Privacy Notice


The training programme you are about to enrol on is part funded via the European Social Fund (ESF) through the Welsh Government.


Taking part in this programme is dependent on you providing personal data. The Lead Beneficiary – either Coleg Gwent or Coleg y Cymoedd* – and the Welsh European Funding Office (WEFO) will be the data controllers for the personal information it receives.


*If your training programme is being provided by Cardiff and Vale College, Coleg Gwent or NPTC Group of Colleges and you work in Monmouthshire, Newport, Cardiff or the Vale of Glamorgan then the Lead Beneficiary for the project is Coleg Gwent.  If your training programme is being provided by Bridgend College, Coleg Gwent, Coleg y Cymoedd or The College Merthyr Tydfil and you work in Torfaen, Caerphilly, Rhodda Cynon Taff, Blaenau Gwent, Merthyr Tydfil or Bridgend then the Lead Beneficiary for the project is Coleg y Cymoedd.


The college and WEFO will use the data captured on all project and college paperwork to carry out its legal obligation and to undertake a public task in the administering and monitoring of its funds.


This information will be processed in line with Article 6 and 7 of the Directive 95/46 of 24 October 1995 on the protection of individuals with regard to the processing of personal data.  The ESF regulation provides Member States with the legal basis to justify collection and processing of personal data for the purposes of monitoring and reporting on ESF funded actions. This means that all personal data should be collected for all participants.


Other information will be kept by the college to administer the project and training programme.


You will be asked by the college to supply additional evidence such as a passport, recent payslip or qualification certificate. A copy of this evidence will be retained by the college for ESF audit purposes, a sample will be sent to WEFO.



What will we use your information for?


The colleges and WEFO will use your data for funding, planning and policy development as well as monitoring learner outcomes (such as achievement of qualifications). It will also be used in statistics and research about post-16 learning.


Your data may also be linked for research purposes to other educational records held by the Welsh Government such as the Pupil Level Annual Schools Census, the Welsh Examinations Database and Higher Education Statistics Authority, and to other records held by UK Government such as employment data, so that the Welsh Government can calculate learner destinations measures and also understand the impact of post-16 provision on wider outcomes.


Any statistics published by the WEFO or the third party evaluator will be anonymised, meaning that individual learners cannot be identified.



Your rights and choices


Under the General Data Protection Regulation (GDPR) you have the right to:

  • access the personal data the college and WEFO holds on you
  • require the college or WEFO 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



How long will the college and WEFO keep your information?


The college and WEFO will delete all data held on you 10 years after the end of the project and no later than 31st December 2033. This enables the Welsh Government to analyse funding and create reports over a period of time. These reports can be used to help inform policy decisions or to forecast future funding.  The data is kept so that it can be checked and audited. The timescales for keeping data are decided by the European Union.





For further information about the information which Welsh European Funding Office holds and its use, or if you wish to exercise your rights under the GDPR, please see contact details below:


Welsh European Funding Office, Rhydycar Business Park, Merthyr Tydfil CF48 1UZ

0845 010 3355 or visit


To contact the Information Commissioner’s Office, please see contact details below:


Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

029 2067 8400 (Wales helpline) or 0303 123 1113 (UK helpline) or visit


To contact the college please use the relevant contact details below:


Bridgend College


Bridgend College, Cowbridge Road, Bridgend, CF31 3DF

01656 302 302 or visit


Cardiff and Vale College


Cardiff and Vale College, City Centre Campus, Dumballs Road, Cardiff, CF10 5FE

02920 250 250 or visit


Coleg Gwent


Coleg Gwent, Usk Campus, The Rhadyr, Usk, NP15 1XJ

01495 333777 or visit


Coleg y Cymoedd


Coleg y Cymoedd, Nantgarw Campus, Heol y Coleg, Parc Nantgarw, Cardiff, CF15 7QY

01443 662800 or visit


NPTC Group of Colleges


NPTC Group of Colleges, Dwr-y-Felin Road, Neath, Neath Port Talbot, SA10 7RF
01639 648000 or visit


The College Merthyr Tydfil


Merthyr Tydfil College LTD, Ynysfach, Merthyr Tydfil, CF48 1AR 

01685 726000 or visit



Notifications of changes


If we are going to use your data in a different way from that stated at the time of collection, you will be notified. All of the colleges and WEFO’s processing will be in compliance with the extant data protection legislation. Updates to the privacy notice will be available on our website



What personal information about you is collected and used by the college and WEFO?


Some of the data collected about you and sent to WEFO will be personal data and/or special category data as defined in the General Data Protection Regulation which includes:

Personal Data

  • A learner Identifier number (created by your training provider)
  • Surname
  • Forename(s)
  • Address
  • Postcode
  • Telephone number(s)
  • Email
  • Details relating to employment and employer
  • National Insurance Number
  • Gender
  • Date of birth
  • National identity
  • A unique learner number (created by the Learning Records Service)


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



How will your data be used by the college and WEFO?


  • For administration purposes, to ensure the data we collect about you is stored correctly, securely and to a high standard of quality
  • To help make decisions on current and future policies for training programmes and post-16 learning
  • To help the WEFO allocate and monitor funding of post-16 learning, including learning which is jointly funded by the European Social Fund
  • To give auditors the information they need to do their job
  • To enable providers to resolve any data issues they may have on their systems
  • To help monitor equality and diversity in post-16 learning across Wales
  • In analysis and research, where we will sort through the data to identify patterns and similarities.
  • To produce anonymous official statistics
  • For ad-hoc anonymous requests for analysis from stakeholders and the general public
  • To enable learning providers to measure and compare their own performance
  • By third party contractors to carry out data analysis and linking, so that we can calculate performance measures
  • By third party contractors working on research and evaluation who may contact you



Who does the college share your data with?


The college shares your data with these third party organisations:

Bridgend College

Cardiff and Vale College

Coleg Gwent

Coleg Gwent Training Ltd

Coleg y Cymoedd

NPTC Group of Colleges

The College Merthyr Tydfil

Welsh European Funding Office

Welsh Government

Colegau Cymru


Additionally, a third party contractor will be commissioned to carry out evaluations and research.



Data Sharing Agreements


The college will have a formal data sharing agreement in place whenever we share your data with a third party. Part of the agreement means the third party will have to sign an agreement in relation to your data to show that they operate satisfactory information security procedures and that they destroy their copies of your data when it is no longer needed. They can only use your data for the reason they sign up to and nothing else.



Security Arrangements for your data held by the college


The data the college collects about you will be stored by the colleges in an access controlled secure database which is tested for safety and integrity hosted by Coleg y Cymoedd.  The data stored by WEFO will on an access controlled secure database which is tested for safety and integrity.


Physical copies of your data will be kept in accordance of data protection law and accessed only by authorised individuals.


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