Privacy notice for Learn Devon

Devon County Council (DCC) is a data controller under Data Protection Legislation for any personal data that this processed by Learn Devon for any of the purposes outlined in this notice. Our data protection registration number is Z6475582.

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

We will notify you of any changes to this privacy notice

This privacy notice was last updated 20/04/2020. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation.  Any queries relating to this privacy notice please contact the Data Protection Officer.

How we will use your personal data

Your personal data is collected by Learn Devon for the purposes of delivering a service to you. As part of this process, it will be necessary to share your personal data with the Department for Education to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).

Information that we collect from you will be obtained via online forms, over the telephone, via email and through face-to-face contact.

Personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties.

DCC will ensure that the IT systems we use to process personal data are delivered under a contract.  We will also ensure that these systems are sufficiently secure.

Learn Devon uses the following systems to process personal data:

Tribal Education Limited, for reasons of:

  • Provision of Management Information System (EBS) system that holds all learner information collected which is used to prepare the Individualised Learner Records for submission to the ESFA. Information held on there used for the ongoing programming and organisation of courses.

iPegs, for reasons of:

  • Processing online learner paperwork sufficient to populate EBS MIS provided by Tribal, including learner details and digital signatures.

J2Research, for reasons of:

  • Contacting learners after completion of learning to updated on destination subsequent to the learning provision, as part of the ESFA contractual requirement and for further research when consent is given by learners.

More details about the council’s security arrangements.

What information do we collect?

We may collect and store records about you which may include:

  • your name
  • your address
  • your contact information (email, telephone, mobile number)

Who we may share your personal data with?

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is compliant with data protection legislation.

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you so that they can carry out research and evaluation to inform the effectiveness of training.

The following websites provide further details about how your personal data will be used. They also detail the organisations that we may share your personal data with and provide you with advice on how long we hold your personal data:

The legal basis for us collecting your personal data

If we are processing your personal data for any of the purposes outlined in this notice, we will rely upon the following provisions of the General Data Protection Regulation (GDPR) as the lawful basis to process this data;

  • Article 6(1)(e) – processing for the purposes of delivering a public task carried out in the public interest

If we feel that it is necessary to share your personal data with professionals to ensure you or someone you work with is safeguarded from harm, we rely upon the provisions of the Safeguarding Vulnerable Groups Act 2006 and Children Act 1989 & 2004.

Where it is necessary to share medical or social care information for these purposes, we rely upon article 9(2)(h) of the General Data Protection Regulation (information necessary for medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems).

We may also need to share some personal data about you, so that we can support third party organisations to discharge their regulatory requirements.  This includes organisations such as;

  • The data protection regulator (the Information Commissioner’s Office)
  • The Care Quality Commission

We may also share information to enable us to comply with court orders and other legal obligations.  If this is necessary, we will only share the minimum amount of personal data needed for this purpose.

How long will we hold your personal data?

Devon County Council will retain your personal data for only as long as is necessary, and in line with our organisation’s record retention schedules.

Automated decisions

DCC does not intend to make any automated decisions using personal data that is processed for any of the purposes outlined in this notice.

Your data protection rights

Under Data Protection Legislation, you have the right to obtain a copy of their personal records held by us, this is called a Subject Access Request (SAR).

Details of how to make a request can be found here

Further details on your rights under data protection legislation and how to exercise them, are available here.

International transfers

DCC does not intend to transfer your personal data to any countries outside of the territorial scope of UK data protection laws.


If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.

Contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane