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How Welsh Government use your data for Lifelong Learning

It is mandatory that the Lifelong Learning Wales Record (LLWR) privacy notice is seen by each learner during the enrolment process and for those learners that are currently in learning.


The learning programme you are about to enrol on is funded either directly by the Welsh Government or part funded via the European Social Fund (ESF) approved operations (through the Welsh Government).

Your participation in the programme is dependent on you providing personal data. The legal basis we rely on to process your personal data is article 6(1)(e) of the UK General Data Protection Regulation. This allows us to meet our legal duties and administer and monitor the funding we provide. Where you provide special category information, such as ethnicity, this will be processed, for reasons of substantial public interest (under Article 9(2)(g) and statistical purposes (under Article 9(2)(j). A full list of special category data can be found using the following link: learning wales record privacy notice (opens new window)

The Welsh Government will be the data controller for the personal information you provide.

If your programme is ESF funded, you will be asked by your learning provider to supply additional evidence such as a passport, recent payslip or qualification certificate. A copy of this evidence will be kept by your learning provider for ESF audit purposes, and a sample of learner evidence across providers will be sent to the Welsh Government.

What will the Welsh Government use your information for?

The Welsh Government uses your data for funding, planning and policy development as well as monitoring learner outcomes (such as achievement of qualifications, learner progress and destinations).

Additionally, your data will be used in official statistics and research about post-16 learning, including how health and individual circumstances affect the educational outcomes of learners in Wales. Our official statistic reports give an overall picture of learners in Wales, what they study, their achievements and their destinations after they leave learning. They include, for example, information on patterns in learners' gender, ages, and the qualifications, subjects and levels they are studying. Individual learners cannot be identified in these publications.

As part of the new Jobs Growth Wales Plus (JGW+) employment strand, data will be used to determine Welsh Government wage rate subsidy payments whilst during the period of employment, to ensure the correct wage is being paid for the participant. Employer data will also be used to support, monitor and determine the destination of those participants through employment.

Research organisations will also use post-16 learner data to evaluate Welsh education policies and programmes. As part of these evaluations, they may also conduct optional learner surveys, which will assess the impact of a programme on the individual learner as well as contribute to future Welsh Government policy development, for example, establishing how much apprentices are paid, which then contributes to developing a national minimum wage policy.

In order for the Welsh Government to evaluate the impact of its programmes on certain groups of learners, we will link your data with other educational records we hold, such as the Pupil Level Annual Schools Census, Welsh Examinations Database and Higher Education Statistics Authority. We use this linked data to help us understand the progress and outcomes of learners in Wales, to inform our research, performance measures and statistical publications. We may also share this linked data with researchers and with our partners, including Estyn and Qualifications Wales, to help them carry out their own data analysis to inform inspections and reviews. Individual learners cannot be identified in the linked data we share with our partners.

A more detailed list of how your data is used can be found using this link: learning wales record privacy notice (opens new window)

Who the Welsh Government shares your data with and why

Please go to the following link: learning wales record privacy notice (opens new window) for the full version of the privacy notice for a complete explanation of who we share your data with and why.

Your rights and choices under the UK General Data Protection Regulations (UK GDPR) include:

  • access to the personal data the Welsh Government holds on you;
  • requiring the Welsh Government to rectify inaccuracies in that data;
  • objecting to processing on grounds relating to your particular situation (in some circumstances);
  • restricting processing (in some circumstances);
  • having your data erased (in certain circumstances);
  • lodging a complaint with the Information Commissioner's Office (ICO) who is the independent regulator for data protection.


How long will the Welsh Government keep your data for?
Data typeData retention periodData uses
Further education and adult learningYour data will be deleted after 10 yearsThis enables the Welsh Government to analyse learner data and create reports over a period of time. These reports will be used to help inform policy decisions or to forecast future funding. Where learning is ESF funded, data is kept so that it can be checked and audited. The timescales for keeping data are decided by the European Union.
Apprenticeship Commissioning Programme (ACP)Your data will be deleted 10 years after the end of the contract period.
Jobs Growth Wales Plus (JGW+)Your data will be deleted after 10 years.

Your data will be kept for a longer period for statistical and research purposes.


For further information about the information which the Welsh Government holds and its use, or if you wish to exercise your rights under the UK GDPR, please write to us using the details below:

Data Protection Officer, Welsh Government, Cathays Park, Cardiff, CF10 3NQ.


To contact the Information Commissioner's Office, please see details below:

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Tel: 029 2067 8400 (Wales helpline) or 0303 123 1113 (UK helpline).

Website: (opens new window)

Notifications of changes

This privacy notice was last updated in March 2023 and we keep it under regular review to make sure it is up to date and accurate. We will always notify you of changes to the use of your data via this privacy notice and your provider The Lifelong Learning Team. All of the Welsh Government's processing will comply with data protection legislation.

If you prefer not to supply your special category data at any time, you must contact your learning provider who will update your record.

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