Privacy Statement

This statement outlines the Company’s policy regarding the personal information we collect about you.

 

The Training Tree seeks to comply with the Data Protection Act and the General Data Protection Regulation (GDPR), and is committed to maintaining the highest possible standards when handling personal information.

 

This Statement explains the type of personal data we collect, how we use that data, how we store it and keep it safe. At no time will any personal data held by us be passed to organisations outside the Group for marketing or sales purposes.

 

This Statement is reviewed regularly and may be subject to change, ensuring the information provided remains accurate, meeting our regulatory requirements.

 

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1. About The Training Tree

 

The Training Tree deliver the content of land-based Ofqual regulated qualifications that are serviced and supported by the Skills and Education Group Awarding Body. 

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2. Legal basis used to collect your data

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Consent

In certain circumstances we may ask your consent to process your data. This may occur when issuing new course announcements, newsletters or other marketing information in which we consider you may have a legitimate interest.

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Contractual Obligations

Personal data may be collected to comply with our contractual obligations.  This may occur when data needs to be transferred to the qualification Awarding Body to support their own regulatory or legal objectives.

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Legal Compliance

The law may require us to pass on personal data. This may occur if we need to pass on details of persons who we have cause to believe are involved in malpractice which we have uncovered in the course of our legitimate business activity.

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Legitimate Interest

We will collect certain personal data to enable us to carry out our business interests.  This information will be limited to what we consider to be reasonable and necessary to pursue those business activities.

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3. When we collect data and why

When you visit our websites, make website enquiries, or by email or phone, agree to the terms and conditions for the use of our services, or agree to conduct services on our behalf we will request certain data from you. This data may be used by selected consultants, contractors, sub-contractors and temporary personnel hired to work on behalf of The Training Tree ("Company Personnel"), only when it is a required need to run the normal activities of the business. These services include:

 

       Course delivery services

• When you as an individual, or a sponsor of an individual(s) wishes to enroll on any of our courses we collect personal learner data to help prove your identity and for the purposes of the application process, including assessments for suitability to the courses, interviews and selection and approval processes, as well as for external moderation and qualification claiming practices. 

 

• When you are engaged as a sub-contractor in the capacity of admin support, assessor or quality assurer, we collect personal and sensitive information to verify your identity and on-going suitability for the role.

 

• When we receive an enquiry, appeal or complaint from an individual we collect contact information in order that we can respond in a timely and efficient way.

 

• We may use your personal information to send you details of other professional development events, networks or meetings that you may be interested in.  You have the option to “opt out” of receiving future communications.

 

• Learners attending group tutorials are advised that these are recorded and uploaded to the virtual learning environment (VLE) for use by other learners.  Screen name identifiers, video and audio usage are optional, but if you elect to use in the session, you are agreeing for this personal data to be used as above.  Where screen name identifiers are not used and The Training Tree staff are unable to identify the attendee, they will be asked via private message to identify themselves before being permitted to leave the digital waiting room, in order to protect the integrity of the other learners. 

 

• Once you are enrolled and you access our VLE, basic limited data is entered by us to allow you to be enrolled onto the digital course elements.  Please also see section 5 ‘VLE platform’ below for more information. 

 

• When you request that we provide educational references to prospective employers and other organisations.  

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       Sponsored Learners (fully or partially sponsored)

• Learner course progress and payment confirmation may be communicated with sponsors, at the sponsors or Learner’s request, including deadlines being met or not, attendance at live tutorials, assessment outcomes and any elements that may be road blocks to the learner’s qualification achievement.  Learner consent is required in cases where sensitive information asked to be disclosed.

 

       Website Services

•     When you make an enquiry through our websites, by email or engage with us through social media about the products we offer, we only collect sufficient information to respond fully to your requests.

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•     With your consent, we will use this information to provide you with further information about our services. Once given, you may review this consent and / or your preferences at any time.

 

•     During the course of any visit to our website, the Company uses a web building platform that may generate cookies, which may be automatically downloaded to your computer. Many websites do this because it indicates whether the computer (and possibly its user) has visited before. However, Company Personnel or external contractors do not currently personally inspect or analyse these cookies and The Training Tree has no plans to implement this in the future. 

 

•     Our websites may contain links to other websites.  Once you have used links to leave our site, we do not have any control over external content and cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. These sites are not governed by this privacy policy, so caution is advised - look for a distinct privacy statement on the external website.

 

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4. How we protect your data

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We are committed to ensuring your information is secure. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard information we collect through online systems:

 

•     We secure access to our websites and online portals by using third party platform ‘https’ technology and encryption. 

 

•     We use professional and approved Moodle Partners to host, support and secure our digital learning platform.

 

•     password protected and encrypted access to your personal data on computers

 

•     we have regularly updated virus and malware protection.

 

•     We have appropriate storage and retention procedures for both physical and electronic data.

 

•     Data processors with access to sensitive information use approved company e-mail addresses (@thetrainingtree.co.uk).

 

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5. Sharing your data with organisations outside of The Training Tree

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We may pass essential personal data to the organisations below, in order to carry out our contractual and legal agreements.  Once this information is shared, we are no longer data controllers of that information.

 

Skills and Education Group Awards (SEG Awards)

Information you supply will be used by SEG Awards to be registered for the qualification you are studying for, as part of their external moderation procedures and for requirements for The Training Tree (as an SEG approved centre) in order to determine your assignment an assessment portfolio suitability for qualification approval, and in order to issue appropriate qualification certificates.  There are other organisations that your personal data is shared with by SEG Awards because of regulatory requirements.  Please see SEG Awards own distinct privacy notice, which can be accessed on their website. 

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IT companies used by The Training Tree

We engage with a number of IT Companies whose platforms or services we use to support our ***assessment activity, essential business activities and IT maintenance and security.   We do not pass personal data directly to these IT Companies, but on occasion, they may have access to limited personal data.  We direct any companies to comply with our data protection policy before initial engagements are confirmed. 

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VLE Platform

In addition to the basic personal information entered (see section 3 ‘course delivery services’), other personal information may also be collected for the purposes of our Moodle hosting and technical support contractors, in order that they can carry out their normal business IT support activities.  Please see their separate and distinct privacy statement on their website for more information (e-Learn Design).

 

Accountancy and book keeping services

External company personnel engaged in accountancy and book keeping services have access to personal data for the purposes of invoicing and legal accounting responsibilities.  We direct any Company Personnel whether internal or external to comply with our data protection policy before initial engagements are confirmed. 

 

 

6. How long we keep it

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We only keep your personal information for as long as necessary for the purpose it was collected for, as required by partners, legislation and industry guidance.  We keep schedules so we know when to delete it and our internal policies inform us how to safely do so. 

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7. General

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Other legitimate purposes include:

 

• Providing it to others as required by you or the law. These may include persons outside of the United Kingdom or European Economic Area.

 

Our use of the information you supply is governed by our registration under the 2018 Data Protection Act and will be securely held.

 

You have the right to request a copy of the personal information the Company holds about you and to have any inaccuracies corrected. Please address requests to the contact below.

 

Please note that any information you provide to the Company will only be used within the Company and other organisations directly connected with your programme of studies, as outlined in this privacy policy. 

 

This statement was reviewed by The Training Tree data privacy officer. 

For more information, please contact lisa@thetrainingtree.co.uk