Privacy notice for Learners
Introduction
Taking part in this programme is dependent on you providing personal data. Coleg Sir Gar or Coleg Ceredigion (hereafter, the College) will be the data controller for the personal information you provide. The College will use this information to administer and manage your programme.
The learning programme you are about to enrol on may be funded directly by the Welsh Government.
What will the College use your information for?
The College will use your data for administering your programme, claiming funding from Welsh Government if appropriate, collecting fees if appropriate, generating a network account to give you access to IT services such as Google and Microsoft and monitoring your progress and outcomes (such as the achievement of qualifications). It may also be used in statistical summaries and research publications, where it will be anonymised and you will not be identified. Full details of how we use your data are provided below.
Your rights and choices
Under the General Data Protection Regulation (GDPR) you have the right to:
- access the personal data the College holds on you
- require the College to rectify inaccuracies in that data
- object to processing on grounds relating to your particular situation (in some circumstances)
- restrict processing (in some circumstances)
- have your data erased (in certain circumstances)
- lodge a complaint with the Information Commissioner’s office (ICO) who is the independent regulator for data protection
How long will the College keep your information?
Description | Retention |
Core learner data | At least 10 years after you have left the College and currently indefinitely on Data bases and in Archive. |
Learner outcomes – pass, qualification, award lists. | 10 years after you have left the College* |
Records relating to your academic progress. | 6 years after you have left the College |
Records relating to conduct and disciplinary matters | 6 years after you have left the College |
Records relating to welfare/ learner support matters | 6 years after you have left the College |
Learner Counselling Services | 2 years after you have left the College |
*Awarding bodies can be contacted about results and certificates before and after this retention period.
For details about the information the College holds and its use, or if you wish to exercise your rights under the GDPR, please see contact below:
Data Protection Officer
Coleg Sir Gar/Coleg Ceredigion
Graig Campus
Sandy Road
Llanelli
SA15 4DN
This email address is being protected from spambots. You need JavaScript enabled to view it.
To contact the Information Commissioner’s Office, please see details below:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
029 2067 8400 (Wales helpline) or 0303 123 1113
(UK helpline)
If the College intends to use your data in a different way from that stated at the time of collection, you will be notified. All of the College’s processing will be in compliance with the extant data protection legislation. Updates to the privacy notice will be available on our websites www.colegsirgar.ac.uk and www.ceredigion.ac.uk
Some of the data collected by us will be personal data and/or special category data as defined in the General Data Protection Regulation which includes:
Personal Data
- A unique learner identifier (created by the Welsh Government)
- A learner Identifier number (created by the College)
- Surname and Forename(s)
- Address (Home and Term Time) and Postcodes
- Country of Domicile
- Telephone number (Home and Mobile)
- E-mail address
- National Insurance Number
- Gender
- Surname at 16
- Date of birth
- In Care / Care leaver
- Criminal record
- National identity
- Welsh speaker
- Highest Welsh Language qualification
- Correspondence preference - Welsh / English
- Vehicle registration number
- Employment status
- Employer details
- The last school you attended
- The year you left school
- A unique learner number (created by the Learning Records Service)
- Next of Kin contact details
- Marital Status
Additionally there is data about you which is defined as special category data. Providing this data is optional and will include:
- Ethnicity
- Disability type
- Health condition
- Religion
- Sexual Orientation
- Gender Identity – same as assigned at birth
This personal/special category data will be used across all Post 16 learning at the College.
Plus, for Higher Education learners only:
- Country of Birth
- Type of term time accommodation
- In receipt of Disabled Students Allowance
- Highest Qualification on entry
How will your data be used by the College?
The College collects a significant amount of personal information about you. Data is provided to the Welsh Government, awarding bodies, funding agencies, research organisations, software suppliers, professional bodies, etc, in order to run the business of the College. In most instances, the collection of this data is mandatory - something that we have to do. Below we have outlined the organisations we share your data with and the main reasons we do this. Please be assured that we store your data securely and only use your data for the purposes outlined. We do not pass it on to any third parties for marketing or sales purposes.
Organisations we share with:
- Welsh Government (including research bodies commissioned by WG to undertake analysis/evaluation of programmes /projects)
- Funding Further Education (FE); monitoring participation of different groups; Educational Maintenance Allowance (EMA) payments; monitoring performance of students and colleges.
- Learner Records Service (LRS)
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National recording of students’ achievements and attainments from School through to College.
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Ede and Ravenscroft
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To service Graduation ceremonies – gowns and photography services
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Carmarthenshire / Ceredigion County Councils
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Some supported provision; Transport network; bus passes
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Awarding Bodies, eg: WJEC, BTEC, CGLI, CACHE,
OCR, etc
- Register learners for awards and issuing certificates to those that succeed.
