Issued May 2018
NA College Trust collects and processes personal data relating to our students for the purpose of funding and training. We are committed to being transparent about how we collect and use data and to meet the data protection obligations.
This notice is to explain how we may use personal information we collect before, during and after your relationship with us. This notice explains how we comply with the law on data protection and how for the purposes of data protection we will be the controller of any personal information.
What information does NA College Trust collect?
NA College Trust collects and processes a range of information about you. This includes, but is not limited to:
- Personal details such as your name, date of birth, address, contact details including email addresses and telephone number, date of birth, gender and contact details
- Race and ethnicity
- Marital Status , next of kin and emergency contacts
- National Insurance Number and Unique Learner Number (ULN)
- Bank account details
- Benefit entitlements
- Information about your nationality and right to work in the UK
- Name of employer, location of employment or workplace
- Driving license, identification documents and information such as passport, birth certificate, identity cards, visas, signature and photographs for purposes of identity
- Information about your criminal record
- Details of prior learning and qualifications including certificates and information from your Personal Learning Record (PLR)
- Passwords, personal identification numbers, IP addresses, user names and other IT system identifying information that are issued by NA College Trust
- Records of enquiries and other correspondence with you
- Appeals and complaints related to NA College Trust
- Safeguarding concerns
- Health and Safety or accident information
- Risk assessments
- All learning documents including coursework, portfolios, assessment evidence, online tutorials, exam results, video and audio recordings, exam and achievement information, written conversations
- Information from surveys or questionnaires taken by NA College Trust, ESFA or Ofsted
- Compliance documents including Individual Learning Records, contact logs, progress reviews, exam results, copies of certificates, declarations, commitment statements
- Information on progression following your training
- Audits conducted by awarding bodies, Ofsted and ESFA that may contain your personal details
- Details of periods of leave taken by you, including holidays, sickness absence, family leave, unpaid leave and sabbaticals, and the reasons for the leave
- Information about medical or health conditions, including whether or not you have a disability for which NA College needs to make reasonable adjustments
- Equal opportunities monitoring information including information about your ethnic origin
- Share internal information, this includes; details for the use of training delivery and quality, registration with awarding bodies, use for purposes of health, disability or learning difficulties support, destination data and marketing material.
How we collect information
We may collect your personal information in a number of ways, for example from the information you provide to us before joining, during the programme and when you have completed. We will also use the data when you communicate with us by telephone, email, social media or via our website, in various other ways as you interact with us during your time as a learner, from third parties
In some cases, NA College Trust may collect personal data about you from third parties, such as your employer, Jobcentre Plus, Personal Learning Record Service, previous educational establishments and information from criminal record checks permitted by law.
Data will be stored in a range of places, including your personnel file, CRM systems, Stream, One File, in our company driver and other IT systems (including NA College’s email system).
Why does NA College process personal data?
NA College Trust is required to process data to be used for funding purposes and to meet the obligation of the Education and Skills Funding Agency (please see ESFA Privacy Notice). It may also be used by or College Partners who will use your information for funding purposes. Your data will be used for training purposes, registration with awarding bodies for examinations and qualification achievements, NA College Trust’s online portfolio and/or external online portfolios’. It may also be used to meet obligations with your employer.
In some cases, NA College Trust is required to process data to ensure that it is complying with its legal obligations. For example, it is required to check your eligibility for the use of government funding, you’re right to work in the UK and to comply with health and safety laws.
In other cases, NA College Trust has a legitimate interest in processing personal data before, during and after the end of the training relationship. Processing employee data allows us to:
- Use your coursework, training assessments, video/voice recordings, compliance paperwork and personal details in the case of an Ofsted visit, and ESFA funding audit or assessment from our awarding bodies
- Maintain accurate and up-to-date contact details
- Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities and to meet its obligations under health and safety law
- Operate and keep a record of other types of reasons for a break in learning including sickness, redundancy, maternity/paternity etc
- Ensure effective general business administration
Some special categories of personal data, such as information about health or medical conditions, is processed to meet the requirements of the ESFA and to meet law obligations (such as those in relation to students with disabilities).
Where we process other special categories of personal data, such as information about ethic origin, sexual orientation or religion or belief, this is done for purposes of equal opportunities monitoring.
Who has access to data?
Your information may be used internally, by the MIS Department, Quality Department, Training Team, Payroll, Skills Match Team and Additional Support Unit.
NA College Trust shares your data with third parties in order to obtain necessary government funding, funding from college partners, to obtain your personal learning record, registration of your training, claiming qualification achievements, audits required from Ofsted or the ESFA.
You may also be contacted by the ESFA or Ofsted as part of their audit process.
How does NA College protect data?
NA College Trust takes the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees in the performances of their duties and the third parties mentioned above.
Where NA College engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
How long does NA College keep data?
We may retain your personal information as long as necessary for funding and audit requirements once your association with us has come to an end.
Individual’s rights under GDPR are enhanced and extended in a number of important areas. As a data subject, you have a number of rights. You have a right to:
- Be informed about the collection and use of your data (privacy notices)
- Access and obtain a copy of your data on request (subject access)
- Request the correction/rectification of data where inaccuracies have been identified
- Request the erasure of personal data (often referred to as the ‘right to be forgotten’)
- Request the organisation to restrict processing your data, for example where the data is no longer necessary for the purposes of processing
- Request data portability
- Object to the processing of your data where NAC Outsourcing/NA College is relying on its legitimate interests as the legal ground for processing
- Not to be subjected to automated decision making & profiling
If you would like to exercise any of these rights, please contact NA College Trust on 0191 4661188
If you would like more information on your rights or you believe that NA College Trust has not complied with your data protection rights you can complain to the Information Commissioner, website www.ico.org.uk
What if you do not provide personal data?
