My Learning Source privacy notice
About this privacy notice
This notice was written following the General Data Protection Regulation (GDPR) which came into effect on 25 May 2018.
This privacy notice aims to provide users of ‘My Learning Source’ (Southwark Council’s learning management system) with clarity on how their personal data is collected, used, shared and stored. It also informs users about their rights over their personal data held on My Learning Source.
Users are defined as anyone having access to My Learning Source via a personal account.
A user can be a:
- Southwark Council employee
- agency worker for Southwark Council
- learner from one of Southwark Council's partner organisations
- student on a placement with Southwark Council
- training provider external to Southwark Council
- volunteer for Southwark Council
- foster carer for Southwark Council
- Southwark Council or Learning Pool system administrator
This privacy notice may be updated in the future, as required. All updates will be made available on this page. All users will be informed of any changes affecting the meaning of any parts of this notice either via appropriate communications on My Learning Source or via email.
What data we hold about you
My Learning Source holds a variety of personal data on its users.
On your user profile, this may include (but is not limited to) your:
- full name
- email address
- My Learning Source username
- organisation name
- department
- division
- business unit
- postcode
- city
- manager name
- manager email address
- work phone number
- mobile phone number
- work address
- billing contact name
- billing contact email address
- job title
- position
- login date/time
- IP address
- payroll number
- work situation (as listed in the section "About this privacy notice")
- agreement to My Learning Source's Terms and Conditions
- whether or not you are a people manager
On your learning activities, this may include (but is not limited to) your:
- start dates and times
- completion dates and times
- cancellation dates and times
- opened dates and times
- viewed dates and times
- progress status
- sent or received dates and times of
- course pages
- seminars (face to face training)
- e-learning modules
- questionnaires
- quizzes
- podcasts
- videos
- forums
- certificates
- assignments
- messaging
- hyperlinks
- any other learning resources and materials hosted on My Learning Source
Why we collect your data
Southwark Council uses your personal information to provide you with access to My Learning Source and manage and record your learning activity. We require this data because you:
- are a Southwark Council employee or
- have requested Southwark Council to provide you with the services available on My Learning Source, which you can choose to use (i.e. not statutory or mandatory), and we need your personal data to provide and improve these services
How we use your data
We will only use your personal data for the purpose of co-ordinating, managing, monitoring and recording your learning and training activity on My Learning Source.
For example, the personal data attached to your user profile allows My Learning Source to provide and improve the following:
- a variety of courses
- targeted content
- communications
- seminars (face to face training) management
- e-learning management
- reports (including records of learning)
This is not an exhaustive list of services. My Learning Source is a complex, constantly evolving learning management system. New features and services are communicated to users either via appropriate communications on My Learning Source or via email.
Note that training records may also need to be referred to in any industrial action.
Who we share your data with
My Learning Source is run in partnership with the company Learning Pool. Learning Pool provides:
- a learning management system and
- customer service (technical support, system development, project management etc.)
Southwark Council is required to share your personal data with Learning Pool in order to have the learning management system and the customer service in place.
Training providers are issued with system administration permissions and responsibilities. They require access to your personal data to carry out their duties (e.g. view attendees’ details, mark course attendance, view evaluation responses). Training providers may be employees of Southwark Council, partner organisations or external companies.
If you are a Southwark Council employee, your personal data is also shared with your line manager. This is to support them in carrying out their line management responsibilities.
How long we keep your data for
We keep your personal data on My Learning Source for the remainder of the current year plus six (6) years (CY + 6) from your leaving date from your organisation, after which all your data will be deleted permanently. If we don't have access to your leaving date, we may use the last date you have logged in as a reference.
Your rights regarding your personal data
You can ask to know about all your personal data held on My Learning Source. If you have any query regarding your personal data, please contact dpo@southwark.gov.uk.
You can ask for all your personal data to be deleted from My Learning Source at any time. Please email learning@southwark.gov.uk to make your request. Note that this process stops all services provided to you through My Learning Source, removes the entirety of your data and is irreversible.
If you have any query regarding your personal data, please contact dpo@southwark.gov.uk. More information about your rights is available on our website, or via the Information Commissioner website.
If you have any query for Learning Pool, they are contactable on 0845 074 4114 or support@learningpool.com.
If you have any query for a specific training provider, please contact learning@southwark.gov.uk in the first instance.
The Southwark Council Learning and Development Team: 160 Tooley Street, London, SE1 2TZ
Page last updated: 11 August 2018
