Summary

This privacy notice sets out how Hampshire Academy Training uses and protects information you provide to us when using our website. It describes in detail how your personal information will be used and if required shared, what your rights are in relation to personal information and how you can exercise those rights.

By using the Hampshire Academy Training website, you consent to us storing your information under the terms set out in this Privacy Statement. We are committed to maintaining the privacy of your data and this statement will set out how we use and protect your information. All information is stored safely and collected lawfully in accordance with the Data Protection Act 1998. If you do not agree to us processing your data as outlined below, please do not submit any personal data to us through this website.

We are committed to ensuring that your privacy is reasonably protected. Should we ask you to provide certain information by which you or others can be identified when using our websites, then you can be assured it will only be used in accordance with this privacy notice.

We will collect and otherwise use personal information about you to enable us to administer our services (as detailed below), enabling us to provide you with other related services and help us manage our relationship with you. We collect personal data to aid with enquiries about our courses. This data includes information you supply on application forms such as your name, address and telephone number etc. By providing this information, you are consenting to us using the information to deal with enquiries and register you on courses in accordance with this Privacy Statement.

In this Privacy Notice:

  • We, us or our (or other similar words) means HAT;
  • Education Services means the design, development and certification of regulated and unregulated qualifications, awards and training, and the development of associated learning resources for learners;
  • You – is the person whose personal information (as defined below) we collect, use and process. This includes anyone who contacts us in connection with the delivery or receipt of services we provide or otherwise interacts with us such as learners and third parties that provide services to us; and
  • Website means www.hampshireacademytraining.co.uk

Who is responsible for your personal information?

The data controller is, Hampshire Academy Training. We are a company trading as a sole trader. Our office is at Botley Mill, Mill Hill, Botley, Southampton, SO30 2GB. This is also our main trading address.
We control the information collected by us about you and the purposes for which the information is used. This means that we are the data controller (for the purposes of the DPA) in respect of such personal information.

We may share your personal information with other organisations, including those who provide us with assistance in the delivery of our services or, where applicable regulate our provision of Education Services. Please see below for further information.

What information do we collect?

We may collect and process information about you. This information may include your name, address, contact details (including email address and mobile phone number), bank account details, details of courses you have attended, your ULN and data collected as part of any documents you complete online to which you subscribe/enrol. This information is referred to in this Privacy Notice as personal information.

In particular, we may collect and process the following personal information about you:

  • information that you provide by filling in forms for us, including those on our Website;
  • when you enrol on a course we collect personal information to process and complete your enrolment and registration;
  • information contained in and records of communications between us, including e-mails, letters and text messages.
  • information about your preferences in connection with our Website, for the purposes of enhancing and personalising your experience on the Website;
  • details of your visits to our Website, for example traffic data, location data
  • we will collect information concerning your marketing preferences.

If you provide us with personal information about another person, you must ensure that before you provide us with their personal information, you have their agreement to do so and that they are aware of the ways in which we use personal information as set out in this Privacy Notice.

Retention periods

We are obliged by awarding bodies to keep information regarding your training and qualifications for a period of three years. This will be kept securely and only referred to if requested by an awarding body. All records after this time will be destroyed in a secure manor following data protection procedures.

Personal contact information including emails, phone numbers, addresses and other communication methods will be kept indefinitely or until a request is made in writing to delete you from our contact data base. Updates will be carried out annually to ensure we have correct contact details. Other information:

  • Minutes of company meetings 10 years
  • Employers liability insurance records Permanently
  • Accounting records 6 years from the end of the financial year.
  • RIDDOR reports 3 years after the date the record was made.
  • Accident records 3 years after the date the record was made.
  • Tax and National Insurance records at least 3 years after the end of the tax year to which they relate
  • DBS check 6 months after employment ceases or DBS expires.
  • Personnel files and training records 6 years after employment ceases

How do we use your personal information?

We use your personal information in connection with our training and delivery of courses and services. We may use your personal information:

  • to carry out our obligations arising from any contracts entered into between you and us including in connection with registration on courses undertaken by you, our training and education services;
  • in connection with any contracts between you and an awarding body, employer or training you are attending as a learner;
  • to manage and administer the relationships between you and us;
  • to comply with our legal obligations and with instructions from regulatory bodies such as NCFE/Cache, DBS services and Ofqual;
  • to notify you about changes to our services and to otherwise communicate with you; for example, we will use your contact details to respond to queries you submit to us or notify you of courses we are running;
  • to analyse the efficacy of our services relating to the training we provide.

