As a learner, an employer or training provider, you may interact with us via our website and our advisors. If you are a contractor, you may interact with us via our website and our managers. This document covers the categories of personal information we collect through each of the ways you interact with us and the type of services you take from us. It applies to personal data provided to us, both by individuals themselves or by others.
We collect personal information to help manage your interactions with us and to provide a quality service:
To enable us to learn about each other before suggesting a course of action;
To manage the services we provide to you;
To charge you for the products and services you have ordered from us;
To be able to answer questions you may have now and in the future about the services we have provided to you;
To fulfil our legal obligations as a business; and
To help us run and grow our business.
We also collect information, so we can tell you about our products and services. We may send you emails from time to time to keep you in touch with our services or about industry developments.
If you are a client or a learner our lawful basis for processing your personal information is that we have a “Legitimate Interest” in doing so.
If you are a training provider our lawful basis for processing your personal information is “Contract”.
We will not collect any personal information from you we do not need, and we will not resell your personal information.
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).
In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other personal information processed in the provision of services is 7 years.
We use a number of service providers to assist us deliver products and services to you and share necessary portions of your personal information with them:
Our website is hosted with One.com and WordPress and is hosted in the UK;
Contract documents, records and invoices of our customers are held on Microsoft SharePoint; Google Docs
We use One.com for email in which personal information contained in emails is held
Our accounting system, QuickBooks, holds your personal information related to invoices and payments. If you are a staff member, the same system holds information about your pay, tax and pensions. The provider hosts your information outside of the EU but is an organisation that complies with the EU’s data privacy regulations;
All of our service providers are required to maintain the confidentiality and security of your personal information and to use it only in compliance with applicable privacy laws. These companies are not authorised to use your information in any manner, other than in helping us to provide you with services or as otherwise required by applicable law.
We may also disclose specific personal information about you if required by law, governmental request or court order if, based on our good faith belief, it is necessary to conform or comply with such law, request or court order.
When we are retained by learning providers to register learners for their courses, we will be acting as a Data Processor in terms of the Data Protection regulations. In these cases, our processing of Personal data will be subject to a Data Processor Agreement between ourselves and the learning provider.
We only keep your personal information as long as specified in the Data Processor Agreement, or as otherwise required by law.
You can visit our site (http://etacs.co.uk) without telling us who you are or providing us with any personal information. However, we may collect the I.P. (Internet protocol) addresses of all our website visitors and other related information to be used to improve our website. We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.
When you visit our website, you are presented with the option to “opt-in” to accept cookies. Our lawful basis for using cookies is your Consent via accepting cookies.
You may choose to raise a query with us via the contact form provided on our website. In this case we will collect and store your name and email address. As an alternative method of contact you may click on one of the email addresses on our website. The link will open your own email application and you will not need to save your information on our website.
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application and we will not share any of the information you provide during the recruitment process with any third parties. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. We will use the information you provide to assess your suitability for the role you have applied for.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained for up to a period of six months.
If we retain you as a contractor, we will ask you for information so that we can carry out pre-contract checks. We need to confirm the identity of our contractors, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide proof of your identity and proof of your qualifications. We will contact your referees, using the details you provide in your application, directly to obtain references.
If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments;
National Insurance number and tax codes for use with HMRC; and
Emergency contact details – so we know who to contact in case you have an emergency at work.
During contracted employment with us we will collect and store information in your personnel file such as performance reviews and leave records.
If you become a member of staff the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
If you are unsuccessful at any stage of the process, the information you have provided until that point, and our interview notes will be retained for 6 months from your application.
We share our employees’ personal information with our accountant for preparing payroll, with HMRC and with our pensions provider. We may also disclose specific personal information about you if required by law, governmental request or court order if, based on our good faith belief, it is necessary to conform or comply with such law, request or court order.
We maintain reasonable administrative, technical and physical safeguards in an effort to protect against the loss, theft, unauthorised access, use, modification and disclosure of personal information in our custody and control. We only provide access to personal information to staff, contractors and authorised service providers who require such information for the purposes described in this Privacy Notice.
In the event of a merger or transfer of our business to a new owner we may transfer or share information we have about you to a third-party acquirer.
This policy was last updated in June 2018.
If you wish to access or update the personal information we have about you, or to correct factual errors in our records, please email us or write to us at the addresses below. To protect your privacy, we will take reasonable steps to help verify your identity before granting access or making corrections.
The Data Protection Manager, ETA Consulting Services LLP, 5 Brockham Grange, Sherfield on Loddon, Hook, RG27 0FT
Email: email@example.com / Telephone: 07914631143
You can request a copy of the personal information we hold on you at any time. If you believe the information we process on you is incorrect you can request to see this information, and have it corrected or deleted. If we are providing a service to you under contract, then it may not be possible to delete your information. We may also be required to retain some parts of your personal information for legal reasons – such as invoice and payment records. Please make a request to access your personal data in writing. There will be no charge for reasonable requests for information and we will respond within 30 days. If it will take longer than 30 days to meet your request, we will advise you accordingly.
Where we are acting as a Data Processor for another organisation, we may be required to advise them of your request and for them to fulfil your request.
If you wish to raise a request regarding your personal information or to register a complaint on how we have handled your personal data, please contact us at firstname.lastname@example.org
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office at https://ico.org.uk/