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Privacy Policy

Communities Inc

DATA PROTECTION PRIVACY NOTICE

 

PROTECTING YOUR PERSONAL INFORMATION: YOUR RIGHTS, OUR RESPONSIBILITIES

Our privacy notice tells you what we do with your personal information, why we need it, who we share it with and how long we keep it for.  You can find it on our website, or if you want a copy of it you can ask anyone from Communities Inc to give one to you.

Your personal information is the information that identifies you – like your name, or address and other contact details.  We collect this information when you book onto our training and so we can keep in touch.  We will collect more information whilst you are learning with us, such as your attendance and progress.

Communities Inc will ensure that your privacy is protected and that your information is safe.  In order to stop unauthorised access or sharing we have put in place physical, electronic and compliance procedures to safeguard and secure the information we collect from you, including your online details.

CONSENT

Processing your personal information is necessary to meet the contractual obligations you enter into when enrolling onto training with Communities Inc and in order for us to meet our legal obligations under the General Data Protection Regulations (GDPR).  Provision of the privacy notice forms part of the enrolment and contract, and includes your agreement, or consent, to us processing “special category” information.  This is information about your health and ethnic origin.  We are required to collect this information by our funders, but it also helps us ensure we can put in place any support measures to help you with your training.

You can refuse to provide consent but if you do not wish to provide the information required for us to deliver the training, or for public funding we receive, we may not be able to fulfil the contract with you.  You can also change your mind at any time, or withdraw your consent, and this can be done by speaking to any Communities Inc staff member or by writing to the Data Protection Officer for Communities Inc, but again this may affect you continuing with your training.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Sometimes photographs and videos are taken whilst on our training, on at events. These may be used for the local press, our website, and other social media platforms and/or in publicity materials to promote our courses.  In these circumstances, specific consent will be collected.

We need your agreement to us contacting you for publicity and marketing purposes and you can agree to this by completing the relevant tick boxes and signing the consent document.

WHY DO WE COLLECT PERSONAL INFORMATION ABOUT YOU?

We collect information to allow us to carry out our work delivering training and in employers’ premises, in community sites and venues, and through our dedicated learning website.  We require this information to deliver our service to you and for our funders, so they can check that we deliver training to the required standards.

In order to receive funding, we must also undertake eligibility checks, which may include accessing your Personal Learning Record via the Learning Records Service (LRS) to verify your qualifications and evidence of eligibility for our training.  More information about your Personal Learning Record and who can access it can be found in the LRS Privacy Notice. 

The LRS issues Unique Learner Numbers (ULN) and creates Personal Learning records across England, Wales, and Northern Ireland, and is operated by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE). For more information about how your information is processed by them, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs–privacy–notices

We operate a website and utilise social media and other platforms to advertise our training opportunities.  You may make an enquiry through our website or request a call when you will be asked to provide your name and contact details.  These details will be used in order to contact you and you can unsubscribe from receiving further communications at any time.

WHAT SORT OF INFORMATION DO WE ASK FOR?

The sort of information we keep may include:

  • Your name, age, or date of birth
  • Your contact details including address, email address and telephone numbers
  • Your ethnicity or national origin
  • Health information
  • Support needs
  • Information such as your preferences and interests
  • Other information relevant to customer surveys and/or offers
  • Recordings of evidence of learning, we will always ask for your consent prior to making any recordings

Where training is delivered online, workshop sessions may be recorded, and these recordings will be made available to all participants attending the workshop and also to others who were invited but were unable to attend. We will always inform you if a session is to be recorded.

We keep this information secure in our IT systems. 

We will also collect other information about you in the course of your training such as:

  • Information about attendance, including any sickness absence.

WHAT DO WE USE THE INFORMATION FOR?

  • We will use the information collected from you to enable enrolment and participation through to completion of training.
  • We may contact you requesting evaluation and feedback throughout for up to 6 months following completion of your programme.
  • We may contact you for up to 2 years from the training end to record any positive outcome as a result of the training you have completed. 
  • We will use your information to ensure we protect your health, safety and welfare.  
  • We will use your information for our own internal record keeping.

Sometimes our funders may contact you directly to talk to you about your learning with Communities Inc or ask what has happened since finishing your training.

WHO DO WE SHARE YOUR INFORMATION WITH?

