Privacy Policy

Policy Overview

Safetech Consulting & Training Ltd. is committed to ensuring personal privacy and compliance with the General Data Protection Regulation (GDPR) and best practice guidelines and procedures in relation to all aspects of Data Protection.

All staff members are required to comply with the GDPR and assist Safetech Consulting & Training Ltd. in complying with the regulation.  Staff should protect the privacy and confidentiality of the personal data of learners, customers, suppliers, or employees. When dealing with personal data, employees must employ the six core principles of Data Protection.

• Personal Data must be obtained and processed fairly, legally, and transparently. Safetech Consulting & Training Ltd. will obtain and process personal data fairly and in accordance with the law.
• Personal Data can only be obtained for specified, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes. Safetech Consulting & Training Ltd. will only keep personal data for purposes that are specific, lawful, and clearly stated.
• Personal Data obtained must be adequate, relevant, and limited to what is necessary in relation to the purpose for which it was obtained.
• Personal Data must be kept accurate and up to date.
• Personal Data must be kept only for so long as is necessary for the purpose for which it was obtained.
• Personal Data must be processed in a way that ensures appropriate security including protection against unauthorized or unlawful processing, and against accidental loss, destruction or damage, using appropriate technical and organizational measures.

1. Definitions

Personal Data is “any information relating to an identified or identifiable living person” and includes names, addresses, PPS number, date of birth etc. Special Category Personal Data includes data relating to a person’s racial or ethnic origin, political opinion, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health information or sex life or sexual orientation.

2. Processing

As an employer Safetech processes employee data on the following legal bases:

• The performance of the employment contract (e.g., payment of salary)
• For compliance with a legal obligation to which the employer is subject (e.g., deduction of taxes)
• To protect the vital interests of the employee (this is intended to cover urgent health or humanitarian situations e.g., sharing personal data with the police to help to protect the data subject)
• To protect the legitimate interests of the employer (e.g., the transmission of personal data within a group of undertakings for internal administrative purposes).

As a training provider, Safetech processes learner data on the following legal bases:

• Booking form and special requirements form (if applicable)
• Attendance sheets
• Learners’ portfolios and exams
• Evaluation sheets
• Certification records and records of learners’ results
• Logbook – Receipt of learner work and storage details
• Feedback forms
• Administration of financial aspects of registration
• Administration of appeals, complaints, grievances, or matters relating to conduct
• Compliance with health and safety policies

3. Employment Records

As an employer we have a responsibility to retain personal data and sensitive data on employee files. This is for the purpose of administration and management and in compliance with applicable laws and regulations. This data includes all relevant information pertaining to employment including address, telephone number, emergency contact details, educational attainments etc.

• It is important to note that all data will be treated with the utmost confidentiality and Safetech Consulting & Training Ltd. will take security measures to ensure your data is not accessible to anybody other than those who are authorised to have access.
• It is of utmost importance that personal data is accurate and up to date and so employees are obliged to notify Safetech Consulting & Training Ltd. of any changes that might affect their employment file such as a change in address etc.
• Management will ensure to rectify inaccurate employee data without delay.

4. Learner Records

As a training provider we have a responsibility to retain personal data and sensitive data on learner files. This is for the purpose of training administration and management, and in compliance with applicable laws, regulations & standards of accrediting bodies. This data includes all relevant information pertaining to training provision including learnername, learneraddress, PPSnumber, telephonenumber(s), emailaddress, date ofbirth, course/programme ofstudy, module and certification results, employer (ifrelevant), previous educational attainments etc.

• It is important to note that all data will be treated with the utmost confidentiality and Safetech Consulting & Training Ltd. will take security measures to ensure your data is not accessible to anybody other than those who are authorised to have access.
• It is of utmost importance that personal data is accurate and up to date and so learners are obliged to notify Safetech Consulting & Training Ltd. of any changes that might affect their training records.
• Management will ensure to rectify inaccurate learner data without delay.

5. Information Sustainability

Safetech ensures the security and sustainability of data within our training management system. All data is backed up on a weekly basis and the previous week’s data is overwritten to ensure data is correct, accurate and up to date.

This is performed by a nominated member of staff and maintained by the Operations Manager.  

6. Data Retention

The GDPR requirements ensure that personal data is not retained for longer than is necessary.