Norfolk Learning Platform

Who is responsible for your personal information when using the Learning Management System

This will depend on the organisation you are using the Learning Management System through.

The Data Controller decides how and why your information is used, while the Data Processor handles the information on the Data Controller’s instructions.

• If you access the platform through your employer or another organisation (for example, a school, academy, police service, or partner organisation), that organisation is the Data Controller for your personal information and learning records. Norfolk County Council provides and manages the Learning Management System on their behalf and acts as a Data Processor. If you have any questions about how your personal information is used, or if you wish to exercise your data protection rights, you should contact your organisation directly.
• If you are a Norfolk County Council employee or are using services provided directly by Norfolk County Council, Norfolk County Council is the Data Controller for your personal information and the information below sets out how your information is used and your rights.

What is the Purpose of this Document?

This Privacy Notice explains how we, Norfolk County Council, use your information when you access and use the Learning Management System (skills.norfolk.gov.uk).

The purpose of processing personal data through the Norfolk County Council Learning Management System is to deliver and manage learning and development services.

By ‘use’ we mean what we do with your information, and how we store and share it.

Further Details about Us and Your Rights

We provide the following details in our general privacy notice on our website:

·     Who we are (and contact details)

·     Your rights under the UK GDPR (including complaints)

·     This privacy notice should be read alongside our cookie policy

You can also ask us for a copy of these details.

How We Use Your Information

We will use your information to:

• ·     Register you for training and administer your access to courses and learning activities.
• ·        Provide, monitor and record participation in, and completion of, courses and learning activities.
• ·        Send you communications relating to your training, including joining instructions, venue details, updates and notifications of any changes or cancellations.
• ·        Inform trainers and administrators of any reasonable adjustments or specific training requirements you have identified.
• ·        Enable authorised NCC trainers and administrators to access attendee information where necessary for the administration, management and reporting of training activities.
• ·        Maintain training records and course attendance registers.
• ·        Administer charges for training services, where applicable.
• ·        Contact you regarding course updates (for example, if a course is cancelled at short notice).
• ·        Collect and analyse feedback and evaluation information to monitor training quality, review attendance and inform the planning and delivery of future training events.
• ·        Produce reports on training attendance, participation and completion.

We also use your information to review the quality of our services and improve how we work.

We also use your information in other ways compatible with the above. 

What Information We Collect And Use About You

We will collect and use:

·     Full Name

·     Email Address

·     Employer/Organisation

·     Finance details (where applicable)

·     Job Title

We also collect and use “special category” information about you courses/training where relevant:

• • Dietary (in-person)
  • Accessibility requirements (in-person and virtual)

By law we can only collect ‘special category’ information when it is relevant and for the purposes described above.

The UK GDPR makes sure we keep your special category and criminal conviction information safe and secure. More details are on our website in the document named ‘Special category data and criminal offences data policy’. This explains how we follow these legal duties.

Where We Get Your Information From

We receive most of this information from you, but we also receive it from:

• ·        Your line manager
• ·        CPD Lead (acting on your behalf)

Who We Share Your Information With

We share your information with:

• ·        course tutors (via attendance lists)
• ·        system administrators (Norfolk County Council employees)
• ·        Skillset (website provider)

All information is shared on a need-to-know basis. We do not share more than we need to.

We do not process your information outside of the UK or the EU.

Our Lawful Basis for Using Your Information

We have legal reasons under the UK GDPR to use your information because it is necessary:

·     For the performance of a task carried out in the public interest and the task or function has a clear basis in law. These statutory powers and duties are:

·        Care Act 2014 (duty to provide training and/or courses)

·        Apprenticeships, Skills, Children and Learning Act 2009

·        Education Act 1996

·     You have entered into a contract to deliver a contractual service

·     To comply with a legal obligation under the:

·        Equality Act 2010 (for example, meeting accessibility and reasonable adjustment requirements)

We have legal reasons to use (including share) your special category information because it is necessary for:

·        Ensuring reasonable adjustments are provided in accordance with the Equality Act 2010.

·        Meeting our duties under the Health and Safety at Work etc. Act 1974, including protecting the health, safety and welfare of attendees, trainers and staff.

You are not required to provide your personal information. However, if you choose not to provide this information, we may be unable to verify your identity or enrol you onto the portal to access training and courses.

How Long We Keep Your Information 

When the information is no longer needed for the above reasons, it will be securely deleted in line with our retention policies.

For users who sign up for an account, their account will be maintained for as long as they remain an active user of the system.

We will attempt to contact users who have not logged into the system for more than one year to confirm whether they wish to retain their account. If no confirmation is received, the user’s account and associated personal data will be securely deleted.

Where your information is used for research or reporting purposes, it will be anonymised or pseudonymised. Any notes (whether handwritten or electronic) created during research activities will be securely destroyed once no longer required. Anonymised or pseudonymised information may continue to be used in aggregated form within published research reports or papers.

How We Keep Your Information

Your information is securely stored within our Learning Management System, which is accessed via the website www.skills.norfolk.gov.uk.

Access to your information is restricted to authorised administrators, who may view and update your details where necessary. Any amendments to your information will only be made at your request, or at the request of your organisation.

For further information about how SkillSet processes your personal data, please refer to their privacy notice.

Automated Decision Making

We do not make automated decisions (including profiling) about you.

Links to Other Websites

Where this notice applies to information collected or processed via a website, please note that it only applies to Norfolk County Council’s website and will cease to apply once you leave our pages.

If you follow links to other organisations’ websites, including those provided by us, we recommend that you take the time to read their privacy notices, as we are not responsible for how your information is handled on those sites.

Changes To This Notice

We update this privacy notice from time to time, so please review it often. The date below is updated every time this privacy notice is updated.

This privacy notice was created July 2026