We have to share some of your information with other people and organisations such as Ofsted, our funders and referring agencies.  This may include your personal contact details, your attendance and progression in training, your achievements or employment progress.   The organisations and people we regularly share this information with are:

  • Funding agencies
  • Awarding Bodies who verify your qualification and award your Certificates
  • Tutors and trainers, and other relevant Communities Inc staff
  • Auditors and Inspectors

Communities Inc will sometimes fund programmes delivered by other providers; this arrangement is called subcontracting.  Where we are funding external training delivery, we will receive all information relating to that training delivery including progression updates from the subcontracted provider.  The information we receive is retained in line with our own learner record retention periods.

There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC.  This may be in relation to educational statistics, safeguarding risks, criminal or civil proceedings or fraud.  Information can be shared without your consent in these circumstances.

There may be other occasions when we are requested to provide information that we hold on you and where required; we will seek your explicit consent before doing so.

If we were to sell or transfer our business or part of our business this may involve the transfer of our operations and/or records to another organisation(s).  As part of a sale or transfer your personal data may be transferred to the new organisation(s) who will, under the terms of this Privacy Notice, be permitted to use this data for the purposes for which it was collected i.e., to enable enrolment and participation through to completion of training and apprenticeship programmes, to secure funding for your programme and to be provided as evidence during an audit by funding bodies and/or other Regulators, for example, Ofsted.

We do not share your information with bodies outside of the EEA.

HOW LONG DO WE KEEP YOUR INFORMATION?

We will keep your details and the documents or file associated with your learning programme for a period of 3 years from date of certification OR 3 years from date attendance was terminated OR as demanded by awarding body or funding body.

Other funding bodies may stipulate different retention periods for learning records.  Retention periods vary between 7 and 10 years.

If you make an initial enquiry with us, but do not progress onto training with Communities Inc, we will keep your contact details for a period of 6 months and seek your consent to continue contact with you beyond this period.

You can request that we end contact at any point during this period.

You have rights under the law including the right to see the information we have, to ask us for a copy of it, to have it changed if it is not right, or out of date, or to have it deleted.  There will be times when we cannot delete all of your information because our funders require us to keep certain parts of your learning record for audit purposes.

No payment is required for a copy of your information and we will provide it to you within one month of you asking for it.  To get a copy of your information contact the Data Protection Officer for Communities Inc:

  • By email to janet@communitiesinc.org.uk
  • By telephone on mobile 07501149542

You will need to provide:

  • Your full name and date of birth and current address
  • A copy of identification, e.g., a driving licence or passport or Birth Certificate

DATA PROTECTION

PRIVACY NOTICE

 

PROTECTING YOUR PERSONAL INFORMATION: YOUR RIGHTS, OUR RESPONSIBILITIES

 

Our privacy notice tells you what we do with your personal information, why we need it, who we share it with and how long we keep it for.  You can find it on our website, or if you want a copy of it you can ask anyone from Communities Inc to give one to you.

Your personal information is the information that identifies you – like your name, or address and other contact details.  We collect this information when you book onto our training and so we can keep in touch.  We will collect more information whilst you are learning with us, such as your attendance and progress.

Communities Inc will ensure that your privacy is protected and that your information is safe.  In order to stop unauthorised access or sharing we have put in place physical, electronic and compliance procedures to safeguard and secure the information we collect from you, including your online details.

 

CONSENT

 

Processing your personal information is necessary to meet the contractual obligations you enter into when enrolling onto training with Communities Inc and in order for us to meet our legal obligations under the General Data Protection Regulations (GDPR).  Provision of the privacy notice forms part of the enrolment and contract, and includes your agreement, or consent, to us processing “special category” information.  This is information about your health and ethnic origin.  We are required to collect this information by our funders, but it also helps us ensure we can put in place any support measures to help you with your training.

You can refuse to provide consent but if you do not wish to provide the information required for us to deliver the training, or for public funding we receive, we may not be able to fulfil the contract with you.  You can also change your mind at any time, or withdraw your consent, and this can be done by speaking to any Communities Inc staff member or by writing to the Data Protection Officer for Communities Inc, but again this may affect you continuing with your training.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Sometimes photographs and videos are taken whilst on our training, on at events. These may be used for the local press, our website, and other social media platforms and/or in publicity materials to promote our courses.  In these circumstances, specific consent will be collected.

We need your agreement to us contacting you for publicity and marketing purposes and you can agree to this by completing the relevant tick boxes and signing the consent document.

 

WHY DO WE COLLECT PERSONAL INFORMATION ABOUT YOU?

 

We collect information to allow us to carry out our work delivering training and in employers’ premises, in community sites and venues, and through our dedicated learning website.  We require this information to deliver our service to you and for our funders, so they can check that we deliver training to the required standards.

