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Privacy Notice - How we use learner information

Why do we collect and use learner information?

We collect and use learner information under the Education and Skills Funding Agency contract for the provision of learning. We also collect learner information to pass to the Learning Records Service who create a Unique Learner Number (ULN) for each learner

We use the learner data to:

  • Report to the Education and Skills Funding Agency
  • Obtain unique learner numbers from the Learning Records Service
  • Support learning
  • Monitor and report on learner progress
  • Provide appropriate pastoral care
  • Assess the quality of our services
  • Comply with the law regarding data sharing
  • Carry out statistical analysis that allows us to target and plan the provision of services

The categories of learner information that we collect, hold and share with the Education and Skills Funding Agency:

  • Personal information (name, unique learner number, date of birth, address)
  • Characteristics (where provided) such as ethnicity, residency status, employment status, sexuality, disability
  • Achievement of qualifications and learning goals, destination information.

The categories of learner information we collect and hold within Birmingham Adult Education Service:

  • Email address, phone number
  • Income based benefits claimed
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Disclosures made regarding learner health issues and convictions
  • Support needs to provide appropriate learning support
  • Emergency contact details provided by learners
  • Online initial assessments of English and maths (where applicable)
  • The starting point of your learning, your reason for learning and information about your progress information towards your learning goals.
  • The categories of learner information we collect and hold only while we action in Birmingham Adult Education Service:
  • Learner photos for ID cards

The categories of learner information that we collect, hold and share with other agencies with your consent:

  • Rosetta Stone (language learners) - first name, surname and learner number.
  • Pearl (health and social care learners) – name, address, date of birth, email, phone number
  • Results of assessments eg dyslexia assessments for exam access arrangements – relevant awarding body and Joint Council for Qualifications.

Other agencies with whom we may be obliged to share information:

  • Local authority social services
  • Police
  • Department of Work and Pensions

Collecting learner information

Whilst the majority of learner information you provide to us is mandatory for funding your course, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain learner information to us or if you have a choice in this.

Timespan for storing learner data

We hold learner data for the year in which the learner studies plus 6 years; the exception is enrolment data which is held for the year in which you study plus 25 years. Safeguarding records are held for 3 years or until the learner leaves BAES, whichever is the later date.


For learners enrolling for qualifications, the Learning Records Service will give us a learner’s unique learner number (ULN) and may also give us details about the learner’s learning or qualifications.

Why we share learner information

We do not share information about our learners with anyone without consent unless the law and our policies allow us to do so.

Our learners aged 16-19

We will also share certain information about learners aged 16+ with our local authority as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • Post-16 education and training providers
  • Youth support services
  • Careers advisers.

Requesting access to your personal data

Under data protection legislation, parents and learners have the right to request access to the information about them that we hold. To make a request for your personal information, contact Centre staff

You also have the right to:

  • Object to processing of personal data that is likely to cause, or is causing, damage or distress
  • Prevent processing for the purpose of direct marketing
  • Object to decisions being taken by automated means
  • In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • Claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact the Information Line on 0121 303 4318 or This email address is being protected from spambots. You need JavaScript enabled to view it.

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