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Privacy notice for Waverley Training Services

The purpose of this document is to explain how we use your information.

Waverley Training Services (WTS) provide a range of educational programmes both directly and through our partners.  These programmes include: 16-18 study programmes, apprenticeships and adult education. They are funded directly from the DfE (Department for Education).

By signing the Individual Learner Record (ILR) and enrolment form for your chosen programme, you will be entering into a contract with WTS for the duration of the programme. 

The types of personal data that we process include:

  • personal identifiers and contacts (such as name, unique learner number, contact details and address)
  • characteristics (such as ethnicity, language, and free school meal eligibility)
  • safeguarding information (such as court orders and professional involvement)
  • special educational needs (including the needs and ranking)
  • medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
  • attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • assessment and attainment (such as GCSE results, post 16 courses enrolled for and any relevant results)
  • behavioural information (such as exclusions and any relevant alternative provision put in place)
  • next of Kin (you will be asked to provide name(s) and contact details for next of kin or other supporting agencies)
  • financial support (such as bursary applications, this will include bank details and proof of eligibility)
  • surveys (You will be asked at different stages throughout your course to complete surveys about your chosen programme)

Why we collect and use your information

We collect information about you to:

  1. support your learning
  2. monitor and report on pupil attainment and progress
  3. provide appropriate pastoral care
  4. assess the quality of our services
  5. keep you safe (food allergies, or emergency contact details)
  6. meet the statutory duties placed upon us for DfE data collections.

The lawful bases we use to process your data

Under the General Data Protection Regulation (GDPR), we process your information under the following lawful bases:

Article 6

Processing is necessary for the performance of a contract to which the data subject is party to or in order to take steps at the request of the data subject prior to entering into a contract.

Article 9

Processing is necessary for reasons of substantial public interest under the equality of treatment.

How we collect information about you

We collect information about you through:

  1. Application form and supporting documents completed at enrolment
  2. PLR - Prior Learning Records checks
  3. Other agencies (such as youth support agencies)
  4. Employers
  5. Subcontractors.

How we store your data and for how long

We hold your data securely for seven years as per our contractual obligation. The information provided will be held on our MIS system which can only be accessed by authorised personnel. For more information about our data retention schedule and how we keep your data safe, as well as all other policies and procedures, please refer to your learner handbook.

Who we share your information with

We may share your information with:

  • your employer
  • our local authority
  • youth support services (learners aged 13+)
  • the Department for Education (DfE)
  • your training provider (subcontracted provision)
  • exam Boards / Awarding bodies

Why we share your information

We share information with those listed above to provide you with the highest quality education and to support your learning.

We do not share your information with anyone outside of those listed above, without your consent. 

Youth support services

Learners aged 16+19

We will also share certain information about you with our local authority and / or provider of youth support services as they have responsibilities for 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.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

Requesting access to your personal data and who to contact

You have the right to request access to information about you that we hold. To make a request for your personal information, or if you wish to discuss anything in this privacy notice, please contact

More information

Please refer to our main privacy notice for information about your rights, how to access your information or how to complain.

You may also refer your concerns to the Information Commissioner's Office