In order to receive funding, we must also undertake eligibility checks, which may include accessing your Personal Learning Record via the Learning Records Service (LRS) to verify your qualifications and evidence of eligibility for our training.  More information about your Personal Learning Record and who can access it can be found in the LRS Privacy Notice. 

 

The LRS issues Unique Learner Numbers (ULN) and creates Personal Learning records across England, Wales, and Northern Ireland, and is operated by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE). For more information about how your information is processed by them, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs–privacy–notices

 

We operate a website and utilise social media and other platforms to advertise our training opportunities.  You may make an enquiry through our website or request a call when you will be asked to provide your name and contact details.  These details will be used in order to contact you and you can unsubscribe from receiving further communications at any time.

 

 

WHAT SORT OF INFORMATION DO WE ASK FOR?

 

The sort of information we keep may include:

  • Your name, age, or date of birth
  • Your contact details including address, email address and telephone numbers
  • Your ethnicity or national origin
  • Health information
  • Support needs
  • Information such as your preferences and interests
  • Other information relevant to customer surveys and/or offers
  • Recordings of evidence of learning, we will always ask for your consent prior to making any recordings

Where training is delivered online, workshop sessions may be recorded, and these recordings will be made available to all participants attending the workshop and also to others who were invited but were unable to attend. We will always inform you if a session is to be recorded.

We keep this information secure in our IT systems. 

We will also collect other information about you in the course of your training such as:

  • Information about attendance, including any sickness absence.

 

WHAT DO WE USE THE INFORMATION FOR?

 

  • We will use the information collected from you to enable enrolment and participation through to completion of training.
  • We may contact you requesting evaluation and feedback throughout for up to 6 months following completion of your programme.
  • We may contact you for up to 2 years from the training end to record any positive outcome as a result of the training you have completed. 
  • We will use your information to ensure we protect your health, safety and welfare.  
  • We will use your information for our own internal record keeping.

Sometimes our funders may contact you directly to talk to you about your learning with Communities Inc or ask what has happened since finishing your training.

 

WHO DO WE SHARE YOUR INFORMATION WITH?

 

We have to share some of your information with other people and organisations such as Ofsted, our funders and referring agencies.  This may include your personal contact details, your attendance and progression in training, your achievements or employment progress.   The organisations and people we regularly share this information with are:

  • Funding agencies
  • Awarding Bodies who verify your qualification and award your Certificates
  • Tutors and trainers, and other relevant Communities Inc staff
  • Auditors and Inspectors

Communities Inc will sometimes fund programmes delivered by other providers; this arrangement is called subcontracting.  Where we are funding external training delivery, we will receive all information relating to that training delivery including progression updates from the subcontracted provider.  The information we receive is retained in line with our own learner record retention periods.

There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC.  This may be in relation to educational statistics, safeguarding risks, criminal or civil proceedings or fraud.  Information can be shared without your consent in these circumstances.

There may be other occasions when we are requested to provide information that we hold on you and where required; we will seek your explicit consent before doing so.

If we were to sell or transfer our business or part of our business this may involve the transfer of our operations and/or records to another organisation(s).  As part of a sale or transfer your personal data may be transferred to the new organisation(s) who will, under the terms of this Privacy Notice, be permitted to use this data for the purposes for which it was collected i.e., to enable enrolment and participation through to completion of training and apprenticeship programmes, to secure funding for your programme and to be provided as evidence during an audit by funding bodies and/or other Regulators, for example, Ofsted.

We do not share your information with bodies outside of the EEA.

 

HOW LONG DO WE KEEP YOUR INFORMATION?

 

We will keep your details and the documents or file associated with your learning programme for a period of 3 years from date of certification OR 3 years from date attendance was terminated OR as demanded by awarding body or funding body.

Other funding bodies may stipulate different retention periods for learning records.  Retention periods vary between 7 and 10 years.

If you make an initial enquiry with us, but do not progress onto training with Communities Inc, we will keep your contact details for a period of 6 months and seek your consent to continue contact with you beyond this period.

You can request that we end contact at any point during this period.

You have rights under the law including the right to see the information we have, to ask us for a copy of it, to have it changed if it is not right, or out of date, or to have it deleted.  There will be times when we cannot delete all of your information because our funders require us to keep certain parts of your learning record for audit purposes.

