J and K Training Privacy Information

 

Who we are

J and K Training is an independent training provider. We operate across the North East region with training facilities in Hartlepool, Middlesbrough, Stockton, Eston, Guisborough, Darlington, Bishop Auckland, Durham and Horden.

More information on J and K Training can be found at www.jandktraining.co.uk

Our head office address is J and K Training, 71 Cockton Hill Road, Bishop Auckland, County Durham, DL14 6HS.

 

Privacy Notice

The following privacy notice is to let you know how we promise to look after your personal data, your privacy rights, and how the law protects you. We hope that the information is clear and easy to understand, however if this is not the case, or you require any further clarity, please contact our Data Protection Officer Ann Johnson on 01388 604004 or ann.johnson@jandktraining.co.uk.

Our Privacy Promise to you;

We promise;

• To keep your data safe and private
• To never sell your data
• To give you ways to manage and review the data which we hold

 

How the law protects you

As well as our privacy promise to you, your privacy is protected by law.

The Data Protection Act 1998 (DPA) governs all organisations who hold personal data on individuals. On 25^th May 2018 the General Data Protection Regulation (GDPR) came into force. Our interpretation of this regulation is that the GDPR takes many of the core principles of the DPA, and modernises them in view of the shift in digital technologies and digital communication / storage. The GDPR aims to hold organisations more accountable for the protection of your personal data, and provide you with more rights as to how this is collected, used, retained and destroyed.

The law says that we are allowed to collect and use your personal data only if we have a reason to do so;

• When it is our legal duty, or
• When it is in our legitimate interest, or
• When you consent to it

In terms of the information we hold for you as a training provider, this is no different to that held for example by a school or college.

 

Why we hold personal data

We hold personal data on learners and employers for the following reasons;

• Information we are required to collect by law or to claim funding
• Information we need to deliver your chosen course of study and monitor progress
• Additional information that will allow us to personalise our support to meet your individual needs
• Information we use for marketing, communications and advice. At no time will your personal data be passed to other organisations for marketing or sales purposes.  Your employer may be contacted by J and K Training.
• Information we gather to provide facilities and ensure security (such as CCTV video)

 

The personal data we hold includes;

• Personal information (such as name, date of birth, national insurance number, address, emergency contact information)
• Special categories of data including characteristics information such as gender, age, ethnic group
• Progression information (such as units in progression / achieved, examination results, individual learning plans, records of discussion, support requirements)
• Employment information (such as business name, contact, job description, start date, salary)

Here is a full list of all the ways that we may use or are required to share your personal information:

 

What we use your personal information for	Our reasons	Our legitimate interests	Stakeholder
To return your information to the Education Skills Funding Agency (ESFA)	Our legal duty	We must report your progress to the agency each month to receive funding	Learner
To check your prior learning	Our legal duty	We must obtain your Unique Learner Number from the Learner Record Service, this also provides a history of your past study	Learner
To register you with the relevant awarding body	Our legal duty	We must register you with the correct awarding body, after completing your qualification they will then issue your certificate	Learner
To market new opportunities with you	Our legitimate interest	We may from time to time contact you to ascertain if you have any further requirements for training / development	Employer
To gather your views about us as a training provider	Our legitimate interest	We may from time to time contact learners and employers to ask how well we are doing and improve our services	Learner / Employer
To profile our performance as a provider, for example the success of learners studying in a particular sector, or the difference between the success of male & female learners	Our legitimate interest	We may group your information and carry out analysis as part of our quality assurance process. This is carried out with the intent of identifying any areas we are performing less well, and introduce improvements.	Learner/ Employer

 

 

Where we collect personal information from

We initially collect information on you at the point in which you engage with J and K Training. For learners this would be during the application process.

We may also collect personal information;

• In emails and letters
• During telephone conversations
• At the induction process
• During 1-1 meetings with your tutor
• Through surveys
• Through third parties
• Awarding Bodies
• Government agencies & departments

 

Who we share your personal information with

J and K Training will never sell your data. J and K Training will only ever share your data with the required organisations to fulfil our legal duties as a training provider.

A complete list of those agencies/organisations are detailed as follows;

• The Education & Skills Funding Agency (ESFA) https://www.gov.uk/government/organisations/education-and-skills-funding-agency
• The Learner Records Service https://idp.lrs.education.gov.uk/
• City & Guilds https://www.cityandguilds.com/
• EDEXCEL https://qualifications.pearson.com/en/home.html
• Ofsted https://www.gov.uk/government/organisations/ofsted
• Local Authorities
• Funding Partners

 

Sending data outside of EEA

The General Data Protection Regulation is a European regulation and as such only offers protection to your data within the European Economic Area (EEA). J and K Training does not require to send your data outside of the EEA as part of its day to day business as a training provider. In view of this we have taken the decision to only release data to you, on your request, and not at the request of another organisation outside of the EEA.

