|Creation Date:||14 May 2018|
|Revision Date:||15 May 2019|
|Created By:||Philip Brierley-Jones|
What is the purpose of this notice?
The purpose of this document is to describe how we collect and use personal data about you in accordance with the General Data Protection Regulation (GDPR).
Who are we?
|Company Name:||IT Training Solutions Limited|
|Address:||Oakville, 14 Durham Road, Bowburn, Durham, DH6 5AU|
We are a training organisation based in Durham. We provide training at our training rooms where you come to us and at customers sites throughout the UK, where we go to you.
What we need
IT Training Solutions Ltd will be what is known as the "Controller" of any personal data you provide to us. We only collect basic personal data about you, which does not include any special categories of personal information (known as Special Category Data). This does however include name, address, e-mail, telephone number, organisation, title and job description.
Why we need it
We need to know your basic personal data in order to:
- Provide goods and services to you, process your orders, provide you with marketing and tell you about our products and services.
- We will not collect any personal data from you we do not need to provide and oversee this service to you.
What we do with it
We only ever use your personal data with your consent, or where it is necessary:
- To enter into, or perform, a contract with you
- To comply with a legal duty
- To protect your vital interests
- For our own lawful interests, provided your rights don't override these
Who sees/uses your data?
- People who work at IT Training Solutions
If the training was paid for by an organisation:
People in authority from the organisation you work for. For example:
- The person who booked the training that you attended
- The person in charge of human resources (HR) (or someone appointed by them) at the organisation that paid for your training
- People in authority from the organisation you work for. For example:
- If you paid for the training yourself, then only you
- You are entitled to see the data we hold about you
- No one else, we never pass your information to a third-party organisation
We may process personal information for certain legitimate business purposes, which include some or all of the following:
- Where the processing enables us to enhance, modify, personalise or otherwise improve our services/ communications for the benefit of our customers
- To identify and prevent fraud
- To enhance the security of our network and information systems
- To better understand how people, interact with our websites
- To determine the effectiveness of promotional advertising campaigns
- To keep you informed of offers we feel would interest you unless you tell us otherwise
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.
You have the right to object to this processing if you wish. Please bear in mind that if you object this may affect our ability to carry out the tasks above for your benefit.
What data is being processed about you
We store the following information about you:
- Your organisation name if you provide one
- Your address
Your contact details:
- Telephone Numbers
- Email addresses
- Your name, title and job description
- Any courses you may have attended with us as well as your feedback from these courses
- Any other business dealings we have had with you, for example quotations we have sent you, emails we have sent to you and received from you
How do you get to see the data we hold about you? (Data Subject Access Request)
- Via EmailTo find out what information we hold about you, please email firstname.lastname@example.org from one of the email addresses that we hold on our system for you
- Via TelephoneOnce you have contacted us we will ring you on a number we hold for you and ask if we can speak to you so that we can verify your request
- In PersonPlease bring identification that has a photo. For example, your passport or driving licence
If you cannot send an email or receive a phone call from us we will ask you to confirm some details that will prove you are who you say you are. This could be:
- The postcode of the address we hold for you and
- The telephone number and
- The email address(es)
Where we keep your data
We are based in the UK and we store our data within the EU. The database that stores your data is stored in the UK.
We use Microsoft Office 365 and SharePoint to create and store documents such as booking forms. Because of this some data may be transferred outside of the EU, but we will only allow this to occur as your data is adequately protected. (Microsoft is certified under the USA's Privacy Shield scheme).
How long we keep it
We will only use and store information for so long as it is required for the purposes it was collected. How long information will be stored depends on the information in question and what it is being used for, see the examples 1 to 3 below.
We continually review what information we hold.
We never store payment card information.
- 1. If your training was booked and paid for by an organisation we will retain the data as it is part of our business data. The data is also relevant to the organisation who paid for it and is included in the reports provided to that organisation if they request them.
- 2. If the training was booked and paid for by you as an individual, we will retain your data. If you wish to have the data deleted please let us know and we will do this by anonymising your details, this way the training will be record in our statistics, but no connection will be made to you.
- 3. If you have never attended a course with us but have requested to be on our mailing list, we will keep your data so that we can fulfil your request to provide you with information that is relevant to you, unless you tell us otherwise. At any time, you can ask us to delete your data which we will do. Periodically we have a tidy up of our data and remove unwanted data. This keeps our databases in good order.
What are your rights?
We want to ensure that you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to confirmation as to whether we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a data subject access request).
- The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for the organisation that paid for the training).
- The right to have inaccurate data rectified.
- The right to object to your data being used for marketing or profiling.
- Where technically feasible, you have the right to personal data you have provided to us which we process automatically based on your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind 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.
If you wish to raise a complaint on how we have handled your personal data, you can contact Bev Cholmondeley, our Data Privacy manager, who will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal data in a way that is not in accordance with the law you can complain to the Information Commissioner 's Office, the UK supervisory authority for data protection issues.
Data we gather from our website
In order to improve the quality of our service, we analyse how users interact with our site through the use of external services such as Google Analytics. This information is only collected with your consent - you can choose to refrain from sharing information by disallowing cookies. This can be done when you visit our site for the first time, or after deleting cookies already placed in your browser if you have given consent in the past and would like to withdraw consent. The information we collect whilst analysing our site is anonymous.
We collect information when you contact us via our website. This is so that we can process your request. You control the information we collect and information is only collected with your consent.
At times we collect feedback from our website which includes personal information that you share with us. This is not obligatory and is collected only with your consent.