Organisational Development Privacy Notice

Service being provided

The provision of organisational development services to Worcester City Council and its employees, including coordinating training, apprenticeships and employee education opportunities, and managing associated funding and development budgets in liaison with external partners.

Categories of personal data we collect

• Name
• Address
• Contact details
• Date of birth
• Emergency contact details
• Information about dependants (where relevant)
• Employment and job role information
• Learning records and qualification details
• Apprenticeship standard and programme information
• Attendance, assessment and completion status

Special Category data we collect

In some circumstances, we may collect special category data, including:

• Racial or ethnic origin
• Disability
• Religion or belief
• Sexual orientation
• Gender identity
• Pregnancy or maternity

This information may be collected on a voluntary basis to support equality monitoring, disability and health-related support, reasonable adjustments, and to help us meet our duties under the Equality Act 2010.

Consequences of failing to provide personal data

If required personal data is not provided, this may delay or prevent training and development opportunities at Worcester City Council.

Data controller and processors

The Data Controller is Worcester City Council. 

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  

Learning Pool – training and development is a data processor for Worcester City Council.

All processors act only on the Council’s instructions and are required to process data securely and lawfully.

Purpose of Processing

• Support workforce development and organisational learning
• Recruit, enrol, and manage apprenticeships and funded training programmes
• Administer the apprenticeship levy and related payments
• Monitor training progress, completion, and outcomes
• Meet statutory reporting and funding requirements
• Support professional development and skills planning

Lawful basis for processing personal data

• Article 6(1)(b) UK GDPR – processing necessary for entering into or performing an employment contract;
• Article 6(1)(c) UK GDPR – processing necessary to comply with a legal obligation, including statutory apprenticeship, funding and reporting requirements; and
• Article 6(1)(e) public task where processing supports official public authority functions.

Lawful basis for processing special category data

• Article 9(2)(g) UK GDPR and Schedule 1 of the Data Protection Act 2018 – processing necessary for reasons of substantial public interest, including promoting equality and monitoring fairness.

Source of data

• You, directly
• Application forms and supporting documentation
• Managers
• HR/payroll systems
• Learning Pool
• External training providers
• Apprenticeship providers
• Department for Education or apprenticeship funding systems, where relevant

Who we share the information with

Personal data may be shared where necessary and lawful, including with training providers and apprenticeship bodies:

• external training and education providers delivering apprenticeships or qualifications;
• organisations administering apprenticeship funding and reporting requirements; and
• regulatory or funding bodies where required for compliance and audit.

Details of data transfers outside the UK and safeguards in place

Data is not normally transferred outside the UK. Where personal data is transferred outside the UK, appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses.

Automated decision-making

We do not carry out automated decision-making or profiling in relation to this processing.

How long we hold your information

• Training and apprenticeship records are retained for 6 years from the date employment ceases but this may be longer in line with statutory funding requirements.

All information is stored securely and destroyed confidentially when no longer required.

Your rights

You have rights under UK GDPR, including the right to:

• access your personal information;
• ask us to correct incorrect or incomplete information;
• ask for your information to be deleted, in certain circumstances;
• restrict how your information is used;
• object to certain uses of your information;
• request your information in a commonly used format, known as data portability; and
• understand and challenge automated decisions and profiling.

Some rights may be limited where the Council is required to process data by law.

Individual’s right to withdraw consent at any time

Organisational development processing does not normally rely on consent. Where consent is used for optional activities, it may be withdrawn at any time.

Complaints and further information

If you have questions or concerns about how your information is used, please contact the Data Protection Officer:

Email:        This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone:      01905 722233

Address:  Data Protection Officer, Worcester City Council, The Guildhall, High Street, Worcester WR1 2EY

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Website:   www.ico.org.uk

Phone:      0303 123 1113

Address:   Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on our website.