Please read with Policy carefully as it contains important information on who we are, and how and why we collect, store, and share personal data. It will also explain your rights regarding your data, and how to contact us and supervisory authorities if you would like to report a concern about how we process your data.
What personal data do we collect?
Type of information:
- Training Providers
- Third Parties
- Telephone/ Mobile
- Date of Birth
- Learning Difficulties
- Photo ID
- Bank Details
- Next of Kin
How we collect your data:
- Register on our EPA portal
- Complete a form on our website
- Correspond with us by phone, email or in writing
- Report a problem
- Sign up to receive our newsletter
- Enter into a contract with us to receive products and/or services
Information we receive from other sources
Suppose you are a tutor, apprentice, employer, assessor, or trainer. In that case, we may receive information about you from your centre, training provider, or employer when they register to receive our services. They may also register you on our EPA portal.
Sensitive personal data
In certain limited cases, we may collect certain sensitive personal data from you (that is, information about your learning difficulties, photo ID and criminal records) However, we only do so if we say in a contract or have explicit consent.
How do we use your data?
All data is processed and stored securely for no longer than necessary in light of the reasons it was first collected. We will always comply with our obligations and safeguard your rights under the GDPR.
Our use of your data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your data, or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:
- Replying to an email from you
- Responding to an enquiry you made on our website
- Managing your account
- Performing an End-Point Assessment
- Audit purposes
How and where do we store your data?
We only keep your data for as long as we need to use it as described above and for as long as we have your permission to keep it.
Your data will only be stored within the UK.
Do we share your data?
We only share your data with third-party services that support our work, such as email management software and contractors working on our internal systems. Skills for Logistics Ltd is part of The Skills Group Ltd, and as such, staff from The Skills Group Ltd may work with Skills for Logistics Ltd and have access to your data.
In certain circumstances, we may be legally required to share data held by us, which may include your data, for example, where we are involved in legal proceedings, whereby we are complying with legal obligations, a court order, or a governmental authority.
Children and vulnerable adults
Part of our organisation focuses on End-Point Assessment. We regularly process personal data relating to the apprentice who undertakes one of our end-point assessments.
Information for parents/guardians
If the apprentice is under the age of 18 or a vulnerable adult, we will seek permission to record any audio-visual communications. We take great care to protect and respect the rights of individuals concerning their data.
How we safeguard personal data
We have in place appropriate technical and organisational measures designed to prevent unauthorised access to and misuse of your data. If you believe there is any misuse, loss or unauthorised access, please inform us immediately.
Please see below an overview of your rights. For further information, please refer to the ICO’s website: www.ico.org.uk
Please keep us informed of any changes to your personal information during the time we hold your data so that we may keep it accurate and up to date.
Contact details can be found at the end of this document.
Right to object
Should we be using your data as we see it necessary for our legitimate interests? If you don't agree, you can object. We will respond to this request within 30 days.
If you object to processing your data for your legitimate interests, we must stop unless our grounds for processing override your interests or where there is a legal reason for doing so.
We must stop if you object to marketing correspondence.
Right to withdraw consent
You have this right if we obtained your explicit consent to process your data and may withdraw consent at any time.
Data subject access requests
You can ask us what information we hold about you at any time, and there is no charge for doing so unless there are extenuating circumstances.
Requests will be actioned within 30 days (unless excessive or unfounded). We have the right to decline your request and will explain why this situation has arisen.
We may ask you to verify your identity before doing so.
Right to erasure
The data may no longer be necessary for the original purpose of collecting it. You may have withdrawn your consent to us holding/processing your data, the data has been unlawfully processed or is necessary due to our legal obligations or we may have no overriding legitimate reasons for processing.
Response to such a request will be within 30 days although this time frame may be extended depending on circumstances.
Of course, if we agree with the request your data will be deleted.
Right to restrict processing
Should you dispute the accuracy of the data we hold on you, processing will be restricted until this can be rectified. Should you object to the processing of your data under legitimate interests, processing would be restricted until we can confirm these grounds. If our processing is unlawful, we would need to restrict the processing of your data rather than erase it. Your data will be held until you consent or the processing is legally necessary.
We will notify clients, employees and third parties where appropriate of this restriction unless the effort in doing so is disproportionate.
Right to rectification
You can ask us to rectify inaccurate or incomplete data and update clients, employees, or third parties as appropriate unless this would be a disproportionate effort.
Right of data portability
You can transfer your data from us to another data controller. This can either be sent directly to the other controller or you in a commonly used format. This applies to the data you provide to us and the personal data we process based on your consent.
Please note that there are exceptions to the rights above and though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
Legal basis for processing your data
We only ever use your data with your consent or where it is necessary to: enter into, or perform, a contract with you; comply with a legal duty; protect your vital interests; this means, for example, keeping you safe from harm for our own (or third party’s) lawful interests, provided your rights don’t override these.
Approval date: 19th March 2022
Validity: One Year
Review Date: 19th March 2023
Job title of the person responsible for policy: Director of Operations
Name of person responsible for policy: Gary MacKay