Privacy Notice for Learners
2025 - 2028

Taking part in this programme is dependent on you providing personal data. Coleg Sir Gâr 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, monitoring your progress and outcomes (such as the achievement of qualifications), and supporting your transition, progression, and success in, through, and out of college. It may also be used in statistical summaries and research publications, where it will be anonymized 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 website.

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.

In addition to the organisations listed in the above table, the College may share your data with other external organisations where necessary to deliver your programme of study, support your learning, comply with legal or regulatory requirements, protect public safety, or for other legitimate interests of the College. This may include, but is not limited to, other educational institutions, awarding body consortiums, auditors, IT service providers, and legal advisors. In all cases, data sharing will be limited to what is necessary for the specific purpose, and your data will be transferred and processed securely and in compliance with data protection legislation.

The college prioritises the security of your data, implementing internal policies and controls to prevent loss, accidental destruction, misuse, or unauthorized disclosure. Access is restricted to employees performing their duties. When third parties process personal data on the group’s behalf, they follow written instructions, adhere to confidentiality obligations, and implement appropriate technical and organisational measures to safeguard the data.