Learner Confidentiality Guidelines

Our Commitment

A4e Learning & Skills believes that all learners should have the right to expect that personal information held about them will be treated with confidentiality and respect.

Information we may hold on learners

Personal information may be held about learners at many stages of the learner journey, including:

• At recruitment, for purposes of funding
• When disclosing information about a disability or learning need
• During Information, Advice and Guidance sessions or discussions
• When being referred for additional or specialist information or support
• During assessment and progress review meetings
• During completion of Individual Learning Plans
• When giving feedback

The Data Protection Act 1998 says that the information we keep must be “relevant to the purpose”. This means that the information we keep about learners is relevant to helping them make successful choices about learning and work options. This includes:

• Demographic details such as you age, gender, ethnic origin, etc -
  we need to ensure that everyone is treated fairly.
• Learner name, address, telephone number and date of birth -
  this enables us to identify learners correctly and contact them with the information and support they need, etc.
• Learner qualifications, employment status, career aspirations, health issues, contacts made on their behalf, etc - 
  all this can be relevant to a learners current and future choices and options.
• Any other issues that may affect a learners progress or prevent them making a free choice -
  eg problems with funding, housing or personal problems.

Personal data on learners will be held until three years after the last point of contact unless required by contractual or operational obligations.

Confidentiality of Information

Learners’ information is kept securely and is mainly kept on a computer. Any information we keep about learners is confidential unless:

• A learner gives us general permission
  to pass relevant information to other people, for example to help them make successful applications to training providers and employers.
• A learner gives us specific permission
  to pass relevant information to certain specialist agencies and if they feel it would be beneficial.
• There is a legal requirement to disclose the information - 
  for example in cases of a suspected criminal offense, where there is a likelihood of harm to an individual, or where abuse of children or vulnerable adults is suspected. Learners will be told about this at the earliest stage.

Ensuring Transparency

A4e will aim to meet the standards set within the framework of the National Information, Advice and Guidance Board’s “Principles for a Coherent Delivery of IAG Services” and ensure a client centred approach to confidentiality. Transparency regarding the use of information held about learners is an important aspect of the policy.

Learners will be made aware of:

• Their entitlements to confidentiality and transparency
• Their right to see any personal information help about them
• Their right to refuse to give personal information and any likely impact on them, e.g. funding support
• How information collected about them is used and stored

Implementation

All staff and volunteers are responsible for implementing and maintaining confidentiality. Breaches of confidentiality or weaknesses in systems should be reported to the Business Assurance Manager and action taken through the Senior Management Team.