The type and quantity of information we collect depends on why you are providing it. If you, for example, enrol on a certificated training programme, we will usually collect

• Your First and Surnames
• Your contact details
• Your date of birth
• Your home postcode
• Wheter you have any learning difficulties or disabilities you wish to declare and what they are
• Gender
• Ethnicity

• These are required by the Awarding Body who issues your certificate

We will only ever ask for information that is needed to provide the service, information or administration you have requested.

If and when we collect and manage information from children, we aim to manage it in a way which is appropriate to the age of the child.

If a child is under 16 we will seek consent from a parent or guardian before collecting their information. Our certificated programmes have specific rules about whether children can participate, and we’ll make sure advertising for those programmes are age appropriate.

What we use your information for, depends on why you are providing it. We will mainly use your data to:

To provide you with the services, products or information you’ve asked for

We run a variety of services for individuals and businesses. The service you access will depend on the best fit for your circumstances.

Access to this data will always be limited to appropriate individuals with a legitimate interest in providing these services.

If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.

To make sure we know how you prefer to be contacted

We record communication preferences so we only contact you in the ways you want to hear from us.

To send you Direct Marketing

We will only ever contact you with direct marketing about our work, activities and campaigns with your explicit consent. We make it easy for you to tell us how you want us to communicate, and what interests you. We also include information on how to opt out when we send you marketing.

We do not sell or share personal details to third parties for the purposes of marketing. Occasionally, we may include information in our communications from partner organisations or organisations who support us.

If you change your mind at any time, and no longer want to hear from us, that’s fine. Just let us know when you provide your data or contact at [email protected]

To keep a record of your relationship with us

It’s important for us to have clear records on how you’ve engaged with us in the past. This helps us to make sure your experiences of LearnOn are the best they can be.

We may also collect and retain your information if you send feedback about our services, give us a compliment or make a complaint.

To understand how we can improve our services, products or information

We believe it’s important to make sure that all of our services are the best they can be. That’s why we evaluate them.

Once you’ve been on our programmes, we may get in touch to ask you about your experiences. There’s no obligation to take part, but it really helps highlight ways we can make things better in future.

We use profiling and screening techniques to make sure communications are relevant and timely, and to provide an improved experience. Profiling also allows us to target our resources effectively. When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.

We do not sell or share personal details to third parties for the purposes of marketing. We will only share your details with third party organisations when it’s necessary to;

Provide you with the services you’ve asked for

• Administer your participation in an programme

• Comply with Health & Safety and Data Protection regulations

If we ever need to share data for these purposes, we will always take the utmost care, make sure only essential data is transferred, and that it’s done so securely and safely.

Exceptional circumstances

LearnOn may also be required to share your details in exceptional circumstances. For example, where legally required by the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

We make sure that there are appropriate measures and controls in place to protect your personal details. For example the website uses SSL, our online forms are always encrypted as well as our email accounts and our network is routinely monitored. We undertake regular reviews of who has access to information that we hold, to make sure that your information is only accessible by appropriately trained staff, associates and partners.

Before we use any external companies to collect or process personal data on our behalf, we will conduct comprehensive checks. We will always ensure a contract in place that sets out our expectations and requirements, especially how they manage the personal data they have collect or have access to.

Suppliers who run their operations outside the European Economic Area (EEA) are not subject to the same data protection laws as companies based in the UK/EU. However, suppliers we use based outside of the EEA are all fully GDPR compliant, we will make sure they continue to provide an adequate level of protection in accordance with UK data protection law.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

We try and keep our records up-to-date so we send you the most relevant information, using the correct contact details.

If your personal details change, we’d really appreciate it if you let us know.

Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above.

Your ‘Right to Know’ what we know about you, make changes or ask us to stop using your data

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for a certification) we will do so. Contact us by email at [email protected] if you have any concerns.

You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to LearnOn Ltd, Rock Barn, 59 Swansea Road, Pontardawe, Swansea, SA8 4AL. We do not accept these requests by email. This is so we can make sure that we only provide personal data to the right person.