Data protection statement
Collating of data
As an organisation contributing to a national system of qualifications, Skillsfirst Awards Ltd are required by the regulators to collate and provide comprehensive data. Condition B4 of Ofqual's General Conditions of Recognition and of Qualifications Wales's Standard Conditions of Recognition require awarding organisations to provide any information the regulators seek for the purpose of performing their functions on receipt of written notice.
The following form the minimum data requirements which we will provide:
- Centre data - centre number (UCN), name, address, postcode, telephone number and centre type.
- Learner data - surname, first name, date of birth, gender, ethnic group, awarding organisation's registration number and/or unique learner number, registration date, unit certification, final result, award date, particular assessment requirements, language(s) in which assessment is taking place, i.e. English and/or Welsh/Irish.
- Qualification and unit data - qualification(s) code(s), qualification level, title, unit code, unit titles.
- Unique learner number (ULN).
Skillsfirst will require centres to provide the following additional data:
- Learner address, postcode and telephone number
Skillsfirst Awards is committed to protecting the privacy and confidentiality of recognised centres, learners and any related third party.
Recognised centres operate as an 'agent' for Skillsfirst when collecting data. Therefore, when collecting any data, they are required to:
- provide a statement to any person whose data is collected to ensure awareness is raised relating to the sharing of their data with Skillsfirst
- clearly identify themselves and/or the organisation(s) on behalf of which the data is being collected, prior to the collection of any personal data
- refrain from holding any personal data for any purpose other than that which has been stated, which must be relevant and not excessive
- ensure personal data is only used for the expressed purpose for which permission has been provided in advance by the supplier of the data. The learner induction should be used by the centre to explain the importance of sharing information and obtain learner agreement
The Data Protection Act also requires centres to ensure that the personal data and sensitive personal data held, is accurate and up-to-date. Centres should therefore update records on a regular basis (i.e. at least once a quarter), starting from when centre recognition was given and notify us accordingly if:
- there is any change or correction to any personal data, or sensitive personal data which was previously disclosed to Skillsfirst
- any personal data, or sensitive personal data relating to a data subject, in respect of whom we also have records, is deleted or archived
- there is any exercise of an 'opt in' or objection to direct marketing
- there is any refusal of processing by a data subject, centres should note that they will be responsible to Skillsfirst for any loss we may suffer, because of their failure to ensure compliance with the Act, or any of the obligations set out in this section.