Privacy notice - Learner Data

As the regulator of awarding bodies and qualifications in Wales, in order to exercise our official functions under section 46 of the Qualifications Wales Act 2015, we will request learner data from awarding bodies, Welsh Government and other public bodies which may identify individuals

Such data collections may include special category data such as the learner’s ethnicity or data about the learner’s health where this may be linked to special considerations.  This special category data will only be collected under the legal basis that processing is necessary for archiving purposes in the public interest (article 9(2)(g) of UK GDPR), or scientific and historical research purposes or statistical purposes in accordance with Article 89(1) according to article9(2)(j) of the UK GDPR.

Qualifications Wales is the Controller of this data and details of how to contact us are provided below.

Our purposes for requiring the data are:

  • To carry out our monitoring and audit functions
  • To publish statistics about the qualifications system in Wales
  • To carry out evidence-based research on the qualifications and the qualifications system
  • To investigate particular issues reported to Qualifications Wales

This is to support our Principal Aims:

  • ensuring that qualifications, and the Welsh qualification system, are effective for meeting the reasonable needs of learners in Wales;
  • promoting public confidence in qualifications and in the Welsh qualification system.

No data identifying individual learners will be published.  We do not make any decisions about individuals based on the data.  Appropriate organisational and technological safeguards are in place to ensure security of the data.

The data will be retained for 15 years to enable trends to be analysed. After this point it will usually be destroyed.  As a keeper of public records, in some cases, where datasets are appraised as being of historic interest, they may be retained and transferred to the National Archives after 20 years.

We may share data with third parties to undertake research and analysis on our behalf.  All third parties processing personal data on our behalf are required under contract to abide by the UK General Data Protection Regulation.

As producers of official statistics we comply with the Code of Practice for Statistics in the production of statistics.

Freedom of Information

Please note that as a public body, all written information that we hold (including written enquiries) is subject to Freedom of Information requests.  We will comply with the Data Protection Act 2018 and UK GDPR when considering requests made under the Freedom of Information Act.

Your Rights

Subject to some legal exceptions, you have the right to:

  • request a copy of the personal information Qualifications Wales holds about you
  • to have any inaccuracies corrected
  • to have your personal data erased
  • to place a restriction on our processing of your data
  • to object to processing
  • to request your data to be ported (data portability)

Please note that exemptions to these rights may apply to personal data held for statistical analysis purposes.

To learn more about these rights please see the ICO website.

Please address any such requests to the

QW Data Protection Officer

Qualifications Wales

Q2 Building, Pencarn Lane,

Imperial Park,



NP10 8AR

01633 373222

If you are dissatisfied with our response you can complain to the Information Commissioner's Office

Information Commissioner's Office
Wycliffe House
Water Lane