Participant Privacy Notice (compliant with GDPR)
As part of any training delivery, Vocation Training Ltd collects and processes personal data relating to participants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What Information Do We Collect?
Vocation Training Ltd collects a range of information about you. This includes:
• Your name, age, address and contact details, including email address and telephone number;
• Details of your qualifications, skills, experience and employment history;
• Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the training delivery and for any work experience
• Information about your entitlement to work/claim benefits in the UK.
Vocation Training Ltd may collect this information in a variety of ways. For example, data might be contained in online and paper based forms, CV's, your passport or other identity documents, or collected through awareness sessions or other forms of assessment.
We may also collect personal data about you from third parties, such as referral partners. We will seek information from third parties prior to any training offer being made and will inform you that we are doing so.
Data will be stored in a range of different places including on your training record, in CRM systems and on other IT systems (including email).
Why Does Vocation Training Ltd Process Personal Data?
We need to process data to take steps at your request prior to entering into training with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is mandatory to check potential participants eligibility to claim funding and on occasion prior qualifications in the UK before training starts.
Vocation Training Ltd has a legitimate interest in processing personal data during the training process and for keeping records of the process. Processing data from participants allows us to manage the training process and assess and confirm a participants suitability for training. We may also need to process data from participants to respond to and defend against legal claims.
Vocation Training Ltd may process special categories of data such as information about ethnic origin, sexual orientation or religion or belief to monitor referral statistics. We may also collect information about whether or not participants are disabled to make reasonable adjustments for participants who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to training.
If your application is unsuccessful, Vocation Training Ltd may keep your personal data on file in case there are future training opportunities for which you may be suited. We will ask for your consent before keeping your data for this purpose and you are free to withdraw your consent at any time.
Who Has Access to Data?
Your information may be shared for the purposes of training and funding requirements. This includes internal members of the referral teams and can include referral partners such as Jobcentres and Councils, trainers involved in the training process, managers, administrators and progression staff if access to the data is necessary for the performance of their roles.
We will not share your data with third parties unless your application for training is successful and we make you an offer of a work trial. We will then share your data with potential work trial facilitators to organise work trial dates.
How Does Vocation Training Ltd Protect Data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For How Long Does Vocation Training Ltd Keep Data?
If your application for training is unsuccessful the organisation will hold your data on file for 6 (six) months after the end of the relevant training process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 (six) months for consideration for future training opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your application whether you give us consent to hold your details for the full 12 months in order to be considered for other opportunities or not.
If your application for training is successful personal data gathered during the training process will be transferred to your participant file (electronic and paper based) and retained during your training. The periods for which your data will be held will be provided to you in a new privacy notice.
Your Rights
As a data subject, you have a number of rights. You can:
• Access and obtain a copy of your data on request
• Require the organisation to change incorrect or incomplete data
• Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• Object to the processing of your data where Vocation Training Ltd is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact Helen Madden at helen.madden@vocationtraining.co.uk
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What If You Do Not Provide Personal Data?
You are under no statutory or contractual obligation to provide data to Vocation Training Ltd during the training process. However, if you do not provide the information, we may not be able to process your application properly or at all.
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