Information held about you

To access government funding, and enrol you onto a course, we require specific details about you, which are then held in our enrolment system - Maytas 5 which is hosted by Tribal Education Ltd.

This information will include:

  • Basic details such as name, address, postcode, date of birth, and a nominated contact in case of an emergency
  • Personal sensitive information such as gender, ethnic origin and nationality, disability or learning difficulty status, prior level of education, marital status, employment details
  • For accredited qualifications only, we hold additional information regarding your household situation. As part of the funding for your qualification is provided by the European Social Fund (ESF) the agency requires these details
  • To ensure the correct learners are accessing our funding we also ask questions about Herefordshire priority groups, how you found out about the learning opportunity, and what you hope to gain from attending the course

We will only ask for information that is necessary, and we will never collect any information that is not used by our service.

With the exception of your basic details, which we need to complete your enrolment on our system, you do not have to answer any question that you may feel uncomfortable answering. However, this may affect your eligibility for the course.

If you are unsure about any of the enrolment form sections, or have a general question about the service, please speak with your tutor before completing your enrolment form.

Who is processing your data

All personal data held, is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council.

The data processors who will process your information on behalf of adult and community learning are responsible for delivering the actual course. The current organisations contracted to deliver our courses are:

  • Landau Ltd
  • Nationwide Community Learning Partnership
  • Riverside Training Limited
  • South Wye Development Trust
  • The Cart Shed Charity CIO
  • The Houghton Project
How we will use the information we hold about you

All the information and feedback we receive helps us to:

  • Ensure you are eligible for funding
  • See who is attending our courses, and, if necessary, change future courses to widen participation and provide opportunities to learners who may otherwise not have access to learning
  • Develop the service and improve the quality of our courses in future years
  • Meet the requirements of the Education and Skills Funding Agency (ESFA) which funds our learning

If you consent for us to contact you in the future we are able to gain more insight into 'if' and 'how' this course helped you, and find out if you would attend further courses given the opportunity.

To provide consent please complete the privacy statement section of your enrolment form. If you do not wish to be contacted about our research or future courses you do not need to do anything else.

If you are unsure about what the privacy statement means for you please speak with your tutor, or feel free to contact adult and community learning using the contact details in the further information section.

There is one exception to this. The Progression and Destination questionnaire is a statutory requirement which the Education and Skills Funding Agency requires us to undertake. This will only be sent to learners who were studying for a qualification. It is a very simple, single tick-box question form, and will be sent several months after the course has finished. Where learners study for multiple qualifications they will receive a questionnaire for each one.

Who we will share your information with

We share information about you with the following organisations:

  • The Education and Skills Funding Agency (ESFA) which provides the funding for our service
  • The Department of Work and Pensions (DWP) - information about out of work state benefits and Industrial Injuries Disablement Benefit (IIDB) only
  • The Learning Records Service (LRS) which holds your Personal Learning Record (PLR)
  • NOCN Group who provide accreditation for qualifications such as Functional Skills English and Maths.

For the full, current privacy notices for each organisation, and details on how to access your Personal Learning Record please visit the following websites:

Ofsted may also collect information from the Education and Skills Funding Agency (ESFA) prior to inspection of the adult and community learning service. For full detail on how Ofsted use this information, view Ofsted's privacy notice.

How long we keep your personal information

We will only keep your information for the minimum period necessary. All information will be held securely and destroyed under confidential conditions. The current requirement is that we hold your data until 2030.

Your rights

You have a number of rights under data protection law, including the right to request your information and to request that the information is amended or erased if incorrect.

To request your records, you will need to provide proof of identification and write to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or email

You also have the right to make a complaint about our handling of your personal data to the Information Commissioner’s Office.

Providing accurate information
It is important that we hold accurate and up to date information about you to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please tell us so that we can update your records.
Further information

If you have any questions or concerns about how your information is used, please contact adult and community learning in the first instance, telephone 01432 261824 (Monday and Friday only), email

You can also contact the Data Protection Officer, Herefordshire Council, Plough Lane, Hereford HR4 0LE, email

You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.

Service web page
Last updated date
September 2019