Student and Workplace Data

Data collection and processing

Training for Care needs to process, i.e. collect, use, store and eventually destroy, information about you (the learner) and your workplace to enable it to follow its administration, registration and funding application processes. Data is collected at point of enquiry, application and induction.

The data we store includes your

  • Name
  • Contact details – address, email, telephone number
  • Workplace details
  • Date of birth
  • NI number
  • SCN number
  • Academic qualifications
  • Fee information and funding details

This data may be kept in both paper and computer records but is kept securely in both cases, either in locked cabinets or password protected computer records.

You should inform a member of staff at TfC if any of your details change or if you have any questions about the way your data may be used.

Sensitive Personal Data

Some of the personal data we process is defined as “sensitive personal data” under the Data Protection Act. This information must be treated more carefully than the rest of the data processed in terms of whether and why it needs to be collected, and who can have access to it.

Sensitive personal data is defined in the legislation as data referring to

  • Racial or ethnic origin
  • Religious beliefs or beliefs of a similar nature
  • Physical or mental health condition
  • Sexuality
  • Criminal offences

We may hold several examples of sensitive personal data about you. This data will be held securely and will not be used for any other purposes other than to provide adequate training, support or reasonable adjustments and for Equality and Diversity monitoring.

Disclosure of Your Personal Data

TfC will not give out your personal details to any third party except where you ask us to (in writing) or in the following instances

  • We are obliged in some cases to share some of your information with outside parties. These include the Scottish Qualifications Authority (SQA) for registration and resulting of qualifications, Skills Development Scotland (SDS) for Modern Apprenticeship and Employability Fund candidate funding claims using their FIPS system, Employability Fund Placement Providers, and Learning Assistant e-portfolio system which we use for SVQ candidates.
  • We are required to enter Equalities Monitoring information for Modern Apprenticeship and Employability Fund students onto SDS’s Funding Information and Processing System (FIPS) so that this information can be used by the Scottish Government.
  • Data will be released in relation to financial matters associated with your training, and if necessary to parties involved in the recovery of debts to Training for Care.
  • We will disclose details about you if it is important to your vital interests e.g. if you are in need of emergency treatment and we are asked to verify whether you have any medical conditions it would be necessary to know about. We will also provide data on request to law enforcement agencies where legally required to do so and where crime detection or prevention can be aided by the release of data.
  • We will only supply references where you have already asked a member of staff to provide a reference, or where the request is accompanied by a consent form signed by you, showing that you have consented to a reference being requested.

Your Rights

As the data subject you have rights in relation to the processing of your personal data.

1  The right of access, where the individual is entitled

  • to be told if a data controller is processing any information about them
  • to be given a description of that information, why it is being kept and to whom it may be disclosed
  • to have that information given to them as well as details about how that information was received
  • where the processing is carried out automatically for the purpose of evaluating matters relevant to that person, to have the logic involved in the decision taking explained.

Please contact TfC’s Data Protection Officer if you wish to make a subject access request.

2  The right to prevent processing likely to cause damage or distress. An individual can ask a data controller to cease or not begin processing any personal data if that processing could cause unwarranted substantial distress to the individual or someone connected to the individual.

3  The right to prevent processing for purposes of direct marketing.

4  The right to seek legal advice where you have suffered damage as a result of failure by the data controller to comply with the Data Protection Act. Advice can be found on the Information Commissioners Office (ICO) website

How long will TfC keep your personal data?

We will keep your full student record, as described above, for six years after the end of the year in which you complete your training or leave TfC. After six years, we will retain only the data necessary to identify the training undertaken and to the dates of the training for statistical purposes. All other personal data on your student record will be disposed of in a secure manner. Records of short course training will also be retained for 6 years and will then be disposed of securely.

Privacy & Cookies

The following discloses the information gathering and dissemination practices for this Website.


If you would like to receive email communication about our courses, our Website has an email sign up form. Information provided in this form will only be used for email publicity and we will not pass your information to any 3rd parties. Users may opt-out of receiving future mailings from us or completely remove their details from our databases by contacting us.

Information submitted via the website’s booking forms will only be used to process the booking and will not be used for any other purposes or passed to any 3rd parties.


A cookie is a small data file that certain web sites write to your hard drive when you visit them. The only personal information a cookie can obtain is information a user supplies him or herself. A cookie cannot read data from your hard disk or read cookie files created by other sites. Cookies, however, enhance our web site performance in a number of ways, including providing a secure way for us to verify your identity during your visit to our web site and personalising your experience on our site, making it more convenient for you.

This site uses:

  • Google Analytics Tracking: visitor software that uses cookies to track information about how visitors come to the website, which pages they visit, and other actions that visitors make whilst on the site. This data is then used in order to improve the user experience of the web site. All user data collected in this manner is anonymous.
  • PHPSESSID: This cookie is automatically created via PHP when a session is in use on the site.

Should you wish to do so, you can refuse cookies by disabling them in your web browser’s settings, and you do not need to have cookies turned on to successfully use our service. Most browsers are defaulted to accept and maintain cookies and you can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it or not. Please consult the support documentation for your web browser, which can be found online, for more information.

Information Automatically Logged

We use your IP address to help diagnose problems with our server and to administer our Website. Your IP address is also used to gather broad demographic information. We also collect information with regard to referrers and exit points to help diagnose problems with our server and to administer our Website.

External Links

This site contains links to other sites. We are not responsible for the privacy practices or the content of such Websites.


This site has security measures in place to protect the loss, misuse, and alteration of the information under our control.

If you have any questions about this privacy statement, the practices of this site, or your dealings with this Website, please contact us.