Training Matters - Privacy Policy

Privacy Policy

Training Matters is committed to data security and the fair and transparent processing of personal data. This Privacy Policy sets out how Training Matters treat learner personal data.

Please read this Policy carefully as it contains important information on who we are, how and why we collect, store, use and share your personal data, your rights in relation to your personal data, how to contact us, and how to contact supervisory authorities in the event that you would like to report a concern about the way in which we process your personal data.

Who are we?

Training Matters are a training provider who deliver professional and challenging programmes designed to improve business performance and enhance the individual learning experience. All our programmes use e-learning to support blended solutions, ensuring that every programme meets the needs of the individual and the organisation. Training Matters are an accredited centre for Scottish Qualifications Authority (SQA), Chartered Management Institute (CMI) and Institute of Leadership and Management (ILM) qualifications and work with Skills Development Scotland (SDS) to delivery modern apprenticeship frameworks.

Information you give to Training Matters

We will collect and process the following personal information:-

  • personal details that allow us to register you with the appropriate awarding and funding bodies
  • information that you provide about you and your personal circumstances; 
  • information about your training programme including details of your achievements and progress, your records of work and portfolios relating to your training and subsequent progression and outcomes from your training; and
  • information you provide about yourself in the Skills Development Scotland equality monitoring form and any disability or care leaver form.

The information collected shall be held securely by us or on our behalf and may be passed by us to other public bodies concerned with one or more of the following:-

  • economic development
  • skills development
  • awards for vocational qualifications
  • maintaining educational standards
  • the provision of other public services or benefits
  • our internal/external auditors

in each case, to the extent required to fulfil their respective public functions.

* We will only report on your answers to the Equalities Monitoring form in an anonymised manner.

How do we use your personal data?

We may use your personal data where this is necessary to pursue our legitimate interests as a provider of training, assessment, and certification products and/or services, including to:

  • provide you with products and/or services for which you have registered;
  • undertake administration in relation to products and/or services for which you have registered;
  • provide you with a certificate, credential or other record of learning;
  • contact you directly in relation to our quality assurance processes, investigations, appeals, and complaints;
  • contact you directly in relation to new and existing products, services, news, awards and events offered by Training Matters;
  • assess and provide reasonable adjustments in relation to your learning or assessment where requested.

Marketing

We may also use personal information to provide you with information about our services and for sales and marketing purposes, specifically to provide updates on our current courses, future intakes, and other relevant news we think you will be interested in. You can opt out or change your preferences at any time by clicking the link found within the footer of any newsletter you receive from us, or by contacting us at Support@trainingmatters.com. We will treat your information with respect. We will not permit third parties to use your personal information for marketing purposes.

Who do we share your personal data with?

We may share your personal data with relevant third parties, where necessary, in relation to your learning, assessment, or certification, including:

  • awarding bodies including SQA, CMI ILM, MA Online and relevant Skills Councils for the purpose of certification;
  • funding bodies including SDS and Scottish Government to allow support funding to be accessed
  • Learning Assistant (City and Guilds) within our eportfolio system

We will ensure there is a privacy policy in place with such third parties which include obligations in relation to the confidentiality, security, and lawful processing of any personal data shared with them.
You can view specific third-party privacy statements below:

We take all reasonable steps to ensure that our staff protect your personal data and are aware of their information security obligations. We limit access to your personal data to those who have a genuine business need to know it.

We may also share personal data with law enforcement or other authorities if required by applicable law.

How long will we keep your personal data?

We will retain personal data relating to your learning, assessment, and certification to enable us to provide information about your learning or a replacement certificate.

We will retain personal data relating to our quality assurance processes, appeals, or investigations for a period of 7 years to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.

Where do we store your personal data and how is it protected?

We take reasonable steps to protect your personal data from loss or destruction. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights

Under the GDPR, you have various rights with respect to our use of your personal data:

Right to Access

You have the right to request a copy of the personal data that we hold about you by contacting us at the email or postal address given below. Please include with your request information that will enable us to verify your identity. We will respond within 1 month of request. Please note that there are exceptions to this right. We may be unable to make all information available to you if, for example, making the information available to you would reveal personal data about another person, if we are legally prevented from disclosing such information, or if there is no basis for your request, or if it is excessive.

Right to rectification

We aim to keep your personal data accurate and complete. We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

Right to erasure

You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed. If you would like to request that your personal data is erased, please contact us using the contact details provided below.

Right to object

In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data, or if your data is being processed for direct marketing purposes. If you would like to object to the processing of your personal data, please contact us using the contact details provided below.

Right to restrict processing

In certain circumstances, you have the right to request that we restrict the further processing of your personal data. This right arises where, for example, you have queried the accuracy of the personal data we hold about you and we are verifying the information, you have objected to processing based on legitimate interests and we are considering whether there are any overriding legitimate interests, or the processing is unlawful and you elect that processing is restricted rather than deleted. Please contact us using the contact details provided below.

Right to data portability

In certain circumstances, you have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format. This right arises where you have provided your personal data to us, the processing is based on consent or the performance of a contract, and processing is carried out by automated means. If you would like to request make such request, please contact us using the contact details provided below.

Please note that the GDPR sets out exceptions to these rights. If we are unable to comply with your request due to an exception we will explain this to you in our response.

Contact

If you have any queries about this Policy, the way in which Training Matters processes personal data, or about exercising any of your rights, you can contact our Privacy Representative by sending an email to support@trainingmatters.com or writing to Privacy Officer, Training Matters, Innovation Centre, 1 Ainslie Road, Hillington, Glasgow, G52 4RU

Complaints

If you believe that your data protection rights may have been breached, and we have been unable to resolve your concern, you may lodge a complaint the applicable supervisory authority or to seek a remedy through the courts. Please visit https://ico.org.uk/concerns/ for more information on how to report a concern to the UK Information Commissioner’s Office.

Changes to our Policy

Any changes we may make to our Policy in the future will be updated on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our Policy.