Privacy Statement

Summary

Scope

This notice provides a summary of the full learndirect Privacy Statement. Both the notice and the learndirect Privacy Statement apply to information collected by learndirect Limited via the www.learndirect.co.uk website and in any manner described in the learndirect Privacy Statement.

Personal Information

We collect personal data about you when you enrol as a learner. [Further Information]. At enrolment, we may ask you for sensitive personal data and for your consent to use it for a specific purpose. If you do not wish to provide this information, you way select the Not Known/Not Provided option.

We share some of your personal data with the Skills Funding Agency. The SFA through their Learner Registration Service allocates Unique Learner Numbers (ULNs) which enable individuals to access their participation and achievement data. The SFA will share your learndirect Ltd participation and achievement data with other organisations if you tell learndirect Ltd that you are happy for the SFA to do so. [Further information].

We share some personal with Job Centre Plus if you have been referred to learndirect Ltd by them. [Further Information]. 

If government funding is available for your course, we collect personal data from you to see if you can have that funding. [Further information].

When you access your course materials we collect information about how you use those materials.

We collect certain personal data about you when you enter competitions. [Further information].

You may provide us with further personal data if you use one of our learning or communications facilities or use one of our online skills tests. [Further information].

We use cookies and other technologies to keep track of how you interact with our website and to target advertising.  Further information about this and about third party technologies that may be used.

Purposes and Disclosures

We use your personal information to deal with your queries, to provide you with the services you request, to determine whether you are eligible for government funding (if available), customer feedback and for general statistics and research.

Depending on the preferences indicated by you, we may use your personal data to contact you about learndirect developments and offers. [More information].

We may disclose your personal data to your sponsor, if you are being sponsored by your employer or by a trade organisation or other group.

We may disclose your information to third parties who may take over some or all of the learndirect business in the future.

We may disclose your information to certain government agencies in connection with the funding of your course. [Further information].

If you enrol in a learndirect centre we will disclose your personal data to the approved service provider that will be delivering and supporting your learning (who may use it for any of the above purposes) Following registration and enrolment, either in a learndirect centre or online, all of our approved service providers will have access to your name, date of birth, address, username, learner reference number and details of which learndirect courses you have enrolled on in the past.

Your Choices

You can request that:

  • your details not be used for marketing purposes;
  • we provide you with a copy of the information we hold about you (we will charge you a small fee);
  • we correct inaccuracies in your information.

You may also turn cookies off in your browser. However if you do so, you may not be able to use certain features on the website. [More information].

Important Information

Your personal data is protected by UK data protection law. You can find the details for the UK Information Commissioner at www.informationcommissioner.gov.uk.

You can access more information on our privacy practices in the full Privacy Statement.

How to contact us

To obtain a copy of your personal data, to correct inaccuracies or if you have any queries or concerns about how we handle your personal data, please contact:  learndirect Limited, Dearing House, 1 Young Street, Sheffield, S1, call freephone number: 0800 101 901, or email: enquiries@learndirect.net

Full Privacy Statement

By using this website you accept the terms of this privacy statement, the copyright statement and the terms and conditions on this website.

Our commitment to privacy

This privacy statement explains how learndirect Limited (referred to as "we", "us" or "learndirect") collects information from you via the website or in any manner expressly described in the privacy statement and how this information is then used. When you provide us with your personal data you consent to us processing all such personal data as set out in the privacy statement. Please read this privacy statement carefully and revisit this page from time to time to review any changes that we may have made. If you have any questions, comments or concerns about how we handle your personal information, please ring us on 0800 101 901 or email us.

Follow the hyperlinks below for more information about our policies and practices in relation to your personal data.

Giving information for other people

When you give us information about another person, the other person must have agreed to let :

  • us process all their personal data; and
  • you receive any data protection notices for them.

When you send information for someone else, you are confirming that you have told them :

  • which data they must give;
  • which information is voluntary; and
  • how they can access and, if necessary, correct the data we hold about them.

The information we collect during the enrolment process

(i) in a learndirect centre

When you enrol with us, you (or the person enrolling you) must tell us :

  • your full name;
  • your gender
  • your date of birth;
  • your address (and correspondence address if different);
  • primary telephone number;
  • your employment status;
  • where you heard about us;
  • if you have done any learning in the last three years.

We also request other information including your title, middle name, email address,National Insurance number and if you are a Welsh speaker, but you don't have to give us these details. Following enrolment via the website, we, or our approved service providers, may request additional personal data from you in order to further support your learning. You do not have to provide this information, but if you do not, you may not get the most out of your learning. However, we ask you to tell us whether you have achieved Level 2 in English and Maths.

