c/o Education and Training Foundation
157-159 Buckingham Palace Road,
London SW1W 9SP
Phone: (0345) 833 9040
We recognise that any personal data and information we collect about you will only be used for the purposes we have collected it or as allowed under the law. It is important to us that you are confident that any personal data and information we hold about you will be treated in a way which ensures protection in accordance with all applicable Data Protection legislation. We will always be transparent about the personal data we collect and how we use it.
Who are we?
The Education and Training Foundation is the body tasked with gathering strategic workforce data across the further education and skills sector, revealing the employment and working patterns of thousands of staff. The ETF and previous FE development organisations have been collecting and reporting on this data since 1993 through the Staff Individualised Record (SIR) collection for colleges, combined in later years with the workforce surveys for independent training providers and adult community learning services. Now all FE workforce data collection managed by ETF happens through the SIR, also known as SIR Data Insights.
What information will we collect from you?
The personal information that we collect from you will vary depending on the context of your interactions with us and the service and/or product that we are providing to you. It may include, but is not limited to, the following information about you and your staff:
• Demographic data such as your date of birth, gender, educational background, job title, professional memberships, country;
• Category of work including subject taught and date of appointment/leaving;
• Contractual information including the terms of employment and fraction of full-time worked;
• Annual pay;
• Qualifications held in subject and teaching;
• Hours of CPD per year;
• Proportion of time spent on teaching/supporting teaching/providing other support/community learning;
• Type of provider the individual works for;
• Other elements of personal data collected by the SIR data specification.
It may also include the following types of sensitive personal data:
• Racial or ethnic origin;
• Physical or mental health or condition;
• Sexual orientation;
• Age (through date of birth);
The full list of data collected for SIR is available in the SIR data specification on: https://www.sirdatainsights.org.uk/datacollection
How do we collect information about you?
We collect information about you through the Staff Individualised Record (SIR) system which records standardised details of all staff employed in the FE sector during the past academic year. All FE Colleges, Independent Training Providers, Adult education and Voluntary/Community Learning Services are requested to submit anonymised workforce data into the SIR Data Insights service for each academic year, as soon as that year has ended.
The SIR system also collects registration data from you for staff who submit and access the SIR data return on your behalf.
How do we use this information?
We process your data at an aggregate level and allow other organisations to benchmark themselves against anonymised aggregations of the data. We may provide your data to third parties on the condition that they will only report on the data at an aggregate level.
We use the registration data on the SIR system to mail or call you and your staff about the SIR service.
What are the legal bases we use for processing your information?
The GDPR requires us to rely on one or more lawful bases to use your personal information. We consider the bases listed below to be relevant:
• Where there is a legitimate interest in us doing so if it is reasonably necessary to achieve our or others’ legitimate interests (as long as that processing is fair, balanced and does not unduly impact your rights).
• Where you have provided your consent for us to use your personal information in a certain way (for example, we will ask for your consent to share your information at provider level with selected third-party organisations including Association of Colleges and University and College union).
“Legitimate interests” means our interests in conducting and managing our business as the body tasked with gathering strategic workforce data across the further education and skill sector, revealing the employment and working patterns of thousands of staff. This allows for understanding of trends and patterns within the FE sector workforce for providers and policy makers alike.
Under Article 9(2) of the GDPR, we rely upon the following basis to process special category data:
processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
Will we share your information?
We may use selected agents to process your information on our behalf, such as software providers to host and process your information, helpdesk providers to access your data in order to provide you with assistance, and research organisations to analyse and produce aggregate reports like the annual FE workforce data report available from the ETF website. Such third parties will be authorised to see and use your information but only to fulfil their contractual obligations to us. We retain full responsibility for how your personal information may be used by such agents.
We may provide your data to third parties on the condition that they will only report on the data at an aggregate level. In exceptional circumstances we may share your information when we are legally required to do so.
How do we protect your personal information?
We are committed to securing and taking appropriate precautions to protect your personal information. We use a variety of security technologies and measures to help us protect your personal data from unauthorised access, use or disclosure. One such measure is the pseudonymisation and encryption of your personal data.
How long do we keep your personal information for?
The personal information submitted to the SIR Data Insights service is retained in perpetuity. The actual retention periods for other types of personal information that we hold can be found on our Data retention policy. If you have any questions regarding our data retention policy, please contact: email@example.com.
Where do we store and process your information?
AT ETF, we store and process your information securely. When we share your data for aggregate analysis, we do so using a recognised secure process such as Mimecast or Egress.
What are your rights?
Due to the pseudonymisation of your personal data for the SIR, it is difficult to re-identify data subjects without collecting additional information. As such, ETF are not in a position to grant a data subject’s rights to access, rectification, erasure and data portability.
Where we hold details of you and your staff for purposes of administering the SIR, you do have rights to access, rectification, erasure and data portability of that registration data. We will periodically ask you to review your registration data to make sure we have only current and appropriate staff registered on the system.
How can you access your information and contact us?
You can access your information by submitting a request through the following channels:
Writing: c/o Education and Training Foundation
157-159 Buckingham Palace Rd
London SW1W 9SP
Changes to your details or this policy
The Education and Training Foundation may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.