Privacy Notice for Learners
2022 - 2025

Taking part in this programme is dependent on you providing personal data. Coleg Sir Gar or Coleg  Ceredigion (hereafter, the College) will be the data controller for the personal information you provide.  The College will use this information to administer and manage your programme. 

The learning programme you are about to enrol on may be funded directly by the Welsh Government. 

The College will use your data for administering your programme, claiming funding from Welsh  Government if appropriate, collecting fees if appropriate, generating a network account to give you  access to IT services such as Google and Microsoft and monitoring your progress and outcomes  (such as the achievement of qualifications). It may also be used in statistical summaries and research  publications, where it will be anonymised and you will not be identified. Full details of how we use  your data are provided below. 

Under the General Data Protection Regulation (GDPR) you have the right to: 

• access the personal data the College holds on you; 

• require the College to rectify inaccuracies in that data; 

• object to processing on grounds relating to your particular situation (in some circumstances); 

• restrict processing (in some circumstances); 

• have your data erased (in certain circumstances); 

• lodge a complaint with the Information Commissioner’s office (ICO) who is the independent  regulator for data protection.

*Awarding bodies can be contacted about results and certificates before and after this retention  period. 

For details about the information the College holds and its use, or if you wish to exercise your rights  under the GDPR, please see contact below: 

• Data Protection Officer 

• Coleg Sir Gar/Coleg Ceredigion 

• Graig Campus 

• Sandy Road 

• Llanelli 

• SA15 4DN 

• dataprotectionofficer@colegsirgar.ac.uk 

To contact the Information Commissioner’s Office, please see details below: 

• Wycliffe House 

• Water Lane 

• Wilmslow 

• Cheshire 

• SK9 5AF 

• 029 2067 8400 (Wales helpline) or 0303 123 1113 (UK helpline) 

• Home / ICO

If the College intends to use your data in a different way from that stated at the time of collection, you will be notified. All of the College’s processing will be in compliance with the extant data protection legislation. Updates to the privacy notice will be available on our websites www.colegsirgar.ac.uk and www.ceredigion.ac.uk.

Some of the data collected will be personal data and/or special category data as defined in the  General Data Protection Regulation which includes: 

Personal Data: 

• A unique learner identifier (created by the Welsh Government)
• A learner Identifier number (created by the College)
• Surname and Forename(s)
• Address (Home and Term Time) and Postcodes
• Country of Domicile
• Telephone number (Home and Mobile)
• E-mail address
• National Insurance Number
• Gender
• Surname at 16
• Date of birth
• In Care / Care leaver
• Criminal record
• National identity
• Welsh speaker
• Highest Welsh Language qualification
• Correspondence preference - Welsh / English
• Vehicle registration number
• Employment status
• Employer details
• The last school you attended
• The year you left school
• A unique learner number (created by the Learning Records Service)
• Next of Kin contact details 

Additionally, there is data about you which is defined as special category data. Providing this data is  optional and will include: 

• Ethnicity
• Disability type
• Health condition 

This personal/special category data will be used across all Post 16 learning at the College. 

Plus, for Higher Education learners only: 

• Religion
• Sexual Orientation
• Gender identity – same as assigned at birth
• Country of Birth
• Type of term time accommodation
• In receipt of Disabled Students Allowance
• Highest Qualification on entry 

The College collects a significant amount of personal information about you. Data is provided to the  Welsh Government, awarding bodies, funding agencies, research organisations, software suppliers,  professional bodies, etc, in order to run the business of the College. In most instances, the collection  of this data is mandatory - something that we have to do. Below we have outlined the organisations  we share your data with and the main reasons we do this. Please be assured that we store your data  securely and only use your data for the purposes outlined. We do not pass it on to any third parties for  marketing or sales purposes.

The data the College collects about you will be stored in an access controlled secure database which  is regularly tested for safety and integrity.