- By entering into a contract with FIT Education either for learning or employment, enables FIT Education to the authorised possessing and storage of personal data to the extent necessary for the administration of their learning journey or employment with us.
- We may possess personal information to enable us to provide education and training to all learners; to promote our services; to maintain our own accounts and records and to support and manage our employees and partners.
- FIT Education possess’ personal information in accordance with applicable data protection law, in particular the General Data Protection Regulation (EU) 2016/679 (“GDPR”).and are also bound by our commitment to the employment practise code. FIT Education are registered with the Information Commissioner's Office, registration reference: (ZA244210) which ensure our compliance.
- Below are non-exhaustive details of which FIT Education may possess data from, what data we may possess, including where relevant sensitive personal data, why we may possess the data and with whom we may share this data with as defined by “GDPR”:
We possess personal information about:
- Professional advisers and consultants
- Complainants, enquirers
We possess information which is relevant to the above persons which may include:
- Personal details
- Family details
- Business activities of the person whose personal information we are processing
- Lifestyle and social circumstances
- Financial details
- Training details
- Education and employment details
We may also possess sensitive information, which may include:
- Physical or mental health details
- Racial or ethnic origin
- Religious or other beliefs
- Sexual orientation
- Gender reassignment
We may possess information for staff administration for the following reasons:
- Recruitment, appointment and promotion
- Salary and pension payments
- Managing sickness and absence provision
- Occupational Health or training and development
- Disclosure barring service
- Certificate of sponsorship
We may share information to meet statutory requirements including:
- Equal Opportunity Monitoring
- Equality Act 2010 Monitoring
- HMRC Submissions – Tax and NI records
- Office of National Statistics
- The Pension Regulator
- Child Support Agency
- Department of Works and Pensions
- Pension Scheme Returns
- The Court Services
We may possess information for fulfilment of business requirements including:
- Staff internal contact information
- Internal and external auditing
- Health and Safety
- FIT Education may use information you give regarding any of the protected characteristics set within the Equality Act 2010 for the monitoring of equality of opportunity and eliminating unlawful discrimination in accordance with our Equality & Diversity Policy.
- Your sensitive information will not be used to make any adverse decisions about you in any way.
Data Collection and maintenance
- Learners and staff initially provide data to FIT Education themselves through the enrolment application process via an application form.
- Data will also be captured on during and on completion of the learner journey or during or on termination of employment for staff of FIT Education in the way of satisfaction questionnaire, CPD and appraisal, disciplinary action or other similar documentation.
- Data can be amended at any time by request from the individual, where only information regarding the individual can be amended or updated.
- All personal data and information which is referred to in this policy shall be stored in accordance with “GDPR” and relevant awarding organisational policies.
- FIT Education takes reasonable measures to prevent the loss, misuse or alteration of your personal information. Such measures are likely to include regular backups of our data, encryption of the data and secure password protection policies on all systems handling your personal information.
- FIT Education store all the personal information you provide on its secure servers.
- Information relating to electronic transactions entered into via this website will be protected by encryption technology.
- To maximize the security of your payment related information, this data is not stored on FIT Educations servers and instead resides with our merchant and payment gateway service providers.
- FIT Education take the protection of data and information seriously any breech of this or FIT Educations Clear Workstation Policy shall be dealt with in accordance with the Malpractice & Maladministration Policy and disciplinary action may peruse.
How long do we keep your data?
- We retain data for as long as is required to fulfil our ongoing regulatory, quality assurance and / or legal obligations. For example, learner and achievement data will be retained beyond the end of a contract between us and the learner’s training provider in case it should be required during regulatory audits, complaint handling, appeals and / or legal proceedings.
- Please refer to the section of this Policy and the ‘How to contact us’ section if you feel that we are retaining your data for longer than necessary and wish to exercise your “Right to erasure”.
- Where you have opted into marketing communications, please note that you can update your preferences or unsubscribe at any time.
Publication of Details
- Staff names, email addresses may be published on FIT Education’s website and relevant course documentation for the purpose of providing contact details to customers (existing Learners, applicant or other third parties) and fulfil the legitimate interests of FIT Education as data controller.
- Where required, staff profiles, including photographs are published on FIT Educations website only with the consent of the individual member of staff.
- Where appropriate we may recognise learners’ success and achievements with acknowledgment across FIT Educations digital platforms with the prior consent from the individual(s) concerned. This may be in the form of a photograph, a learners and relevant qualification achievements.
- The GDPR outlines various rights that a data subject has with regard to their personal data. Please see a summary below:
- The “Right to be informed”: individuals must be made aware of how and why their personal data is collected. In providing the Policy, FIT Education meets this requirement
- The “Right of access”: individuals can request access to copies of their personal data in order to verify that it is being processed in a lawful and correct way
- The “Right to rectification”: individuals can request that inaccurate personal data is corrected (or completed if it is incomplete)
- The “Right to erasure”: under certain circumstances, an individual can request that their personal data is deleted (e.g. if they wish to unsubscribe from receiving marketing communications and also have their contact details completely deleted from our systems. This would be possible provided there was no legitimate ongoing reason for us to retain their details)
- The “Right to restrict process”: under certain circumstances an individual can request the suppression of their personal data (e.g. allowing us to continue holding their data, but pausing all processing of that data whilst they seek to verify that it is accurate and / or being processed lawfully)
- The “Right to portability”: under certain circumstances, an individual can request that their personal data is electronically transferred from us to another data controller
- The “Right to object”: under certain circumstances, an individual can object to the way in which their data is being processed (for example, if they believe that we do not have legitimate grounds for collecting and processing certain information about them). If the objection is upheld, we are required to stop processing that information
- If you wish to exercise any of these rights or raise a data protection issue with us, please find the appropriate contact details below.
Disclosure to other Third Parties
- Individual learner or staff information may be disclosed to certain third parties including:
- Relevant Government departments’ agencies such as the Education and Skills Funding agency or the Criminal Records Bureau Service.
- Potential employers on receipt of a reference request.
- Potential providers of education where a reference is requested
- Internal and external auditors.
- Relevant awarding organisations
- Disclosures to organisations not listed in this notification will only be made in specific legitimate circumstances. Your consent will be sought where necessary, unless exceptional circumstances apply.
- Release of limited information in connection with your learning or employment may be required under the Freedom of Information Act 2000.
- Staff and learner personal data will not be passed to any other third parties unless FIT Education is legally obliged to do so, and only in accordance with specific terms as defined under “GDPR”.
Publication and Communication
- This Data Protection & Information Policy is published on Fit Educations learner portal and on our webpage at fiteducation.co.uk and upon request via email.
- The Policy is made available to all learners and staff from their induction period and is located within the relevant handbook.
- Comments or questions relating to the Data Protection & Information Policy should be sent to the Data Protection Officer via email; firstname.lastname@example.org
Contact FIT Education
- If you believe that your data protection rights may have been breached, you can lodge a formal complaint by contacting us as described below. If you are unhappy with our response, please visit https://ico.org.uk/concerns to access more information about how to escalate your complaint to the Information Commissioner (if you are in the UK) or to your local data protection supervisory authority.
FIT Education, 3 St Georges Crescent, North Shields, Tyne and Wear, NE29 0JW