Before you enrol, we will give you a username and ask you for a password. You will also be given a learner reference number and asked to give the answer to a question you choose which will identify you.

(ii) online

  • your full name;
  • your gender;
  • your date of birth;
  • your address (and correspondence address if different);
  • primary telephone number;
  • your employment status;
  • email address;
  • your education so far;
  • your citizen status and;
  • where you live and how long you have lived there.

We use this information to check whether you are eligible for funding.  If you are not eligible then this information will be destroyed.

At enrolment

We will call you at a time of your choice and check all the above details with you and may request additional information, such as where you heard about us and if you have done any learning in the last three years, other information we may collect is set out in this Privacy Statement. You will need a user name and password to access your course materials. Your user name is your email address and you can either choose your own password or we will give you one which you must change when you first log in. If you are already registered on the learndirect community you will use the same user name and password to access your learning. 

Please note that when you enrol on a learndirect course that leads to a qualification such as an NVQ, we send non-sensitive personal information to the relevant awarding bodies so that they can undertake the administration associated with your qualification.

Other information we collect, if you enrol at a learning centre, to see if you can have government funding

If government funding is available for any of our courses, you need to answer some other questions to see if you are eligible for funding. If you wish to take advantage of any such funding, you will be asked about :

  • your age;
  • your education so far;
  • your citizenship status; and
  • where you live and how long you have lived there.

We, or our approved service providers, may require additional information from you in order to support an application for funding. If you do not want to provide us with this information, we will not be able to offer you the course at the reduced price.

Learner File

When you start your learning your we or Service Provider will create a Learner File to hold the documents which relate to your learning and evidence of proof of identity and funding eligibility. As you progress through your learning other documents, including some of your course work, may be held on this file.

The information we collect when you access course materials

We collect information about how you use course materials to monitor your learning and improve our users' learning experience.

The information we collect when you enter competitions

From time to time we may run competitions and promotions on the website. If you enter these, we may ask for your name, address, email address and username so that we can administer and control the competition and, of course, notify the winners.

Other information we collect

If you require a free information pack, we ask you to provide us with the information on the "request more information" form on the website, including :

  • Title;
  • Full name;
  • Full address;
  • An indication of courses in which you are interested;
  • Whether you would like to know where your nearest learndirect centres are;
  • Where you heard about us.

You can also decide to give us your home and mobile telephone numbers and your email address but you only need to do this if you want us and/or our approved service providers to contact you about learndirect developments and offers in this way.

If you are not registered as a learndirect learner but use one of our online tests to test your skills, we ask you to provide your full name and email address. This information is not retained by us but is used only when sending you your test results.
You may also provide personal data through:

  • calls to our helplines;
  • letters and email;
  • customer feedback forms;
  • the learndirect ¿Community¿; or
  • other learning or communications facility offered by us.

* We may record calls to helplines and communications via online tools for quality and training purposes only. We will store calls for about six months and we will keep them confidential. In general, if you contact us, we may keep a record of your query or complaint for a reasonable time in case you contact us again.

Sensitive personal data

Sensitive personal data includes details of your :

  • race or ethnic origin
  • political opinions
  • religious or other beliefs
  • trade-union membership
  • physical or mental health
  • sexual life; or
  • criminal record (including information about criminal proceedings and suspected criminal activities).

At or before enrolment you may be asked for sensitive personal information but you do not have to provide it. If you decide to provide sensitive personal data we will use it for the purposes described in the section below. If you do not want to provide it, or do not want us to use it for these purposes then when enrolling online please select the "prefer not to say" option if enrolling in a learndirect centre select the "Not Known/Not Provided"  option.

You may also volunteer sensitive personal data to us or our approved service providers, for example, when you submit a query or comment to us via the website or some other means of communication. If you do so, you explicitly consent to our using such information as described in this Privacy Statement.

How we use the information we collect

We use your personal information and your Learner File:

  • to answer your queries or complaints;
  • to deliver our services, for example on-line tools to test your skills;
  • to provide the learndirect ¿Community¿ facility;
  • to support your learning;
  • to provide course materials;
  • to carry out administration;
  • to improve the quality of services;
  • to support your application for government funding;
  • to obtain customer feedback;
  • for general statistics and research;
  • for obtaining any relevant professional advice;
  • as may be required by law or in connection with legal proceedings (including where we intend to take legal proceedings), or as may be necessary to establish, exercise or defend our legal rights.

