Introduction

PCF Training & Consultancy Solutions Ltd holds and processes information about learners, corporate clients, and other data subjects for administrative, approval and commercial purposes.  When handling such information, PCF Training & Consultancy Solutions Ltd, and all staff or others who process or use any personal information, must comply with the Data Protection Principles which are set out in the Data Protection Act 1998 (the Act). In summary these state that personal data shall

• be processed fairly and lawfully,
• be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with the purpose,
• be adequate, relevant, and not excessive for the purpose
• be accurate and up to date,
• not be kept for longer than necessary for the purpose,
• be processed in accordance with the data subject’s rights,
• be kept safe from unauthorised processing, and accidental loss, damage, or destruction,
• not be transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data, except in specified circumstances.

Definitions

“Staff”, “learners” and “other data subjects” may include past, present, and potential members of those groups including other terms including ‘Learner’, ‘Student’, ‘Delegate’, ‘Trainer’. ‘Assessor’, etc.

“Other data subjects” and “third parties” may include contractors, suppliers, contacts, referees, approving, awarding, and monitoring organisations and bodies etc.

“Processing” refers to any action involving personal information, including obtaining, viewing, copying, amending, adding, deleting, extracting, storing, disclosing, or destroying information.

Notification of Data Held

PCF Training & Consultancy Solutions Ltd shall notify all staff and learners and other relevant data subjects of the types of data held and processed by PCF Training and Consultancy Solutions Ltd concerning them, and the reasons for which it is processed.  The information which is currently held by PCF Training & Consultancy Solutions Ltd and the purposes for which it is processed will be amended when processing for a new or different purpose.

Responsibilities

All people in which information is held.

• ensure that all personal information which they provide to PCF Training & Consultancy Solutions Ltd is accurate and up to date.
• inform PCF Training & Consultancy Solutions Ltd of any changes to information, for example, changes of address.

• check the information which PCF Training & Consultancy Solutions Ltd shall make available from time to time, in written or automated form, and inform PCF Training & Consultancy Solutions Ltd of any errors or, where appropriate, follow procedures for up-dating entries on computer forms. PCF Training & Consultancy Solutions Ltd shall not be held responsible for errors of which it has not been informed.

Staff shall ensure that

• all personal information is kept securely.
• personal information is not disclosed either orally or in writing, accidentally or otherwise to any unauthorised third party. Unauthorised disclosure may be a disciplinary matter and may be considered gross misconduct in some cases.

When staff supervise learners doing work which involves the processing of personal information, they must ensure that those students are aware of the Data Protection Principles the requirement to obtain the data subject’s consent where appropriate

Learner Responsibilities    

All learners shall,

• ensure that all personal information which they provide to PCF Training & Consultancy Solutions Ltd is accurate and up to date.
• inform the PCF Training & Consultancy Solutions Ltd of any changes to that information, for example, changes of address.
• check the information which PCF Training & Consultancy Solutions Ltd shall make available from time to time, in written or automated form, and inform PCF Training & Consultancy Solutions Ltd of any errors or, where appropriate. PCF Training & Consultancy Solutions Ltd shall not be held responsible for errors of which it has not been informed.

Rights to Access Information

• Staff, Learners, Corporate Clients, Approving or Awarding Bodies and other data subjects in PCF Training & Consultancy Solutions Ltd have the right to access any personal data that is being kept about them either on computer or in structured and accessible manual files. Any person may exercise this right by submitting a request in writing to PCF Training & Consultancy Solutions Ltd.

PCF Training & Consultancy Solutions Ltd will make a charge of £10 for each official Subject request.

Access Request under the Act.

PCF Training & Consultancy Solutions Ltd aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 40 days unless there is

good reason for delay.  In such cases, the reason for the delay will be explained in writing by the Information Security Officer to the data subject making the request.

Subject Consent

PCF Training & Consultancy Solutions Ltd may ask for information about health needs, such as allergies to forms of medication, or conditions such as asthma, arthritis. PCF Training & Consultancy Solutions Ltd will only use such information to protect the health and safety of the individual, for example, in the event of a medical emergency or in carrying out physical activities.

The Data Controller and the Designated Data Controllers

PCF Training & Consultancy Solutions Ltd is the data controller under the Act, and is ultimately responsible for implementation.

Assessment Marks & Learner Certificates

Learners shall be entitled to information about their marks for assessments, however this may take longer than other information to provide.  PCF Training & Consultancy Solutions Ltd may withhold enrolment, awards, certificates, accreditation, or references in the event that monies are owing to PCF Training & Consultancy Solutions Ltd

Retention of Data

PCF Training & Consultancy Solutions Ltd and the relevant awarding bodies qualifications will keep different types of information for differing lengths of time, depending on legal, awarding, or approving body and operational requirements.

Compliance

Compliance with the Act is the responsibility of all learners and members of staff.  Any deliberate or reckless breach of this Policy may lead to disciplinary, and where appropriate, legal proceedings.

Any individual, who considers that the policy has not been followed in respect of personal data about him- or herself, should raise the matter with PCF Training & Consultancy Solutions Ltd