PRIVACY – How we use your information

The Data Protection Officer with responsibility for monitoring this privacy notice is: Mary Noble

Why do we collect and use your information?

We process personal data relating to those we train, employ and work alongside in accordance with Article 6 – ‘the rights of data subjects’ under the Data Protection Act 1998. {Article 9 – ‘processing of special categories of personal data’ under the GDPR – from May 2018}

We use this data while we are managing your training, employment or contractual obligations with us. It is essential in assisting us in the running of the organisation, and to inform the development of our policies and procedures.

We will only ever collect and process personal data for and to the extent necessary for the specific training purpose(s).

We are also collecting data for staff employment and accounting purposes and it is essential to do so by law and so that we can fulfill our duties as an employer/organisation.

The type of details that we hold on our data subjects are as follows:

  • Personal details – this includes your name, your address, your email address, telephone and mobile phone number as well as other contact information that will allow us to meet our organisational and statutory obligations.
  • We are required by the government to obtain details of your National Insurance Number.
  • We may also be obliged for lawful reasons to obtain a criminal check by way of DBS. This is essential because we have a duty to protect the young workers who attend our courses and to ensure that you are cleared to work with children and young people.
  • As part of our commitment to ensuring equality, we may also collect information pertaining to your ethnicity, language, and
  • We also have a duty to ensure that we can act swiftly and to contact the relevant and appropriate people in the event of an accident, problem or in the event of death. Therefore we collect information relating to your next of kin. .
  • We ensure that all data subjects are comfortable with the information collected, ensuring that they know why and how this is collected.
  • We provide our staff/committee members with regular meetings where all are given the opportunity to discuss any issues that may have arisen in a set period. This allows all parties to discuss any issues relating to the training. This is part of our instructor appraisal process. We gather the information and keep the information on file. We do this, so we can help and support our trainees in the best way that we can.

Information gathering 

The majority of data supplied is obtained through lawful consent and is essential in order for us to undertake training.

We will always ensure that you are aware of the types of data that you are legally obliged to provide but we will also tell you what data isn’t necessary. In the event that you supply data that is not mandatory but you feel the need to share this with us, we will ensure that your data is protected and not discussed with anyone else.

We will from time to time ask you to update any data that we currently hold, this is because we will need to know that the information we hold about you is accurate and up to date and relevant.

We may gather and collect further information that helps us, the organisation, to deal with any issues that may arise from complaints or disputes within the course of our dealings.

Other reason we may collect data:

  • To comply with HMRC and our own legal obligations with respect to pensions and PAYE
  • To prevent fraudulent claims being made
  • To comply with legal obligations, g Insurance, Health and Safety.

How do we store your data?

  • We ensure that only those that have a need to know basis can access your data. We have a Data Protection Officer who oversees the process.
  • All paper files are marked confidential and are stored in a locked cabinet.
  • All electronic data is password protected

Sharing of Personal Data

The nature of the organisation is one which holds a requirement to share data with external governing bodies.  We gain your consent to share your data for these purposes. Without which training cannot be certified.

The right to request access to your data

Under GDPR and UK Data Protection law you the data subject have strong data protection rights, and this means that you have the right to request access to your data. It also means that you have the right to have your data modified immediately if it is inaccurate.

You can also ask for your data to be erased, though please note this can be done in most cases unless there is a lawful reason for not doing so.

If you would like to make a formal request to access your data please contact our Data Protection Officer

If you are unhappy with the data collected or something is inaccurate, please let us know as soon as possible, so this can be release let us know if the Personal Data that we hold about you needs to be updated

If you would like to discuss anything in this privacy notice, please contact Mary Noble on 07973 890021


Website/Facebook/Twitter Privacy Notice

This website/Facebook privacy notice describes how we protect and use of the information you provide when you use our website or Facebook page.

If you are asked to provide information when using this website, it will only be used in the ways described in this privacy notice. Our Website/Facebook/Twitter Privacy notice is intended to inform you of how we use the information that you provide. In order to sustain our business and provide products and services, it is essential that we collect certain information about our customers and members. The information that we collect informs our business planning and allows us to provide services and products that are tailored to meet the requirements of the site users/customers.

We have appointed Mary Noble as our lead Data Protection Officer. She has overall responsibility for monitoring this privacy notice and to ensure effective implementation.

Information Gathering

As part of our information gathering our website may collect the following information from site visitors and customers:

  • Name, Gender, and age
  • Postal Address
  • Contact information including email address
  • Demographic information
  • Personal interests
  • How often visitors spend on specific pages and how often pages are visited
  • Other information relevant to client enquiries
  • Other information relating to exclusive offers and surveys

The main reasons for collecting the data is to ensure that we are delivering he services that are specific to you and help us to deliver improved services, this raising quality.

Specifically, we may use data to:

  • Inform our own business records and documentation
  • To improve the services, we provide to our customers
  • To contact next of kin, in the event of emergencies To ensure that parents/guardians are kept up to date with relevant information
  • To send you promotional emails about products
  • To send out information pertaining to extra services that we may offer
  • To contact you via email, telephone or facetime to ask you to provide data for ongoing research

How we collect information from our visitors

Cookies

This site uses cookies – small text files that are placed on your machine to help the site provide you with a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics.

As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser, or taking a look at the About Cookies website which offers guidance for all modern browsers

Opting in or Out

Our website is connected to our own internal Customer management system this allows us to sort data which is key to driving the business forward as well as meeting the requirements of our customer. When clients fill in data forms on our webpage the information is sent directly to our systems allowing us to process the data and send out relevant information to you. However, you do have the choice whether or not to receive such emails, as by law we have to offer an opt-in /opt-out system.

Customers are provided with the opportunity to unsubscribe from our email database. You can simply let us know by:

  • Clicking the ‘Unsubscribe’ link on the email that you received, and this allows us to amend your preferences, and you will instantly stop receiving emails from us. sent to you by changing your preferences. Please be aware that from time to time newsletter and parents evening dates are sent through via email so you may miss these
  • Email us at: info@trentvalleytraining.co.uk

Under NO circumstances will we ever distribute, sell on, or lease your personal information to any third-party companies without first obtaining your permission. This is NOT our policy

Security

We take the security of our website and devices very seriously which is why we are protected through a managed service. The managed service allows for our website to be scanned on a regular basis for possible threats and vulnerabilities.

All personal information is protected through secured networks and can only be accessed by authorised personnel. All authorised personal are required to keep the information confidential. Furthermore, all sensitive data including credit information is encrypted by our managed service For those that use our websites to book online places, we protect our systems by ensuring a variety of security measure is in place.

External links on our Website

We do not have any control of websites outside the control of our own website domain. If you provide information to a website to which we link, we cannot be held responsible for its protection and privacy. We are not responsible for external links. Please be careful when you are submitting data to websites, and it is best practice to ensure that you read the sites privacy policy fully so that you understand your rights and responsibilities as a user of that site.

If you would like to discuss our Privacy Policy in greater detail, please contact us as soon as possible.