Privacy Policy

Our Privacy Policy

This page describes how we use the personal information that we collect from you, or that you provide when you:

· Visit our website

· Use our services

· Communicate with us

Data Protection & Information Security Policy

Collecting Personal Data  

In the course of dealings with ACT Education Ltd you may need to provide personal data in relation to:  

• Employees and other staff members. 

• Any contractors used. 

• Learners for awarding body qualifications. 

ACT Education Ltd may also ask to be provided with sensitive personal data.  

Under the Data Protection Act 1998 (the Act):  

• Personal data means all information which may identify a living individual. 

• Sensitive personal data means information relating to a living individual's racial or ethnic origin, political opinions, religious beliefs, mental health, sexual life, trade union membership or criminal convictions or proceedings relating to any criminal charges against such individual. 

• Those people who may give personal information about themselves are described under the Act as data subjects. 

 Both you and ACT Education Ltd acknowledge that each of us may determine the manner and the purpose for which we use or process any personal data you provide. If necessary ACT Education Ltd may ask individuals to provide relevant opt-outs and consents given by data subjects. The Act requires that ACT Education Ltd allows data subjects to stop the process.  

The Data Protection Notice

As required under the Act, ACT Education Ltd will ensure when collecting personal data from data subjects they are made aware of what ACT Education Ltd will do with personal information they are given.  

This will be done by issuing a data protection notice ACT Education Ltd will ensure that the notice(s) used is at all times accurate and compliant with any relevant data protection laws.  

The Act states that data subjects are allowed to stop personal data from being processed for direct marketing purposes. ACT Education Ltd will obtain explicit consent from data subjects in the form of a tick-a-box on the data protection notice if they wish to opt out of this type of marketing.  

We, ACT Education Ltd, are required to comply with the provisions of the Data Protection Act 1998 (the Act) in relation to how we handle any personal data, which we obtain from you. 

 Any personal information gathered will only be used in the context of (your employment with us OR business we conduct with you). We may also collect Sensitive Personal Data relating to you but only with your explicit consent in advance.  

We may process all the information we obtain from you to enable us to fulfil our contractual obligations to you and we may request further information from third parties or disclose your details to other selected third parties, such as LSC, Awarding Bodies or industry bodies. 

We may from time to time send to you (or your company) by email or by post details about courses, which we believe, may be of interest to you. If you no longer require such information to be sent or if you have provided us with any information that you no longer wish to use, please contact ACT Education Ltd on 0191 495 6168. 

In disclosing your personal data to us, you agree that we may process and in particular may disclose your personal data  

• As required by law to any third parties.  

• To select third parties who may process personal data on our behalf.  

• To third parties such as LSC, Awarding Bodies may use your personal data or sensitive personal data (as appropriate) to enable us to fulfil our contractual obligations to you e.g. by providing you with an examination.  

• Contact you directly about forthcoming events courses or programmes.  

• Carry out statistical analysis.  

Pass on to their regulator or industry bodies for the following purposes:  

• To monitor equal opportunities relating to ethnicity or disability; or other such monitoring purposes.  

• To account for learners where there is a requirement to do so.  

• Where there is a requirement for such bodies to contact a learner directly and the information is not readily accessible by other means.  

Disclose your personal details to third parties for the purpose of providing prizes, remuneration and awards for learners.  

ACT Education Ltd may also transfer your personal information outside the European Economic Area but ACT Education Ltd will use all reasonable efforts to ensure that any such transferred information is given the same protection and levels of security as if it were being processed within the UK.  

You have the right to require us to correct any inadequacies in the personal details we hold about you and to any direct marketing we carry out using your personal details

GDPR Policy

ACT Education Ltd is committed to a policy of protecting the rights and privacy of individuals, including learners, staff and others, in accordance with the General Data Protection Regulation (GDPR) May 2018.  