If you need to make such a request, please write to us at the address below.

 

If you choose not to give us personal information

We may need to collect personal information by law, or under the terms of our legal obligation as a training provider. If you choose not to give us this personal information, it may prevent us from meeting our obligations. This may result in us being unable to continue as your training provider.

If you have any concerns about the personal information we are asking you to share with us, or have any concerns regarding our intent, please contact our Data Protection Officer Ann Johnson on 01388 604004 or ann.johnson@jandktraining.co.uk.

J and K Training will only share your personal data with bodies or organisations who fully comply with the GDPR framework. Any data collection that is optional would be made clear at the point of collection.

 

Marketing

We may use your personal information to tell you about relevant opportunities, this is what we mean by ‘Marketing’. For learners this may be a vacancy with an employer that may be suitable, or for the opportunity to progress to higher or additional qualifications.

The personal information we have is made up of what you tell us, the data we may have collected, or from third parties we work with. We study this to form a view of what we think you may want or need, or what may be of interest to you.

We can only use your personal information to contact you if we have either your consent, or a ‘legitimate interest’. This is when we have a business reason to do so, and it must not go against what is right and best for you.

You can ask us to stop contacting or update your choices at any time by contacting us.

 

How long we keep your personal information

We will keep your personal information as long as you are engaged with J and K Training as a learner.

After you stop being a learner, we may keep your personal information for up to 10 years for one of these reasons;

• To respond to any questions or complaints
• To show that we treated you fairly
• To retain records according to the rules that applies to us.

J and K Training are primarily funded through public funds, and as such we are required to keep data for a variety of legal, regulatory or technical reasons. In some cases, records must be maintained for auditory purposes by funding bodies. We will make sure that your privacy is protected and only use it for those purposes.

 

How to get a copy of your personal Information?

You can access your personal information by writing to us at this address;

Ann Johnson

J and K Training

71 Cockton Hill Road

Bishop Auckland

County Durham

DL14 6HS

If would like to discuss any general enquiries prior to making a request, please contact our Data Protection Officer Ann Johnson on 01388 604004 or ann.johnson@jandktraining.co.uk.

 

Letting us know if your personal information is incorrect

You have the right to question any information we have about you that you think may be wrong or incomplete. Please contact us if you want to do this and we will take reasonable steps to check it accuracy and correct where necessary.

 

What if you want us to stop using your personal information?

You have various rights to object to our use of your personal information, these are officially known as the; ‘right to object’, ‘right to erasure’ and ‘right to be forgotten’.

There may be legal or other regulatory reasons why we need to keep or use your data, but please contact us if you think that we should not be using it.

We may sometimes be able to ‘restrict’ the use of your data. This means that it can only be used for legal or regulatory reasons, but not for other reasons while it is restricted.

If you want to object to how we use your data, or ask us to delete or restrict how we use it, please contact us.

You have the right to ‘change your mind’. We may have collected information at a point in time where you consented to us using it in a certain way, for example to market new opportunities to you. If you have since changed your mind, you can withdraw that consent. Please contact us if you wish to do so.

 

Sensitive Personal Data

Some of your personal data is deemed to be sensitive, examples of this may include;

• Details of any health problems, disabilities or individual learning needs.
• Information around gender reassignment

We would only share sensitive personal data with your express written permission, or if there is a special legal reasons (such as a request for information by a court).

 

How to complain

Please let us know if you are unhappy with how we have used your personal information. You can contact us at J and K Training, 71 Cockton Hill Road, Bishop Auckland, County Durham, DL14 6HS.

You also have the right to complain to the Information Commissioners Office.

 

Formats for sharing data

To request a copy of the personal data we hold, please contact us at J and K Training, 71 Cockton Hill Road, Bishop Auckland, County Durham, DL14 6HS.

You have the right to obtain your personal information in a format that can easily be re-used. You can also ask us to pass your personal information to other organisations in this format. We are happy to work with you to provide your information in an acceptable format, these may include large print.

 

J and K Training promise

We promise;

• To keep your data safe and private
• To never sell your data
• To give you ways to manage and review the data which we hold

We hope that this document has assured you that we have taken all the necessary steps to protect your privacy, and that it is clear and easy to understand. If however you would like to discuss any concerns or queries regarding the content of this document, please contact our Data Protection Officer Ann Johnson on 01388 604004 or ann.johnson@jandktraining.co.uk.