- Tribal (WEST)
- Welsh Government procured System used to assess and develop students’ literacy and numeracy levels.
- ALPS
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A value added system used to monitor the educational distance students’ travel between entry and exit at the College.
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- Microsoft
- For students to use the software.
- Google
- For students to use the software.
- Txt connect
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Mobile numbers to allow us to text students.
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Sport Wales Via UPSHOT
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Recording students taking part in Sport Wales funded projects to monitor participation levels.
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- My Concern
- To track and monitor student safeguarding issues
- Disclosure and Barring Service
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To check previous criminal history of students on certain programmes.
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- Employers
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Monitor Employees’ progress on funded/supported programmes
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- Parents / Guardian if under 18
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To allow them to monitor your progress in college.
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Organisations we share with:
- Learner Records Service (LRS)
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National recording of students’ achievements and attainments from School through to College.
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B-WBL Consortium led by Pembrokeshire College
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Funding our Work Based Learning (WBL) Apprenticeship activity; monitoring participation of different groups; monitoring performance of colleges; providing data to Welsh Government as a lead provider for WBL.
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Ede and Ravenscroft
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To service Graduation ceremonies – gowns and photography services
-
-
Carmarthenshire / Ceredigion County Councils
-
Some supported provision; Transport network; bus passes
-
-
Awarding Bodies, eg: WJEC, BTEC, CGLI, CACHE,
OCR, etc
- Register learners for awards and issuing certificates to those that succeed.
- Tribal (WEST)
- Welsh Government procured System used to assess and develop students’ literacy and numeracy levels.
- Microsoft
- For students to use the software.
- Google
- For students to use the software.
- Txt connect
-
Mobile numbers to allow us to text students.
-
-
Sport Wales Via UPSHOT
-
Recording students taking part in Sport Wales funded projects to monitor participation levels.
-
- My Concern
- To track and monitor student safeguarding issues
- Disclosure and Barring Service
-
To check previous criminal history of students on certain programmes.
-
- Employers
-
Monitor Employees’ progress on funded/supported programmes
-
- Parents / Guardian if under 18
-
To allow them to monitor your progress in college.
-
Organisations we share with:
- Learner Records Service (LRS)
-
National recording of students’ achievements and attainments from School through to College.
-
-
University of Wales Trinity Saint David (UWTSD)
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Funding our Higher Education (HE) learning; monitoring participation of different groups; monitoring performance of students and colleges; awarding certificates; providing data to HEFCW, HESA and SLC.
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Higher Education Funding Council for Wales (HEFCW) Supplied via UWTSD
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Funding Higher Education (HE) learning; monitoring participation of different groups; monitoring performance of colleges; providing data to Welsh Government.
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Higher Education Statistics Agency (HESA) Supplied via UWTSD
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Collating statistical data for the HE sector to calculate standard performance measures.
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Student Loans Company (SLC) Supplied via UWTSD
- Administering and paying fees, loans and bursaries for students undertaking HE.
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Ede and Ravenscroft
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To service Graduation ceremonies – gowns and photography services
-
-
Carmarthenshire / Ceredigion County Councils
-
Some supported provision; Transport network; bus passes
-
- Microsoft
- For students to use the software.
- Google
- For students to use the software.
- Txt connect
-
Mobile numbers to allow us to text students.
-
-
Sport Wales Via UPSHOT
-
Recording students taking part in Sport Wales funded projects to monitor participation levels.
-
- My Concern
- To track and monitor student safeguarding issues
- Disclosure and Barring Service
-
To check previous criminal history of students on certain programmes.
-
- Employers
-
Monitor Employees’ progress on funded/supported programmes
-
- Parents / Guardian if under 18
-
To allow them to monitor your progress in college.
-
Organisations we share with:
- Learner Records Service (LRS)
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National recording of students’ achievements and attainments from School through to College.
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- Partner Schools 14-19
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To monitor the performance of school pupils attending programmes at College as part of 14- 19 activities.
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Awarding Bodies, eg: WJEC, BTEC, CGLI, CACHE,
OCR, etc
- Register learners for awards and issuing certificates to those that succeed.
- Microsoft
- For students to use the software.
- Google
- For students to use the software.
- Txt connect
-
Mobile numbers to allow us to text students.
-
- My Concern
- To track and monitor student safeguarding issues
- Parents / Guardian if under 18
-
To allow them to monitor your progress in college.
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Security Arrangements for your data held by the College
The data the College collects about you will be stored in an access controlled secure database which is regularly tested for safety and integrity.
