Personal Data Privacy Statement

PERSONAL DATA PRIVACY STATEMENT

This statement explains how East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) handles and uses the personal details which it collects about its customers (bookers, contacts and delegates) and suppliers (trainers and other providers of services and goods). Retention of this information enables East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) to run its business and to keep in touch with its customers and suppliers to advise them of its training courses and other activities.

East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  is committed to protecting all personal information and being open about the nature of the information which it holds. Personal Data Held: The personal information held by East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) will primarily be that provided by its customers when making bookings on courses, from completed course feedback forms and in correspondence from customers and suppliers by post, telephone, email or otherwise.

The records will contain:

• Contact details as supplied and periodically updated by customers and suppliers (usually first name, last name, email address, telephone number, company details).
• Details of a customer’s participation in East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) activities including feedback provided by the customer.
• Personal data supplied by customers and suppliers for specific purposes (e.g. disability requirements or dietary preferences).
• Personal data supplied by customers for registration with external accreditation bodies, such as LANTRA and City & Guilds (e.g. personal email address, date of birth).

Use of Personal Data by East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)

Customers’ and suppliers’ Personal Data is used by East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  for:

• Administering training courses. • Internal record-keeping (including records of courses attended). • Marketing of training courses and other events.
• Conducting surveys.

Communications to customers and suppliers may be sent electronically, by post or by telephone.

Sharing of Data:

East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  will not share the personal information of customers and suppliers with third parties without their permission. The circumstance currently envisaged where data is shared with third parties is for the purposes of external registration of customers with accreditation bodies (eg LANTRA and City and Guilds) and for safety and personal reasons (eg dietary requirements to caterers at training venues).

• The City & Guilds’ learner privacy notice, sets out how City & Guilds will process learner personal data, and is located at www.cityandguilds.com/learner-policy
• Where a learner requires a reasonable adjustment, and the Centre requires assistance from City & Guilds in order to determine the appropriate reasonable adjustment, the Centre may be required to provide sensitive personal data about the learner’s health to enable City & Guilds, provided it has the prior written consent of the learner to do so.
• Centres may be required to share sensitive personal data with City & Guilds where a reasonable adjustment is requested, or in the course of an investigation, complaint, or appeal. The Centre is responsible for obtaining the explicit consent of the learner to share sensitive personal data with City & Guilds.

Customers’ Rights:

Customers and suppliers have the right to:

• Ask East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) for access to, or rectification or erasure of, their individual data. • Restrict the data provided.
• Object to the receipt of communications by any specific method.
• Request the transfer of their individual data to a third party.

Customers and suppliers have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/

Our reference number is ZA497112

Further Information:

The legal basis for processing your personal data for the purposes set out above is that it is necessary for the pursuit of East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)’s legitimate interests. East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  always handles personal data securely and minimises its use, and there is no overriding prejudice to customers and suppliers by using their personal information for these purposes. However, there is no statutory or contractual requirement for customers and suppliers to provide East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) with any personal data.

The controller of customers’ and suppliers’ personal data is the Manager for the time being of East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  who can be contacted at 01732 523755 info@emsc.org.uk

Please contact the Manager if you have any concerns or questions about the above information or if you do not wish East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  to process your personal data for specific purposes.

Where customers and suppliers have specific requests relating to the management of their personal data, East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC)  will endeavour to resolve these but there may be circumstances where it is unable to comply with a specific request.

East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) will retain the personal data of customers and suppliers for the duration of their being customers or suppliers, and not more than seven years after the last contact with the customer or supplier, or until requested by a customer or supplier to do otherwise.

East Malling Short Courses (EMSC) and East Malling Assessment Centre (EMAC) will publish any changes which it may make to the Data Protection Statement.

Reviewed and updated May 2020