Data Protection and Privacy Policy

Who we are

Our website address is: http://workforceskillssupport.co.uk

Purpose
The purpose of this document is to set out in detail the types of personal data we may collect about you when you interact with Workforce Skills Support Ltd. It also sets out how we’ll store, handle and keep that data safe.

Scope
This process affects anyone who engages with Workforce Skills Support Ltd.

Policy objectives
Workforce Skills Support Ltd has a clear data protection and privacy policy as we want to fully inform anyone who engages with us to understand their rights, how we use you data and how we combine with third parties.  The policy has ten sections as follows:

Section 1 – Legal basis
The law on data protection sets out a number of different reasons for which company may collect and process your personal data. These include the following:
Consent
In specific situations, we can collect and process your data with your consent, an example of this may be when a box is ticked to receive email newsletters.
Contractual obligations
In certain circumstances we need your personal data to comply with our contractual obligations, an example of this is to enable us to register and certificate qualifications that you are enrolled on.
Legal compliance
If the law requires us to, we may need to collect and process your data.
Legitimate interest
In specific situations we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedoms or interests. An example of this may be that we use your purchase history to send you or make personalised offers via direct marketing information telling you about products and services that we think may be of interest.

Section 2 – When do we collect your personal data
We collect your personal data in the following ways:

– When you sign up to are enrolled on training courses
– When you request information regarding training or assessment
– When you engage with us on social media
– When you visit our website and input your details to sign up to our services
– When you contact us by any means with queries, complaints, etc.
– When you choose to complete any surveys, we may send you
– When you’ve given third-party permission to share with us the information they hold about you

Section 3 – What sort of personal data do we collect?
The types of personal data we collect are as follows:

– When you enquire about undertaking a training course or qualification with Workforce Skills Support Ltd we may collect your name, company name, contact details (address, phone number, email address), date of birth and national insurance number.
– When we register you with one of the awarding organisations we work with, for registration and certification purposes we collect your name, date of birth, CITB number (if applicable), ethnicity and gender.
– When we undertake the learning and assessment process we collect your name, date of birth, contact details, gender and any disabilities or learning difficulties.
– When we process payments we collect your payment card number, expiry date, security code, bank details, address, name and contact details.
– When we need to verify your identity or eligibility we collect your driving license details, passport details or birth certificate details.
– Information gathered by the use of cookies in our web browser.
– Any personal details which may help us to recommend items of interest.

Section 4 – How and why do we use your personal data
We use your personal data to deliver the qualifications and training that you have expressed an interest in and supply you with the information about the services and qualifications we provide. We want to give you the best possible customer experience. One way of doing this is to use your data to offer you promotions, products and services that you are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service. You can change how we use your data as is your right and more details are found in section 9 of this policy.

Section 5 – Using your data for personalised direct marketing
We want to bring you offers and promotions that are most relevant to your interests at times. To help us get a better understanding of you as a customer, we combine your personal information gathered from the training and qualifications you have undertaken with us and others, an example of this is when you have previously undertaken a qualification that are recorded on your personal learning record and held by awarding organisations. We may also combine that data that we collect directly form you with data that we obtain from third parties to whom you have given your consent to pass data onto us.

Section 6 – How we protect your personal data
We understand that data security matters to all out customers and with this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. We secure access to all transactional areas of our websites and apps using ‘https’ technology and is also encrypted.

Access to your personal data is password protected and sensitive data (such as payment card information) is secured by SSL encryption. We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

A notifiable breach will be reported to the relevant supervisory authority within 72 hours of Workforce Skills Support Ltd becoming aware of it, only if it is likely to result in a risk to the rights and freedoms of individuals. If unaddressed, such a breach is likely to have a significant detrimental effect on individuals – for instance, resulting in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage. The GDPR recognizes that it will often be impossible to investigate a breach fully within that time-period and allows us to provide information in phases. If the breach is sufficiently serious to warrant notification to the public, Workforce Skills Support Ltd will do so without undue delay.

Section 7 – How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised, an example of this is by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Section 8 – Who do we share your personal data with?
There are occasions where we are required to share your information with third parties to enable us to deliver the training you have chosen to undertake with us. These include:

– Awarding organisations to register and certificate your qualifications
– Third party assessors, trainers and internal quality assurers to deliver the training and qualifications you requested.
– The learner record service (LRS) to obtain your unique learner number (ULN) and access you prior training records.

Privacy Notice – The information you supply is used by the Education and Skills Funding Agency, an executive agency of the Department for Education (DFE), to issue you with a unique learner number (ULN) and to create your personal learner record, as part of the functions of the DFE. For more information about how your information is processed, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs-privacy-notices
– Operation companies such as delivery companies to deliver certificates (please note that in order to keep your data safe and protect your privacy with these organisations we only provide the information they need to perform their specific services; they may only use your data for the exact purposes we specify in our contract with them; we will work closely with them to ensure that your privacy is respected and protected at all times and if we stop using their services, any of your data held by them will either be deleted or rendered anonymous).

Data transfer outside the EU:
Sometimes we may transfer your details to third parties outside of the European Economic Area (EEA). If this happens we will make sure the transfer and storage of your information still complies with UK or EEA laws and this privacy policy.

Section 9 – What are your rights of your personal data
You have the right to request the following:

– Access to the personal data we hold about you.
– The correction of your personal data when incorrect, out of date or incomplete.
– When you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
– That we stop using your personal data for direct marketing.
– That we stop any consent-based processing of your personal data after you withdraw that consent.

You have the right to request a copy of any information about you that Workforce Skills Support Ltd holds at any time and also to have the information corrected if it is inaccurate. To ask for your information, please contact the Data Protection Officer, Workforce Skills Support Ltd,  Unit F12, Ransom Hall South, Ransom Wood Business Park, Mansfield, Notts. NG21 0HJ  mark@workforceskillssupport.co.uk

If we chose not to action your request, we will explain to you the reasons for our refusal.

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this data protection and privacy policy. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels, we must always comply with your request. To stop direct marketing communications from us, you can click the ‘unsubscribe’ link on any email correspondence that we send you or contact the Data Protection Officer (details above)

Section 10 – Contacting the regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioners Office. You can contact them by calling 0303 1231113 or go online to www.ico.org/concerns (please note we can’t be responsible for the content of external websites).

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

Section 11 – Staff Training
Workforce Skills Support Ltd are committed to training / briefing all staff handling personal data on their data protection responsibilities to provide awareness training on or shortly after appointment with updates at regular intervals or when required. Specialist training for staff with specific duties, such as, information security and database management and marketing will also be considered.

Key considerations are:

▪ So they know what is expected of them;
▪ To be wary of people who may try to trick them into giving out personal details;
▪ So that they can be prosecuted if they deliberately give out personal details without permission;
▪ To use a strong password – these are long (at least seven characters) and have a combination of upper and lower case letters, numbers and the special keyboard characters like the asterisk or currency symbols;
▪ Not to send offensive emails about other people, their private lives or anything else that could bring Workforce Skills Support Ltd into disrepute;
▪ Not to believe emails that appear to come from your bank that ask for your account, credit card details or your password (a bank would never ask for this information in this way);
▪ Not to open spam – not even to unsubscribe or ask for no more mailings. Tell them to delete the email and either get spam filters on your computers or use an email provider that offers this service.

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