Training Delegate Privacy Notice (GDPR compliant)
The Company is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a training delegate. It also sets out how we use that information, how long we keep it for and other relevant information about your data.
Data controller details
The Company is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows: C&P Group Holdings Limited, Gorseinon Road, Gorseinon, Swansea. SA4 9GE. Telephone: 01792897002.
Data protection principles
In relation to your personal data, we will:
- process it lawfully and in a clear, transparent way
- collect your data only for reasons that we find proper for the course of your training in ways that have been explained to you
- only use it in the way that we have told you about
- ensure it is correct and up to date
- only keep your data for only as long as we need it, pertaining to the course you have booked and registered with.
- process it in a way that ensures it will not be used for anything that you are not aware of, or have consented to.
Types of data we process
Depending on what course you attend, we may hold many types of data about you, including:
- your personal details including your name, address, date of birth, email address, phone numbers
- your photograph
- marital status
- whether or not you have a disability
How we collect your data
You will be required to provide data mentioned above to ascertain that you are who you say you are. Depending on what course you attend will determine the amount of data you have to provide to us to satisfy both C&P Training Services Ltd and the relevant awarding organisation. This will enable the necessary steps be taken to ensure the correct person is attending the course. Forms will be sent to you prior to the course commencing. You will need to complete and return all relevant forms and declare the information you are providing is accurate and true
Your personal data is kept on a secure location with limited authorised access.
Why we process your data
The law on data protection allows us to process your data for certain reasons only:
- in order for us to perform the training you have applied for
- in order for us to inform and share your personal information with the relevant awarding organisations
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the reasons set out above to process your data.
We need to collect your data to ensure we are complying with legal requirements such as:
- Making reasonable adjustments for disabled delegates.
We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:
- Making decisions about who to offer training to
- Assessing training needs
- Dealing with legal claims made against us
We will hold your data in accordance with the awarding organisations’ policies and procedures and to inform you of any upcoming training courses which may be of relevance to you. You are free to withhold your consent to this aspect of using your data.
If you do not provide your data to us
One of the reasons for processing your data is to allow us to carry out identification processes for training services. Whilst you are under no obligation to provide us with your data, failure to provide the necessary data will not allow us to process the information and therefore will result in you not being able to participate on the training course.
Sharing your data
Your data will be shared with the relevant awarding organisation in order for them to register you for the training you have carried out and provide you with the relevant training certificate(s) / cards. Some of which will hold your photograph. The awarding organisations will also work to GDPR 2018 and have their own policies and processes in place to safeguard all data
We do not share your data with bodies outside of the European Economic Area
Protecting your data
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
Where we share your data with third parties, we provide written instructions to them to ensure that your data is held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
How long we keep your data for
In line with data protection principles, we only keep your data for as long as we need it and this will depend on what training course you have attended.
If you carry out a training course with us you will have given consent to us keeping your data on file for future training opportunities, if after the timeframe of which we have to hold your details you decide to remove consent for any other training opportunities, you can request in writing to have your details removed permanently
Your rights in relation to your data
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
- The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
- The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request
- The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
- The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it after the timeframe in which we have to hold your data for the course you have attended
- The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
- The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
- The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact Bev Davies on 01792 897002 or email email@example.com
Making a complaint
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.
Data Protection Officer
The Company’s Data Protection Officer is Bev Davies. She can be contacted 01792897002 or firstname.lastname@example.org