processed which relates to all participation in the European Social Fund. ESF grant beneficiary organisations (HAFLS) are data processors in respect to information processed which relates to participants in the operations and projects funded by the European Social Fund.

DWP is not the controller for any other / additional data collected by HAFLS that is not essential for delivering the ESF programme, or for any personal data that would normally be collected anyway by HAFLS.

HAFLS will collect additional data on participants’ history and individual needs, if you choose to declare it to us.  This is used to identify the right mentor to work with you.

The ESF Programme Action Note 018/18 sets out the lawful basis for processing personal data under ESF.

The retention periods for the personal data

The information that you supply to us will be kept on file until 31st December 2031, under funding regulations. After that date, we will remove any personal details but we may keep anonymous information for reporting purposes.  All paper copies will be destroyed after this time using approved waste disposal facilities.

All personal data held by DWP or research contractors for the purposes of evaluation will be permanently deleted no more than six months after the research has been completed (i.e. when the final report is published on GOV.UK).

Personal data held by DWP for all other ESF purposes as required by European Commission regulations will be retained in line with the current guidance on GOV.UK.

The rights available to individuals in respect of the processing

If you do not wish your personal data to be used for ESF evaluation purposes please contact esf.evaluations@dwp.gsi.gov.uk and they will delete your data held for these purposes and you won’t be contacted about participating in research.

More information about how and why DWP uses your personal information, including how to ask for a copy of the personal information DWP holds about you can be found in DWP’s Personal Information Charter.

How to ask for a copy of the information DWP holds about you (known as a ‘Right of Access Request’).

What HAFLS will do with your information

The information you give us will be held by HAFLS and will only be used to fulfil our contract with The Big Lottery and DWP. In order to deliver this service we will only share your information with third parties who support us to deliver this contract:

  • The partner organisation who refers you (this will differ from person to person, but you will know who that organisation is)
  • The partner organisation who works with you when you are on the programme
  • The Management Information System provider – Monterpoint - we add data to this system

We will share information with other third parties only if it is in the interests of health and safety or safeguarding.  We may also share information with the police or other agencies if it is necessary for the following purposes:

  • the prevention or detection of crime     
  • the apprehension or prosecution of offenders
  • the assessment or collection of any tax or duty or any imposition of a similar nature


How HAFLS will keep your data safe

Your enrolment information will be collected by a HAFLS partner at the time of enrolment, depending on which partner you are on the programme with. Our partners are subject to our data management controls.  On the enrolment paperwork, there is a statement about data protection.  The HAFLS central team and your partner organisation input your data to our Management Information System.  The enrolment paperwork is sent to HAFLS to be securely stored in a locked facility and then securely archived.

What are your rights?

Bringing Communities Together (BCT)

What information we collect and why

The data on the form you complete when you join one of our learning opportunities is being gathered for the purpose of adult learning enrolment. Hertfordshire Adult and Family Learning Service (HAFLS) will use this information to fulfil our contract with the Ministry of Housing, Communities and Local Government.

Your personal information is used by the Ministry of Housing, Communities and Local Government to exercise its functions.  We have to show, for the funding we receive, that we are recruiting eligible learners to the project.

We will contact you 3-6 months after you have completed your learning with us, to find out what you did next. This helps us show the impact of your learning and is part of our funding requirements.

How we collect the information

Your enrolment information will be processed directly by the HAFLS delivery team, or via our partners at the time of enrolment, depending on who you do your learning with. Our partners are subject to our data management controls and enter your data onto our management information system. They then send your enrolment form to us after the course, and we then file this securely. All other information we collect will be done via consent with you at the time we ask for it e.g. publicity information, permission to have photos taken.