No payment is required for a copy of your information and we will provide it to you within one month of you asking for it.  To get a copy of your information contact the Data Protection Officer for Communities Inc:

  • By email to janet@communitiesinc.org.uk
  • By telephone on mobile 07501149542

You will need to provide:

  • Your full name and date of birth and current address
  • A copy of identification, e.g., a driving licence or passport or Birth Certificate

WHAT IF YOU ARE UNHAPPY ABOUT THE INFORMATION, WE KEEP ABOUT YOU?

If you are not happy about how we are looking after your information, then you should talk to us about it. 

You can contact the Data Protection Officer for Communities Inc:

 janet@communitiesinc.org.uk

Telephone 07501149542

 

If you are still not happy with how we are dealing with your information, you can write to the Information Commissioner’s Office and ask them to look at the procedures we are following.  They can be contacted at:

Information Commissioner’s Office

Whycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Telephone 01625 545 745

 

Further information about the work of the Information Commissioner and about data protection can be found at www.ico.org.uk

 

WEBSITE ACCESS AND USAGE

 

Our websites use cookies – a cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

This Privacy Notice may periodically be updated.  Updated versions will be published on our website at www.communitiesinc.org.uk

 

This Notice was last updated on 16/12/2020.

 

DATA PROTECTION

PRIVACY NOTICE

 

PROTECTING YOUR PERSONAL INFORMATION: YOUR RIGHTS, OUR RESPONSIBILITIES

 

Our privacy notice tells you what we do with your personal information, why we need it, who we share it with and how long we keep it for.  You can find it on our website, or if you want a copy of it you can ask anyone from Communities Inc to give one to you.

Your personal information is the information that identifies you – like your name, or address and other contact details.  We collect this information when you book onto our training and so we can keep in touch.  We will collect more information whilst you are learning with us, such as your attendance and progress.

Communities Inc will ensure that your privacy is protected and that your information is safe.  In order to stop unauthorised access or sharing we have put in place physical, electronic and compliance procedures to safeguard and secure the information we collect from you, including your online details.

 

CONSENT

 

Processing your personal information is necessary to meet the contractual obligations you enter into when enrolling onto training with Communities Inc and in order for us to meet our legal obligations under the General Data Protection Regulations (GDPR).  Provision of the privacy notice forms part of the enrolment and contract, and includes your agreement, or consent, to us processing “special category” information.  This is information about your health and ethnic origin.  We are required to collect this information by our funders, but it also helps us ensure we can put in place any support measures to help you with your training.

You can refuse to provide consent but if you do not wish to provide the information required for us to deliver the training, or for public funding we receive, we may not be able to fulfil the contract with you.  You can also change your mind at any time, or withdraw your consent, and this can be done by speaking to any Communities Inc staff member or by writing to the Data Protection Officer for Communities Inc, but again this may affect you continuing with your training.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Sometimes photographs and videos are taken whilst on our training, on at events. These may be used for the local press, our website, and other social media platforms and/or in publicity materials to promote our courses.  In these circumstances, specific consent will be collected.

We need your agreement to us contacting you for publicity and marketing purposes and you can agree to this by completing the relevant tick boxes and signing the consent document.

 

WHY DO WE COLLECT PERSONAL INFORMATION ABOUT YOU?

 

We collect information to allow us to carry out our work delivering training and in employers’ premises, in community sites and venues, and through our dedicated learning website.  We require this information to deliver our service to you and for our funders, so they can check that we deliver training to the required standards.

In order to receive funding, we must also undertake eligibility checks, which may include accessing your Personal Learning Record via the Learning Records Service (LRS) to verify your qualifications and evidence of eligibility for our training.  More information about your Personal Learning Record and who can access it can be found in the LRS Privacy Notice. 

 

The LRS issues Unique Learner Numbers (ULN) and creates Personal Learning records across England, Wales, and Northern Ireland, and is operated by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE). For more information about how your information is processed by them, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs–privacy–notices

 

We operate a website and utilise social media and other platforms to advertise our training opportunities.  You may make an enquiry through our website or request a call when you will be asked to provide your name and contact details.  These details will be used in order to contact you and you can unsubscribe from receiving further communications at any time.

 

 

WHAT SORT OF INFORMATION DO WE ASK FOR?

 

The sort of information we keep may include:

  • Your name, age, or date of birth
  • Your contact details including address, email address and telephone numbers
  • Your ethnicity or national origin
  • Health information
  • Support needs
  • Information such as your preferences and interests
  • Other information relevant to customer surveys and/or offers
  • Recordings of evidence of learning, we will always ask for your consent prior to making any recordings

Where training is delivered online, workshop sessions may be recorded, and these recordings will be made available to all participants attending the workshop and also to others who were invited but were unable to attend. We will always inform you if a session is to be recorded.

