Adult learning and skills service privacy notice

This Privacy Notice is designed to help you understand how and why the Adult learning and Skills Service processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).

The adult learning and skills service (ALSS) is part of our education and skills department and is a government funded adult learning and special educational needs (SEN) provider. Adult learning and skills service provide adult learning opportunities for people who are 19 years of age or older as well as specialist further education for young people aged between 16 and 25 with physical disabilities and/or learning disabilities.

The Council has appointed Veritau to be its Data Protection Officer. Their contact details are:

Information Governance Office,
West Offices,
Station Rise,
North Yorkshire,


Tel: 01904 552848

What personal information do we collect?

ALSS will collect the following categories of personal data:

  • name, gender, date of birth
  • address
  • contact details (telephone or email address)
  • national insurance number
  • emergency contact details
  • financial status including benefits
  • employment status
  • family/Household situation
  • where you progress to after the course
  • previous qualifications you may have
  • emergency contact details

ALSS will also collect the following special category information:

  • ethnicity
  • health

Why do we collect your personal information?

  • Your personal data will be used to carry out our responsibilities with regards to arranging and delivering your adult learning programme.
  • The Council will also use your data for statistical and research purposes so that it can improve the services that it provides.
  • We may process your data in order to contact you about learning opportunities, for surveys and research.
  • We may contact you after your programme to establish whether you have entered employment or gone onto further education or training. 

Who do we obtain your information from?

The council will collect information from internal and external third parties. 

Within North Yorkshire Council, we will obtain information from the following:

  • NYC Training and Learning Service 
  • ALSS Learner Data Base

We may also obtain your information from the following external parties:

  • Referral agencies (Mind, Job Centre Plus)
  • Awarding bodies (for example, City and Guilds, AAT, BCS, NCFE, TQUK)

Who do we share this information with?

The personal information you provide may be shared with the following government departments for the exercise of their functions and to meet statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009:

  • Education and Skills Funding Agency (ESFA)
  • Department for Business, Innovation and Skills (BIS)
  • Department for Education (DfE)

The information you provide may also be shared with other organisations for education, training, employment and well-being related purposes, including for research, such as:

  • the English European Social Fund (ESF) Managing Authority, or its agents, to carry out research and evaluation to inform the effectiveness of the programme. This data would be shared with our Learning Support Team, Data and Exams Officers and some subcontracted partners who provide the personalised learning. 
  • as part of our contractual obligations we will share your data with examining bodies where relevant to the learners’ accredited learning objectives.
  • if you are mandated to attend provision by a job coach at Jobcentre Plus we are required to share information about your attendance with them.

How long do we keep your information for?

Data held

Retention period

Personal data

6 years from Financial Year End after end of course or until 31 December 2030 if ESF-funded provision

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data:

  • UK GDPR Article 6 (1)(a) – processing is under consent where you have opted in to receive general updates from our service, such as newsletters or marketing material.
  • UK GDPR Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject.

When processing special category data, the Council will rely on the following lawful basis: 

UK GDPR Article 9(2)(g) – The processing of your special category data is necessary for reasons of substantial public interest (with a basis in law), meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:

  • (16) support for individuals with a particular disability or medical condition
  • (8) equality of opportunity or treatment

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • Apprenticeships, Skills, Children and Learning Act 2009.

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.