Privacy policy

How we handle your information and make sure your privacy is respected.


As a local authority Birmingham City Council (the council) and Birmingham Adult Education Service collect, hold and process information, including personal data about you.

The ESOL Hub website is overseen by Birmingham Adult Education Service for, and on behalf of, a partnership of Birmingham adult ESOL education providers.  All partner providers sign up to a BCC data sharing agreement before receiving any contact information via the ESOL Hub website.

Purpose BAES use learner information

Why do we collect and use learner information?

We collect and use learner information under the West Midlands Combined Authority and the Education and Skills Funding Agency contract for the provision of learning.

We use the learner data to:

  • Create an ESOL Hub number and profile for each registered user (potential ESOL learner).
  • Use information entered by the user to estimate an ESOL level and match the user with registered ESOL education providers.
  • Share minimum contact information and estimated ESOL level with the user’s selected ESOL education provider(s).
  • Report to Birmingham City Council, the West Midlands Combined Authority and the Education and Skills Funding Agency
  • Monitor and report on learner placements
  • Assess the quality of our services
  • Comply with the law regarding data sharing
  • Carry out statistical analysis that allows us to target and plan the provision of services

The categories of learner information that we collect, hold and share with the West Midland Combined Authority and the Education and Skills Funding Agency:

  • Personal information (including name, date of birth, address)
  • Characteristics (where provided) such as first language, residency status, employment status, disability

The categories of learner information we collect and hold within Birmingham Adult Education Service:

  • Email address, phone number
  • Income based benefits claimed
  • Online ESOL Hub assessment outcomes (where applicable)

The categories of learner information that we collect, hold and share with other agencies with your consent:

  • Online ESOL Hub assessment outcomes (where applicable)
  • Name, email address, phone number
  • Referral and placement information (such as date of referral, details of selected provider, follow up information – course placement outcomes and reasons for non-placement/attendance)

Timespan for storing learner data

We hold learner data for the year in which the learner studies plus 6 years. Safeguarding records are held for 3 years or until the learner leaves BAES, whichever is the later date.

Why we share learner information

We do not share information about our learners with anyone other than those listed above without consent unless the law and our policies allow us to do so.

Your Rights

Under data protection legislation, learners have the right to request access to the information about them that we hold. You also have the right to:

  • to ask for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If we are processing your personal information using your consent, you can withdraw your consent at any time.

For further details on the rights you have please see our privacy notice on our website at

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact the ESOL Hub at