|Date of Publication:||November 2019|
|First date of review||October 2021|
We keep the York Learning (City of York Council) Privacy Notice under review and it was last reviewed and updated in September 2020.
When City of York Council (CYC) collects and uses your personal data, it is being regulated by Data Protection legislation and we’re responsible as the ‘Data Controller’. Our Data Protection notification is registered with the Information Commissioner’s Office (ICO). Reference number Z5809563.
To find out about your rights under Data Protection law, you can go to the Information Commissioners Office (ICO) https://ico.org.uk/for-the-public/
You can also find information about your rights at https://www.york.gov.uk/privacy
If you have any questions about this Privacy Notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us at email@example.com or 01904 554145, or write to the:
Data Protection Officer
City of York Council
The York Learning course booking service at CYC will collect your personal data and special categories of personal data when you book onto a course with us using our online booking systems or in person and this privacy notice explains how we use this information.
We have a legitimate interest to collect data before enrolment during the online registration process as this enables us to allow you to book on to a course. Any data collected via registration that does not lead to a completed course booking will automatically be deleted within one month of collecting said data.
If you fail to provide the information we ask for, we may not be able to process your booking onto the course you wish to book onto.
The information you provide to the York Learning course booking service will be used to:
Process your booking onto the course
Advise your course tutor of any health and/or learning issues that would require support within the class or would need to be taken account of during your time on the course, to ensure that our learning provision takes account of all learning needs
If your course is accredited, provide information to the exam board who are responsible for the accreditation of your qualification
Contact you in the event of an issue with your course or if any arrangements need to be altered
It allows us to meet our Health and Safety, Prevent and Safeguarding obligations
All data inputted via book.yorklearning.org.uk is processed but not stored by our processing partner Tribal.
The funding used to provide this education and training comes from a variety of sources as indicated by the following:
York Learning is contractually required to process your personal data by the above funding bodies. This means that we are legally obliged to have this data as a prerequisite for you attending our learning provision. This is so the ESFA/ESF can meet their statutory responsibilities and exercise its functions. As part of this requirement you may be contacted by the English European Social Fund ( ESF) Managing Authority, or its agents, to carry out research and evaluation on the effectiveness of the programme.
Your information will be shared with some of the below companies as part of your application depending on which course you are booking onto. We are happy to discuss this with you further relating to your specific course booking if you wish.
As part of our contractual obligations we will share your data with the following examining bodies (please note the link to their privacy notices) where relevant to the learners’ accredited learning objectives:
Lifetime Awarding www.innovateawarding.org/about/privacy-policy
Quartz Innovate Awarding Body www.innovateawarding.org/about/privacy-policy
City and Guilds www.cityandguilds.com/learner-policy
British Computer Society www.bcs.org
The Skills Network https://www.theskillsnetwork.com/privacy-policy
Google Education, part of the Google Suite: https://gsuite.google.com/terms/education_privacy.html
We may be required or permitted, under Data Protection legislation, to disclose your personal data without your explicit consent, e.g. if we have a legal obligation to do so, such as law enforcement, fraud investigations, regulation and licensing, criminal prosecutions and Court proceedings.
We keep most learner information for a period of six years, except where a course has ESF funding attached when we are obligated to keep the details for a period of 13 years. When we no longer have a need to keep your information, we will delete or destroy it securely.
At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.
If a learner begins to register an account but does not complete registration, we will keep the record for six months after the date of the last activity.
Your personal data is stored in password protected areas which are behind firewalls and only accessible to certain specific members of York Learning staff. You have a number of rights as laid out in Article 17 of the GDPR directives. This includes the right to request to see your information, to rectify your records and to request that information is deleted. If you wish to do this, you need to contact the CYC FoI team: firstname.lastname@example.org or 01904 554145
If we wish to use your information for a new purpose, not covered by this privacy notice, we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.