Third parties and sponsors

To achieve the purposes set out in this privacy statement we may need to share your information and Learner File with our service providers (including our approved learning providers), agents, professional advisors and auditors and to your tutor(s). When you enrol on a course with a service provider in a learndirect centre, the service provider will be delivering and supporting your learning. Following enrolment via a centre or online, all of our approved service providers will have access to your name, date of birth, address, username, learner reference number and which learndirect courses you have enrolled on in the past as well as details relating to these learndirect courses to help us deliver our services to you.  

We may also give your information to third parties who may take over part or all of the learndirect business in the future, but only for the purposes outlined in this privacy statement. If your employer, trade organisation or other organisation is sponsoring or supporting you, we may give the personal information we have collected to your sponsor to monitor your learning.

Communications between you and your tutor using any of the tools or functions we make available to you (including unopened messages sent via our messaging system) may be monitored by learndirect staff to check the quality of tutor support. learndirect staff and auditors may also access these communications when we want to investigate or audit learner funding arrangements.

Referral Partners

If we have received your details as a referral from one of our partners we may be required by the referral partner to provide them with updates on the following areas:

  • Attendance
  • Progress
  • Achievement/completion
  • Outcome/destination
  • Withdrawal

Job Centre Plus Referrals

If we or our Service Providers receive your details via a Skills Conditionality Referral from Job Centre Plus we are obliged to keep them informed of your progress.  We will complete a Starter/Leaver notification form that contains details of the course being taken, when started and an anticipated end date.  You will be asked to sign this to confirm you have started the learning prior to it being sent to Job Centre Plus for processing.

When you stop learning for whatever reason the remaining boxes of the Starter/Leaver notification form are completed and returned to Job Centre Plus.  In certain circumstances this may result in sanctions being applied by Job Centre Plus, details of these are available from www.direct.gov.uk.

Keeping you informed

We, and our approved service providers, will use your information to send you regular updates about :

  • our services and materials;
  • additions to the website; and
  • specific activities such as customer feedback surveys and competitions.

If you enrol on a learndirect course you will periodically be sent customer feedback surveys. If you do not wish to be contacted for marketing purposes untick the relevant boxes on the 'contact permissions' page. If at any time, you change your mind about receiving updates, you can change your preferences using 'edit your details' on your learner home page.

If you are simply requesting a free information pack, you can invite us to send you updates by ticking the appropriate boxes on the "request more information" page. If you change your mind about us contacting you for this purpose, please ring us on 0800 101 901 or email us.

We will never use your sensitive personal data for marketing purposes without your express consent.

Funding

We, and our approved service providers, may use your personal data to process or to support any application made for funding associated with your learning. For these purposes we, or our approved service providers, will share the information you supply with the Skills Funding Agency (SFA) in England. The SFA may in turn share it with the European Social Fund, or other government agencies that may provide funding for your course, including the Welsh Assembly Government for learners who enrol in Welsh centres. We may use a third party service to verify your identity for funding eligibility. If you are a learner between the ages of 16-19 years of age (or up to 25 years of age for learners with learning difficulties or disabilities), we are required by the Skills Funding Agency to notify Connexions when you leave, or intend to leave learning. We, or our approved service providers, may also share it with the Office for Standards in Education, Children¿s Services and Skills (Ofsted) so that it can check our use of public monies. If you do not want us to use your personal data for these purposes, we will not be able to offer you the course at the reduced price.

At the point this information is collected you will be asked to indicate if you do not wish to be contacted by the SFA or its partners in respect of courses, surveys and research. Please read the SFA Data Protection Statement.

We, or the government agency providing funding for your course, may use your personal data and Learner File to investigate a suspected misuse of public monies or other fraudulent activity by any person relating to your learning activity. In doing so, we, or the government agency providing funding for your course, may disclose your information to other government agencies (e.g. the Department for Work and Pensions) to establish whether there has been any duplication of funding for your course. We may also contact you for the purposes of any such investigation.

SFA Privacy Notice

The SFA requires that we also tell you about its own privacy notice so that you understand how the SFA will use the information that we give them.  It says:

How We Use Your Personal Information

The personal information you provide is passed to the Chief Executive of Skills Funding ("the Agency") and, when needed, the Department for Education, including the Education Funding Agency to meet legal duties under the Apprenticeships, Skills, Children and Learning Act 2009, and for the Agency's Learning Records Service (LRS) to create and maintain a unique learner number (ULN). The information you provide may be shared with other partner organisations for purposes relating to education or training.