NA College Trust is required by the ESFA to provide student data on a monthly basis. Certain information, such as your personal and contact details, date of birth, NI Number, employment details, identification, evidence of benefits, right to work in the UK and payments details and evidence of prior attainment have to be provided to enable us satisfy our contract with the ESFA and for your to be eligible for government funding. If you do not provide this information, this will hinder NA College’s ability to administer the funding and your training may be subject to cancellation.
ESFA Privacy Notice
How we use your personal information.
Personal information is collected by the ESFA in accordance with the terms and conditions of funding imposed on providers of learning, for example, further education colleges and private training organisations.
Your details will be kept in accordance with the General Data Protection Regulation (GDPR) 2016 and its principles.
This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA.
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).
For more information about how the ESFA may use your details, please visit –
For more information about the ULN and the PLR refer to the Extended Privacy Notice available at https://www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents.
To view the LRS Privacy Notice, please visit –
Your information will be securely destroyed after it is no longer required for these purposes.
Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation.
The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
LRS privacy notice
Updated 5th December 2018
Privacy notice: guidance for training and learning providers
To meet the requirements of the data protection legislation, schools, colleges and learning/training organisations are responsible for issuing a copy of the privacy notice to learners and/or parents/guardians. This notice summarises the information held on record about them, why it is held and the third parties with whom the data may be shared.
The Learning Records Service provides two versions of the privacy notice text. As a minimum, tier 1 notice wording should be included in the learning providers/learning advisors / awarding organisations’ own privacy notice where the organisation has a direct relationship with the learner.
Privacy notice for pupils, students, learners and trainees
1. Tier 1 privacy notice text
The information you supply is used by the Learning Records Service (LRS). The LRS issues Unique Learner Numbers (ULN) and creates Personal Learning records across England, Wales and Northern Ireland, and is operated by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE). For more information about how your information is processed, and to access your Personal Learning Record, please refer to https://www.gov.uk/government/publications/lrs-privacy-notices
2. Tier 2 privacy notice text
The Learning Records Service (LRS) Issue you a Unique Learner Number. The LRS issues ULNs to learners in England, Wales and Northern Ireland, and is operated by the Education and Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE) in England. This privacy notice explains how we use your personal information. For the purposes of relevant data protection legislation, the DfE is the data controller for personal information processed.
How we use your personal information
The Learning Records Service (LRS) is operated by the ESFA. The LRS collects information about learners registering for relevant post-14 qualifications, for example:
- GCSEs and A-Levels
- Entry to Employment Certificates
- Regulated Qualifications Frameworks
- Welsh Baccalaureate and associated units
The LRS uses your information to:
- issue you with a Unique Learner Number (ULN)
- create your Personal Learning Record (PLR)
The ULN enables education and training sector organisations, and Awarding Organisations regulated by Ofqual in England, Qualifications in Wales (QiW) in Wales and CCEA in Northern Ireland, to share information about participation and achievement in a consistent and approved manner, promoting good information management practice, and helping to improve accuracy and efficiency. It benefits you through enhancing the application processes to Awarding Organisations, learning providers, learning advisors and other third parties.
The PLR stores your education and training participation and achievement information collected directly from educational institutions and other bodies.
How we collect your personal information
The LRS collects information from:
- DfE, schools and training/learning providers
- information provided by you when enrolling with the training/learning provider
- participation and achievement data held by the Welsh Government
- accredited achievement data supplied by awarding organisations
How we share your personal information
All organisations that have control of personal data about you and that we store in the LRS are required to register with the Information Commissioner’s Office and to handle your information in accordance with the latest data protection legislation.
The LRS is accessible by organisations under the agreement with the DfE (England). Your personal information is only accessed through the LRS by organisations specifically linked to your education and training, including those organisations specified in Regulations made under section 537A of the Education Act.
Awarding Organisations are able to access limited achievement data that we hold about you, in order to verify its accuracy.
How long we will keep your personal information
We will only keep your personal information for as long as we need it after which it will be securely destroyed. Your personal information stored in the Personal Learning Record is retained for 66 years. We may need to keep your other personal information were held indefinitely for research and statistical purposes.
Your data protection rights
You have the right:
- to ask us for access to information about you that we hold
- to have your personal data rectified, if it is inaccurate or incomplete
- to request the deletion or removal of personal data where there is no compelling reason for its continued processing
- to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
- to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
- not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you
Contacting us about your information
If you would like:
- more information about how we process your personal information
- to make a request for your information – for example, to request a copy of your information or to ask for your information to be changed
Please follow the guidance on how to access your personal learning record.
If you wish to complain about our handling of your information or contact our Data Protection Officer, you can use our secure online contact form or write to:
Ministerial and Public Communications Division
Department for Education
Correspondence for the Data Protection Officer should be marked for the attention of Emma Wharram, Data Protection Officer.
If learners in Northern Ireland have any additional queries, you may contact:
14-19 Curriculum Team
Department of Education
Department for the Economy
FE Delivery Team
Further Education Division
Department for the Economy
39-49 Adelaide Street