What we will do with your information

The information you give us will be held centrally by HAFLS. In order to deliver this service we will only share your information with third parties who support us to deliver this contract:

  • The Ministry of Housing, Communities and Local Government
  • The partner who we fund to delivery your learning (your learning provider for the course you do – ASCEND, Adult Training Network, Watford Women’s Centre Plus or Community Action Dacorum, for example)
  • The Management Information System provider – Monterpoint - we upload data for our funding body through this system
  • The provider of our virtual learning environment that you might sign up to on enrolment in certain courses – Overt System Solutions

We will share information with other third parties only if it is in the interests of health and safety or safeguarding.  We may also share information with the police or other agencies if it is necessary for the following purposes:

  • the prevention or detection of crime     
  • the apprehension or prosecution of offenders
  • the assessment or collection of any tax or duty or any imposition of a similar nature

How we keep your data safe

Partners and the HAFLS direct delivery team input your data to our Management Information System once you have enrolled.  The enrolment form is sent to HAFLS to be securely stored in a locked facility and then securely archived. Your course paperwork is held locally by your learning provider, who also keeps this secure.

How long we will keep your information

The information that you supply to us, under our legal obligation to the Ministry of Housing, Communities and Local Government, will be kept on file for 3 years. After 3 years, we will remove any personal details but may keep anonymous information for reporting purposes. All paper copies will be destroyed after this time.

What are your rights?

Enquiries we receive

What information we collect and why

When you contact us to enquire about a learning opportunity with HAFLS, we will ask you if you would like us to keep your details on file so that we can contact you about other opportunities. The personal information we will need is your name and contact details.

How we collect the information

You might have telephoned in with an enquiry or sent us an email.  We will put your information on our database which can only be accessed by HAFLS staff. At the time you first contact us, we will ask for your consent to keep this information for 2 years. If you wish to withdraw consent at any time you can do so by contacting us at hafls@hertfordshire.gov.uk or phoning 01992 556194.

What we will do with your information

We will keep your details on our enquiry database. We will not share this information with a third party or use it for any other purpose.

How we keep your data safe

The database is only accessible by HAFLS staff.

How long we will keep your information

We will keep your information for 2 years so that we can contact you about learning opportunities, unless you tell us not to.  After 2 years, we will delete your personal details. If you wish to withdraw consent at any time you can do so by contacting us at hafls@hertfordshire.gov.uk or phoning 01992 556194.

What are your rights?

Marketing information

What information we collect and why

We publish HAFLS Share and use Update Me to send news about our offers to prospective learners.

How we collect the information

This is an opt-in service and people subscribe via our website.

What we will do with your information

We will not share this information with a third party or use it for any other purpose, other than to inform you about our service

How we keep your data safe

Your data is only accessible by HAFLS staff for the purpose of informing you about our service

How long we will keep your information

Your details will be kept until you opt out or unsubscribe from the service.  You can opt out at any time, either via the link on our website, or by emailing hafls@hertfordshire.gov.uk

What are your rights?

 

What are your rights?

Hertfordshire County Council will be the Data Controller for this information.
You have the following rights in relation to this data:

  • You have the right to be informed about what information we hold about you and how we use it.
  • You have the right to request copies of any information the Council holds about you by making a subject access request.
  • If information we hold about you is factually inaccurate you have the right to have it corrected.
  • You have the right to object to the way we are using your data.
  • You have the right to request that your data is deleted. However we may be unable to delete your data if there is a need for us to keep it. In this case you will receive an explanation of why we need to keep the data.
  • You can also request that we stop using your data while we consider a request to have it corrected or deleted. There may be some circumstances in which we are unable to do this however we will provide an explanation if this is the case.
  • In certain circumstances you may also request data we hold about you in a format that allows it to be transferred to another organisation.
  • In the event that decisions are taken using automated processes you have the right to request that these decisions are reviewed by a member of staff and to challenge these decisions.

If you would like to request copies of your data, request that your data is deleted or have any other queries in relation to data which the Council holds about you please contact the Data Protection Team.

Data Protection Team
Hertfordshire County Council
County Hall
Pegs Lane
Hertford
SG13 8DQ
Tel: 01992 588099
Email: data.protection@hertfordshire.co.uk

You can also contact our Data Protection Officer at dataprotection.officer@hertfordshire.gov.uk or in writing to the address above.

If you are unhappy with the way that Hertfordshire County Council has used your data or with the way we have responded to a request you also have the right to contact the Information Commissioner’s Office.

HAFLS have a data protection policy which is available on request.