The EU General Data Protection Regulation (“GDPR”) comes into force across the European Union on 25 May 2018. The new Regulation aims to standardise data protection laws and processing across the EU, affording individuals stronger, more consistent rights to access and control their personal information. Personal information is information, or a combination of pieces of information, that could reasonably allow you to be identified.
PGL Training (Plumbing) Ltd is committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. PGL (Plumbing) Ltd is dedicated to safeguarding the personal information under our remit and to developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation.
What personal data do we collect?
As a Training Provider we hold certain personal data about apprentices, our commercial learners/candidates and employers.
We may collect and process the following personal data:
Information you provide to us if you:
Complete a ‘contact us’ form on our website;
Correspond with us by telephone, email or in writing;
Enter into a contract with us to receive products and/or services;
Sign up to receive our communications;
Complete a survey.
We may collect your name, email address, postal address, telephone number, employer details and job role.
Information we collect about you
If you visit our website we may automatically collect the internet protocol (IP) address used to connect your computer to the internet plus other technical information.
When you or an employer applies for a course on behalf of an employee we will collect the following data:
Personal details (for example, your name, data of birth, national insurance number, contact details, details about your health and any learning difficulties, next of kin, ethnicity, education history, employer details and biometric data – eg passports for identification purposes.)
Employment details where this relates to an apprenticeship or vocationally relevant qualification.
What information may we collect from other sources?
Information relating to prior learning from the Learner Record Service;
Awarding Body records;
References from employers;
How and why we will use your personal information
To carry out our obligations arising from any contracts entered into between you and us;
To provide you with services you have requested including the delivery of apprenticeships, standalone qualifications and other services you have requested;
To communicate with you;
To promote potential apprentice applicants to employers;
To contact employers regarding potential apprenticeship applicants;
To contact employers regarding new initiatives that may be of interest to you where we have a ‘legitimate interest’ in doing so ie because of an existing business to business relationship with you.
If you are an apprentice or any other funded learner, please read this Notice in conjunction with the Education and Skills Funding Agency Privacy Notice provided on enrolment which gives further information on how the Agency uses your personal information.
If you were an existing or former customer as at 24 May 2018 and have been receiving information about our services from us, we will continue to contact you by email and/or post unless you ask us not to.
If you become a customer on or after 25 May 2018 we will only contact you regarding our services if you have consented to this. You may choose not to receive offers from us.
During the enrolment process both learners and employers are given the opportunity to select their preferred contact method and opt in or out to receiving additional information from us.
We will take all reasonable steps to ensure our staff protect your personal data and are aware of their information security obligations. We limit access to your personal data to those who need to know it.
For funded and loan provision (eg apprenticeships, traineeships and 19+ loans) your data will be shared with the Education and Skills Funding Agency and in the case of loans with Student Finance England. Apprentice and employer details will also be shared with Apprenticeship Certification England and its members to progress the apprenticeship through to completion. Where an employer registers a vacancy with us, the details will be shared with The Apprenticeship Service, Job Centres and recruitment services.
All course participants’ personal data such as name, address, gender, date of birth will be shared with Awarding Bodies to enable registration on qualifications and subsequent certification.
We will share personal data with law enforcement or other authorities if required and where permitted by law.
Security and storage
We have in place measures to protect the security of your personal information and keep it confidential. We review these measures regularly to make sure they remain appropriate. We also have procedures in place to deal with any suspected data security breach. We will notify you and the regulator or a suspected data security breach where we are legally required to do so.
When sharing your personal information with another third party we will make sure that they also have measures in place to protect it and keep it confidential and agree to use the personal information only for the purposes we set out.
How long will we keep your personal data?
For funded provision, we will retain personal data relating to you or the apprentice’s/employee’s learning for a period of six years following the contract year in which the funded learner completed their learning to ensure we comply with contractual, legal, audit and other regulatory requirements. This timescale will be revised as and when required in line with any updated guidance received from the Education and Skills Funding Agency.
For non-funded courses the Awarding Body requirements will be followed; candidate work is kept until the next External Quality Consultant visit and the assessment recording data is then kept for a further three years.
Under the GDPR you have rights regarding your personal information, including the right in certain circumstances to access, correct, delete or transfer your personal information. If you would like to discuss or exercise these rights, please use the contact details supplied below.
Right to Access
You have the right to request a copy of the personal data that we hold about you by contacting us on the email address given. You will need to provide information to verify your identity. We will respond to your request within one month of receipt of the request.
Right to Rectification
We aim to keep your personal data accurate and complete. Please let us know using the contact details provided if any details held are incorrect or if your circumstances change – eg change of address, marital status.
Right to Erasure
You have the right to request the deletion of your personal data under certain circumstances. The right to erasure will not apply to funded learners, apprentices or employers where the data is shared with the Education and Skills Funding Agency for funding purposes. If you would like to request that your personal data is erased, please inform us using the contact details below.
Right to Object
In certain circumstances you have the right to object to the processing of your personal data, for example where you do not feel there is a legitimate interest or it is being processed for direct marketing purposes. Please let us know of your objection using the contact details supplied.
Right to Restrict Processing
If you wish to restrict or block the processing of your personal details please contact the Privacy Officer when your request will be reviewed.
Right to Data Portability
You have the right to obtain and reuse your personal data that you have provided to us as long as the process is based on consent or the performance of a contract and is provided to you or another data controller in a machine-readable format.
There are some exceptions to these rights under GDPR. If we are unable to comply with a request due to an exception we will respond with the reasons why.
Changes to the Policy
We may update this privacy notice from time to time. Updates are effective from the date on which they are published on our website.
How to contact us
The Privacy Officer at PGL Training (Plumbing) Limited is Miss Kristina Cousins, email firstname.lastname@example.org. Please do not hesitate to contact her with any questions or concerns.