If you give us permission, we may also use personal information to provide you with information about services, promotions and offers that may be of interest to you. We may use personal information to identify additional training services or other related services and products that are likely to be of interest to you. The section below entitled “What choices do I have?” explains how you can change whether to receive this information. Please note that, even if you choose not to receive this information, we may still use your personal information to provide you with important services communications, including communications in relation to any courses you enrol on (as applicable).

Your personal information may also be used by us, awarding bodies, contractors or agents, and disclosed to third parties, in order to comply with instructions from regulatory bodies (such as Ofqual) or any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us); or to protect our rights, property or safety or those of our customers, employees or other third parties.

We will not share your personal information with or sell it to third-party marketers. We may however use the following third-party service providers named below to process and store your data:

  1. MailChimp (The Rocket Science Group, LLC), which we use to manage email marketing subscriber lists and send emails to our subscribers. Read their privacy policy: (https://mailchimp.com/legal/privacy/)
  2. Insightly CRM (Insightly Inc), which we use as our main Customer Relationship Management system to store your data and correspondence. Read their privacy policy: (https://www.insightly.com/privacy-policy/)

With whom do we share your personal information?

In connection with the above uses of your personal information, we may share your personal information with third parties, including: sub-contractors working on our behalf, and awarding bodies.

We may disclose your personal information to third parties in connection with our training services. For example, we may pass your personal information to:

  • third party organisations that provide services to us NCFE/Cache and Qualsafe (including assisting us with carrying out marketing activities);
  • third party organisations that collect data relating to examination results e.g. Ofqual, Qualification Wales, RM Results; and
  • external agencies and organisations (including the police and other law enforcement agencies) for the purpose of preventing and detecting fraud (including fraudulent transactions) and criminal activity. We may also disclose personal information to the police and other law enforcement agencies in connection with the prevention and detection of crime; and
  • third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation or instructions of a regulatory body such as Ofqual (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us); or to protect our rights, property or safety or those of our customers, employees or other third parties.
  • If we sell or buy any organisation or assets we may disclosure your personal information to the buyer or seller of the assets. If we or substantially all of our assets are acquired by a third party, your information will be one of the assets transferred.
  • We may share non-personal aggregate statistics (group) data about visitors to our Website, sales and traffic patterns with certain third parties to enable us to improve the way we communicate on our Website with you.

Protecting your personal information

HAT is committed to protecting your privacy. We will use your personal information in accordance with the Data Protection Act 1998 (the DPA) and other laws that set out how we can use your personal information.

Our security procedures mean that we may occasionally request proof of identity before we are able to disclose personal information to you.

Personal data is kept securely on password protected computers and laptops. Personal data kept in paper format is kept in a locked cabinet in a locked office. All paperwork is destroyed after the required time safely. Please ask for a copy of our Confidentiality/Data Protection policy for further information.

The transmission of information via the internet is not completely secure; this risk is not specific to our Website and is common across the internet. Unfortunately, we can’t guarantee the security of the transmission of the data to us which is outside our control; any data you send is at your own risk. No personal data is sent out of the EU at this time.

What choices do I have?

If personal information we hold about you is inaccurate or incorrect, you can request in writing we correct this information (including your marketing preferences) using the details below.

You can choose to stop receiving:

  • marketing emails or messages from us in writing or by emailing us
  • telephone calls or postal communications by notice to Jeanette Walker (details below).

You can also choose to change your marketing preferences by writing to us using the details below.

Events

During events if you agree to give us your contact details we will input these into our CRM system. We will use your contact details to contact you via telephone or email to arrange a meeting face to face.

Access to your personal information

The Data Protection Act 1998 gives you the right to access your personal information, subject to certain exemptions. To request access to your personal information, please contact us in writing using the details below, including a completed request for access to personal information form. Please note any access request will be subject to a fee (currently £10) and we will require identification to verify your identity.

For further information on the circumstances under which you have the right to request access to, or rectification\erasure of, your personal data please visit the Information Commissioner’s website.

How to contact us

If you have any questions, comments, complaints or requests regarding this Privacy Notice, please feel free to contact us in any of the following ways:

  • by telephoning on 02381 786722 and asking to speak to Jeanette Walker
  • by writing to us at Hampshire Academy Training, Botley Mill, Mill Hill, Botley, Southampton, Hampshire, SO30 2GB marked for the attention of Jeanette Walker.
  • By emailing jeanette@hampshireacadeytraining.co.uk
  • We are members of the Information Commissioner’s Office  ico.org.uk/registered. If we fail to resolve your complaint satisfactorily complaints can be lodged with them.

Changes

From time to time this notice will be changed for updating purposes. Please check regularly to ensure you are familiar with any changes.

Changes to this Privacy Notice will be posted on our Website. Updates will take effect as soon as it is posted on our Website.

 

This Notice was updated in May 2018        The next review date is May 2019