Further information about use of and access to your personal data, and details of partner organisations are available at:
http://skillsfundingagency.bis.gov.uk/privacy.htm,
and
http://www.learningrecordsservice.org.uk/documentlibrary/documents/Code+of+Practice+for+Sharing+of+Personal+Information.htm

If you want to change your options with the SFA or the LRS about their contacting you for surveys or research, or to tell you about courses and other learning opportunities, or how they can contact you, please contact your tutor.

Statistics

We and/or the approved service providers delivering and supporting your learning are also required to provide statistics to all of the government agencies mentioned under the heading 'Funding' and to the Department for Business, Innovation and Skills, in order that they can carry out checks on our funding arrangements and our performance and for research and statistical purposes. This helps us, and our approved service providers, to maintain our funding. Where such information is supplied, it is provided in an aggregated manner so that whilst such authorities may be aware of, for example, the number, geographic location and sex of persons using learndirect, you cannot be personally identified from this information.
However, we may provide information that identifies you (your name, date of birth, address and postcode) to the Department of Work and Pensions so that they can check whether learndirect learners have progressed into employment and compile statistical information about such progression. You will not be identifiable from the statistical information compiled.

The information collected on Welsh speakers is passed in an aggregate manner to the Welsh Assembly. You cannot be personally identified from this information.

Requests for information

If you have not registered as a learner but are simply making an enquiry or request for information, we will use your personal information to reply to your enquiry or request. We will not use this information for marketing purposes without your permission or unless you invite us to do so.

Protecting your personal information

We are registered as a data controller (in our registered company name of learndirect Limited) in line with the UK Data Protection Act, 1998. As a registered data controller, we are required to take appropriate technical measures to protect your personal information including making a regular backup of our system and data. We have security measures in place to make sure any personal information we collect is secure. Your account is password protected and all information including your password is on a secure server, which only a limited number of employees and sub-contractors can access. All parties with access to your information are subject to confidentiality obligations. If you think someone else knows your password, or is using it, tell us immediately and change your password using the "change my password" option under "your details" on your learner home page.

Even though we take appropriate technical steps to protect your security, you should remember that data transmission over the internet cannot always be guaranteed as 100% secure so you use the website at your own risk.

Please look at the terms and conditions on this website for our policy on purging emails and webspace. The terms and conditions tell you when we may close your account and delete all your records, files and information.

Keeping your personal data

We keep personal data and Learner Files:

  • for as long as is necessary to fulfil the purposes we collected it for;
  • as required by law; or
  • to enforce or defend legal claims.

Sometimes we will keep information that you have deleted, for example messages sent by you to your tutor, as a record of your learning experience. We will keep this information for a reasonable time.

Our policy for children

Our website is not designed for or directed at children under the age of 13. No one whose date of birth indicates that they are under 16 years will be able to register on-line as a learner. We recommend that you put parental controls on your internet browser and supervise your children when they are online.

We will not use information collected from people under 18 for marketing purposes. In general, Government funding is not available to learners under 19 via learndirect, although there are some specific exceptions, in particular apprenticeships.  This privacy statement will apply to any learner enrolled on an apprenticeship even if you are aged between 16 and 18. 

Although anyone can take part in competitions and promotions, we will send notice of a win or prize directly to the parent or guardian identified during registration. Where a winner is under 18, we will not publish his or her personal details unless we have obtained the consent of the parent or guardian during registration.

If you are a tutor

When you are registered as a tutor by a Service Provider you accept that all activity is undertaken by you for the provision of learndirect learning.  Any comments or tutor notes placed by you on the learndirect system will be retained, are visible to the relevant learner and authorised personnel within learndirect and may be used as evidence of learner support.

Your rights

You have the right to:

  • ask for a copy of all the information we hold about you (we will charge you a small fee for this) and to correct any inaccuracies. To obtain a copy of this information, please ring us on 0800 101 901 or email us;
  • challenge the accuracy of data held about you.  You can amend your details on the website at any time using "your details" on your learner home page.   If you are unable to amend the details please ring us on 0800 101 901 or email us to request a change
  • take steps to prevent your personal data being processed if the processing is likely to cause you substantial damage or substantial distress which is unjustified.  If you want to exercise this right you must put your objection in writing by emailing us,  specifying why the processing has this effect and state what you require learndirect to do to avoid causing damage or distress. 
  • If you wish to make a data protection complaint go to: /contact/ and select Make a Complaint from the options provided.

Links

Our website contains links to other websites. We are not responsible for the privacy policies of other sites and we advise you to read the privacy statement of every website that collects personal information from you.

Other information

You should note that if our business (or any part of it) is sold or transferred at any time, the information we hold may form part of the assets transferred although will still only be used in accordance with this privacy statement.

Last updated : August 2012







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