Privacy notice

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’s to inform learners about the Individualised Learner Record (ILR) and how their personal information is used in the ILR.

How DfE use your data

Your personal information is used by the DfE to exercise our functions under Article 6(1)(e) of the UK GDPR and to meet their statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009.

The ILR collects data about learners and learning undertaken. Publicly funded colleges, training organisations, local councils, and employers (further education providers) must collect and return the data to the ESFA each year under the terms of a funding agreement, contract or grant agreement. It helps ensure that public money distributed through the ESFA is being spent in line with government targets. It is also used for education, training, employment, and wellbeing purposes, including research.

DfE retain ILR learner data for 3 years for operational purposes and 66 years for research purposes.

For more information about the ILR and the data collected, please see the ILR specification pages on GOV.UK.

ILR data is shared with third parties where it complies with DfE data sharing procedures, and where the law allows it.

The DfE and the English European Social Fund (ESF) Managing Authority (or agents acting on their behalf) may contact learners to carry out research and evaluation to inform the effectiveness of training.

For more information about how your personal data is used and your individual rights, see the DfE Personal Information Charter and the ESFA Privacy Notice.

If you're unhappy with how DfE have used your personal data, you can complain to the Information Commissioner’s Office (ICO) at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can also call their helpline on 0303 123 1113 or visit the ICO website.

Contact DfE

If you would like to get in touch with the DfE or request a copy of the personal information DfE holds about you, you can contact them in the following ways:

  • using the DFE online contact form
  • phoning the DfE Helpline: 0370 000 2288
  • writing to: Data Protection Officer, Ministerial and Public Communications Division, Department for Education, Piccadilly Gate, Store Street, Manchester, M1 2WD.

How Medway Adult Education use your data

Medway Adult Education will collect and process your personal data under GDPR Article 6e (Public Task) for us to carry out our public task of providing education and training.

Your contact details will not be used for marketing or survey purposes without your consent, which can be withdrawn at any time. However, we will use the contact information to contact you to carry out our duties to you, for example, to notify you of a change of course date, and to obtain data where legally required such as destination surveys.

View Medway Council’s privacy statement

Learner agreement

When enrolling on a course with us, you agree to the following:

  • you confirm that, to the best of your knowledge, the information you have provided to us is accurate and complete
  • you agree to us processing the information you give us in line with data protection legislation, and will inform us if any of your details change
  • if fees are due for the course, you agree to pay the fees for the whole course including outstanding instalments if you withdraw
  • you understand that refunds are only given when a class is cancelled
  • you are aware of the fees and charging policy.