We keep this information secure in our IT systems. 

We will also collect other information about you in the course of your training such as:

  • Information about attendance, including any sickness absence.

 

WHAT DO WE USE THE INFORMATION FOR?

 

  • We will use the information collected from you to enable enrolment and participation through to completion of training.
  • We may contact you requesting evaluation and feedback throughout for up to 6 months following completion of your programme.
  • We may contact you for up to 2 years from the training end to record any positive outcome as a result of the training you have completed. 
  • We will use your information to ensure we protect your health, safety and welfare.  
  • We will use your information for our own internal record keeping.

Sometimes our funders may contact you directly to talk to you about your learning with Communities Inc or ask what has happened since finishing your training.

 

WHO DO WE SHARE YOUR INFORMATION WITH?

 

We have to share some of your information with other people and organisations such as Ofsted, our funders and referring agencies.  This may include your personal contact details, your attendance and progression in training, your achievements or employment progress.   The organisations and people we regularly share this information with are:

  • Funding agencies
  • Awarding Bodies who verify your qualification and award your Certificates
  • Tutors and trainers, and other relevant Communities Inc staff
  • Auditors and Inspectors

Communities Inc will sometimes fund programmes delivered by other providers; this arrangement is called subcontracting.  Where we are funding external training delivery, we will receive all information relating to that training delivery including progression updates from the subcontracted provider.  The information we receive is retained in line with our own learner record retention periods.

There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC.  This may be in relation to educational statistics, safeguarding risks, criminal or civil proceedings or fraud.  Information can be shared without your consent in these circumstances.

There may be other occasions when we are requested to provide information that we hold on you and where required; we will seek your explicit consent before doing so.

If we were to sell or transfer our business or part of our business this may involve the transfer of our operations and/or records to another organisation(s).  As part of a sale or transfer your personal data may be transferred to the new organisation(s) who will, under the terms of this Privacy Notice, be permitted to use this data for the purposes for which it was collected i.e., to enable enrolment and participation through to completion of training and apprenticeship programmes, to secure funding for your programme and to be provided as evidence during an audit by funding bodies and/or other Regulators, for example, Ofsted.

We do not share your information with bodies outside of the EEA.

HOW LONG DO WE KEEP YOUR INFORMATION?

We will keep your details and the documents or file associated with your learning programme for a period of 3 years from date of certification OR 3 years from date attendance was terminated OR as demanded by awarding body or funding body.

Other funding bodies may stipulate different retention periods for learning records.  Retention periods vary between 7 and 10 years.

If you make an initial enquiry with us, but do not progress onto training with Communities Inc, we will keep your contact details for a period of 6 months and seek your consent to continue contact with you beyond this period.

You can request that we end contact at any point during this period.

You have rights under the law including the right to see the information we have, to ask us for a copy of it, to have it changed if it is not right, or out of date, or to have it deleted.  There will be times when we cannot delete all of your information because our funders require us to keep certain parts of your learning record for audit purposes.

No payment is required for a copy of your information and we will provide it to you within one month of you asking for it.  To get a copy of your information contact the Data Protection Officer for Communities Inc:

  • By email to janet@communitiesinc.org.uk
  • By telephone on mobile 07501149542

You will need to provide:

  • Your full name and date of birth and current address
  • A copy of identification, e.g., a driving licence or passport or Birth Certificate 

WEBSITE ACCESS AND USAGE

Our websites use cookies – a cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

This Privacy Notice may periodically be updated.  Updated versions and the full Privacy Policy can be viewed on our website at www.communitiesinc.org.uk

WHAT IF YOU ARE UNHAPPY ABOUT THE INFORMATION, WE KEEP ABOUT YOU?

If you are not happy about how we are looking after your information, then you should talk to us about it. 

You can contact the Data Protection Officer for Communities Inc:

 janet@communitiesinc.org.uk

Telephone 07501149542

 

If you are still not happy with how we are dealing with your information, you can write to the Information Commissioner’s Office and ask them to look at the procedures we are following.  They can be contacted at:

Information Commissioner’s Office

Whycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Telephone 01625 545 745

 

Further information about the work of the Information Commissioner and about data protection can be found at www.ico.org.uk

This Notice was last updated on 16/12/2020.