The Learning Foundry Privacy Notice
The Learning Foundry is a training provider. This privacy notice tells you what to expect when The Learning Foundry collects your personal information.
This privacy notice will tell you:
- What information we process and why
- Who we might share your information with
- The lawful basis for processing your information
- How long we will retain your information
- How we keep your personal information safe
- What your rights are
What information does The Learning Foundry process
We begin the process of collecting information about you when you or your employer enquire about training and apprenticeship opportunities. Although the information we collect may vary, typically it may include:
- Name and address
- Contact details and contract preferences
- Income details for you and others who live in your household
- Eligibility for training and residency status
- Educational information, including qualifications and support needs
- Employment details and work experience
- Next of kin details
- DBS (Disclosure Barring Service) information, which may include details of criminal convictions
- Bank account details (for Bursary purposes)
- Change of name documentation i.e. marriage certificates
- Performance on programme of study, individual achievements, attendance and results
- Images and footage if you are in the field of vision of any of our CCTV systems
- Information about how you use our website or other technology, including IP addresses
The Learning Foundry also collects special categories of personal data, including:
- Race or ethnic origin
- Health, disability and medical conditions
- Sexual orientation
If you feel uncomfortable providing this information, you can say no.
Why we need your personal information
We collect your personal information in order to:
- Manage the delivery of training and apprenticeship programmes
- Support you in your learner journey and identify further learning or employment opportunities
- Engage with learners and employers to get feedback on our services
- Monitor diversity and equality which helps to tailor services
- For regulatory and contractual purposes
- For legal requirements
- Make bursary payments
- Marketing and research purposes (opt in)
Sharing your information
We will not share your personal information without a legal basis, unless allowed by law. Examples of organisations we may share your information with, where appropriate include:
- Your employer,
- Your work placement provider or delivery partner
- Funding body (Education and Skills Funding Agency - ESFA)*
- Awarding bodies
- Liverpool City Council
- Apprenticeship Services (ACE)
- Health Service Providers, including the National Health Service (NHS)
*For further information on how the ESFA uses your personal information, please see a copy of their Privacy Notice at https://www.gov.uk/government/publications/esfa-privacy-notice
The Learning Foundry will ensure that all learners receive a copy of the ESFA privacy notice as part of their enrolment process.
We won’t share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them, or they act in some recognised official capacity.
How we keep your information safe
We apply appropriate security measures to ensure your personal information is secure.
When we need to share your information with third parties, we have data sharing agreements with them that sets out their responsibilities.
To help ensure confidentiality of your information we will ask you (and any of your representatives) security questions to confirm your identity. We will not discuss your personal information with anyone other than you, unless you have given prior consent by completing an Authorisation form.
Authorisation forms are reviewed every two years to ensure they are valid.
How long do we keep your personal information
We retain information for different timescales based on the following criteria:
- How long you have been a learner and when your training or apprenticeship ends
- If there is a time period set by law
- Any recommended time periods set by our regulators
If you would like further information about how long we keep certain types of information, please contact firstname.lastname@example.org
Lawful basis for processing your information
The Learning Foundry will use one or more of the following reasons to lawfully process your information:
- Contract: It is necessary for assessing your tenancy application or operating your tenancy agreement
- Consent: You have given your explicit consent
- Legitimate Interest: It is in the legitimate interest of The Learning Foundry or a third party
- Legal Requirement: It is required by law
Legitimate interest is one of the legal reasons we may process your information. Taking into account your interests, rights and freedoms, we have carried out Legitimate Interest Assessments which allow us to:
- Communicate with you to keep you updated on our services
- Retain and process next of kin and emergency contact details
- Carry out surveys with a third party to help us improve services to you.
- Offer you further support, including referrals to external agencies
- Operate CCTV in and around some of our offices.
We may use your personal information to send you marketing information by post, phone, through social media, email and text message.
We can only use your personal information to send you marketing material if we have your permission or we have a legitimate interest as described above.
If you do not want to receive marketing from us, please contact email@example.com to update your contact preference.
With your consent we may also use your images and video footage (including interviews) to promote The Learning Foundry services.
Images and footage may be published on any of the following channels:
- press and media (including newspapers, magazines, websites)
- on our websites (including Regenda)
- on our social media feeds including LinkedIn, Twitter, Facebook and other corporate social media accounts in the future
- in our printed publications such as newsletters, brochures, flyers and display materials
- in our electronic newsletters
- Media releases
The images/footage will often be accompanied by the details of your story, however, we will not use personal details or full name of any individual in an article.
If you no longer wish for your image or personal information to be used, please contact firstname.lastname@example.org and ask us to remove them from the archive. Please note that we will be unable to remove any images or content in printed materials or video footage if it has already been produced or remove images and quotes that have already been published by the media.
Visitors to our websites
The Learning Foundry uses a third-party service to help maintain the security and performance of The Learning Foundry website. To deliver this service it processes the IP addresses of visitors to The Learning Foundry website. This information is not used for identifying purposes, except for investigation if an intrusion occurs.
Your Data Protection Rights
You have the following data protection rights:
Right of access: If we hold personal information about you, you have the right to access and receive a copy.
You can make a request verbally or in writing, including via social media.
A third party (e.g., relative, friend or solicitor) may make a request on your behalf, however, we require written authority from yourself stating that you give the third-party permission to make this request on your behalf.
We have one month from the date we receive your request to provide you with the information.
Right to rectification: If you think that The Learning Foundry is holding incorrect personal information about you, you have the right to have this personal information corrected.
Right to erasure: the right to have certain information about you erased.
Right to restrict processing: the right to request the limited use or restriction of your personal information in certain circumstances.
Right to object: the right to object to the processing of your personal information where we are processing for our or a third parties’ legitimate interest, or we use your information for direct marketing.
Right to data portability: the right to have your personal data transferred to another data controller. For example, if you move training providers, The Learning Foundry will transfer your data to another provider.
Complaints or Queries
The Learning Foundry aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of The Learning Foundry collection and use of personal information. However, we are happy to provide any additional information or explanation. Any requests for this should be sent to the address below.
If you have a query or want to make a complaint about the way we have processed your personal information, you can contact us at:
The Regenda Group
42 Henry Street
Call us on: 0151 703 3000
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can make a complaint to the Information Commissioner’s Office (ICO).
To find out how to contact the ICO, visit their website: https://ico.org.uk/
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 8 September 2021.