It contains important information on who we are, how and why we collect, store, use and shares personal data, your rights in relation to your personal data, how to contact us and supervisory authorities in the event that you would like to report a concern about the way in which we process your data.
What personal data do we collect?
We may collect and process the following personal data:
The information you provide to us:
- complete a form on our Website;
- correspond with us by phone, e-mail, or in writing;
- sign up to receive our communications;
- enter into a contract with us to receive products and/or services,
we may collect your name, date of birth, e-mail address, postal address, telephone number, and job role.
Information we collect about you
If you visit our Website, we may automatically collect the following information:
- technical information, including the internet protocol (IP) address used to connect your computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
- information about your visit to our Website such as the products and/or services you searched for and view, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
- Your name, date of birth and gender when you register with us.
Information about other people
If you provide information to us about any person other than yourself, such as your employees, relatives, next of kin, your advisers or your suppliers, you must ensure that they understand how their information will be used, and that they have given their permission for you to disclose it to us and for you to allow us, and our outsourced service providers, to use
Sensitive personal data
In certain limited cases, we may collect certain sensitive personal data from you in order to be able to add extra time to your exam. However, we will only do so on the basis of your explicit consent.
How do we use your personal data?
When we ask you to supply us with personal data we will do so in order to provide the products and services to you that you requested.
Contract performance: we may use your personal data to fulfill a contract, or take steps linked to a contract:
- to provide the products and/or services to you which you have registered for
- to communicate with you in relation to the provision of the contracted products and services;
- to provide you with administrative support such as tutor support,
- provide you with industry information, surveys, information about our awards and events, offers and promotions, related to the products and/or services.
- To provide you with a certificate, credential or another record of learning
- To assess and provide reasonable adjustments in relation to your assessment
- To contact you in relation to quality assurance processes, investigations appeals and complaints
Legitimate interests: where this is necessary for purposes which are in our, or third parties, legitimate interests. These interests are:
- providing you with information about our qualifications which may be of interest to you;
- communicating with you in relation to any issues, complaints, or disputes;
NOTE: you have the right to object to the processing of your personal data on the basis of legitimate interests as set out below, under the heading Your rights.
Where required by law: we may also process your personal data if required by law, including responding to requests by government or law enforcement authorities, or for the prevention of crime or fraud.
Who do we share your personal data with?
We may share your personal data with members of the City & Guilds Group in order to register you for a qualification.
We take all reasonable steps to ensure that our staff protect your personal data and are aware of their information security obligations. We limit access to your personal data to those who have a genuine business need to know it.
We will share personal data with law enforcement or other authorities if required by applicable law.
How long will we keep your personal data?
Where there is a contract between us, we will retain your personal data for the duration of the contract, and for a period of six years following its termination or expiry, to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.
Where you receive marketing communications from us, you may change your preferences or unsubscribe from marketing communications at any time by clicking the unsubscribe link in an email from us.
Where do we store your personal data and how is it protected?
We store your personal data in secure data centres. We take reasonable steps to protect your personal data from loss or destruction. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Where you have a username or password (or other identification information) which enables you to access certain services or parts of our Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Website; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
Under the GDPR, you have various rights with respect to our use of your personal data:
Right to Access
You have the right to request a copy of the personal data that we hold about you by contacting us at the email or postal address is given below. Please include with your request information that will enable us to verify your identity. We will respond within 30 days of the request. Please note that there are exceptions to this right. We may be unable to make all information available to you if, for example, making the information available to you would reveal personal data about another person, if we are legally prevented from disclosing such information. Or if your request is manifestly unfounded or excessive.
Right to rectification
We aim to keep your personal data accurate and complete. We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes so that we can keep your personal data up-to-date.
Right to erasure
You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed. If you would like to request that your personal data is erased, please contact us using the contact details provided below
Right to object
In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data. If you would like to object to the processing of your personal data, please contact us using the contact details provided below.
Right to restrict processing
In certain circumstances, you have the right to request that we restrict the further processing of your personal data. This right arises where, for example, you have contested the accuracy of the personal data we hold about you and we are verifying the information, you have objected to processing based on legitimate interests and we are considering whether there are any overriding legitimate interests, or the processing is unlawful and you elect that processing is restricted rather than deleted. Please contact us using the contact details provided below.
Right to data portability
In certain circumstances, you have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format. This right arises where you have provided your personal data to us, the processing is based on consent or the performance of a contract, and processing is carried out by automated means. If you would like to request that your personal data is ported to you, please contact us using the contact details provided below.
Please note that the GDPR sets out exceptions to these rights. If we are unable to comply with your request due to an exception we will explain this to you in our response.
If you have any queries about this Policy, the way in which Electropassltd processes personal data, or about exercising any of your rights, please send an email to firstname.lastname@example.org.
If you believe that your data protection rights may have been breached, and we have been unable to resolve your concern, you may lodge a complaint the applicable supervisory authority or to seek a remedy through the courts. Please visit https://ico.org.uk/concerns/for more information on how to report a concern to the UK Information Commissioner’s Office.
Policy date: 25th September 2018