The new regulatory environment demands higher transparency and accountability in how the company manages and uses personal data. It also accords new and stronger rights for individuals to understand and control that use.  

The GDPR contains provisions that the company will need to be aware of as data controllers, including provisions intended to enhance the protection of students’ personal data. For example, the GDPR requires that:  

We must ensure that our company privacy notices are written in a clear, plain way that staff and learners will understand, ACT EDUCATION LTD needs to process certain information about its staff, learners, parents and guardians and other individuals with whom it has a relationship for various purposes such as, but not limited to:  

1. The recruitment and payment of staff.  

2. The administration of programmes of study and courses.  

3. Learner enrolment.  

4. Examinations and external accreditation.  

5. Recording student progress, attendance and conduct.  

6. Collecting fees.  

7. Complying with legal obligations to funding bodies and government including local government.  

To comply with various legal obligations, including the obligations imposed on it by the General Data Protection Regulation (GDPR) ACT EDUCATION LTD must ensure that all this information about individuals is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully. 

Compliance  

This policy applies to all staff and learners of ACT EDUCATION LTD. Any breach of this policy or of the Regulation itself will be considered an offence and the Company’s disciplinary procedures will be invoked.  

As a matter of best practice, other agencies and individuals working with ACT EDUCATION LTD and who have access to personal information will be expected to read and comply with this policy. It is expected that departments who are responsible for dealing with external bodies will take the responsibility for ensuring that such bodies sign a contract which among other things will include an agreement to abide by this policy.  

This policy will be updated as necessary to reflect best practices in data management, security and control and to ensure compliance with any changes or amendments to the GDPR and other relevant legislation.  

The Code of Practice on GDPR for ACT EDUCATION LTD gives further detailed guidance and ACT EDUCATION LTD undertakes to adopt and comply with this Code of Practice.   

General Data Protection Regulation (GDPR)  

This piece of legislation comes into force on the 25th May 2018.  It regulates the processing of personal data and protects the rights and privacy of all living individuals (including children), for example by giving all individuals who are the subject of personal data a general right of access to the personal data which relates to them. Individuals can exercise the right to gain access to their information by means of a ‘subject access request’. Personal data is information relating to an individual and may be in hard or soft copy (paper/manual files; electronic records; photographs; CCTV images) and may include facts or opinions about a person.  

The GDPR also sets out specific rights for Company learners in relation to educational records held within the state education system. These rights are set out in separate education regulations ‘The Education (Pupil Information) (England) Regulations 2000’. For more detailed information on these Regulations see the Data Protection Data Sharing Code of Practice (DPCoP) from the Information Commissioner’s Office (ICO). Please follow this link to the ICO’s website (www.ico.gov.uk)  

Responsibilities under the GDPR  

ACT EDUCATION LTD will be the ‘data controller’ under the terms of the legislation – this means it is ultimately responsible for controlling the use and processing of personal data. The company appoints a Data Protection Officer (DPO), currently the Principal who is available to address any concerns regarding the data held by the company and how it is processed, held and used. ACT EDUCATION LTD also has a nominated governor who oversees this policy.  

The Senior Leadership Team is responsible for all day-to-day data protection matters and will be responsible for ensuring that all members of staff and relevant individuals abide by this policy, and for developing and encouraging good information handling within the company.  

The Senior Management Team is also responsible for ensuring that the company’s notification is kept accurate. Details of the Company’s notification can be found on the Office of the Information Commissioner’s website  

Compliance with the legislation is the personal responsibility of all members of the Company who process personal information.  

Individuals who provide personal data to the Company are responsible for ensuring that the information is accurate and up-to-date.  

Data Protection Principles  

The legislation places a responsibility on every data controller to process any personal data in accordance with the eight principles. More detailed guidance on how to comply with these principles can be found in the DPCoP. Please follow this link to the ICO’s website (www.ico.gov.uk)  

In order to comply with its obligations, ACT EDUCATION LTD undertakes to adhere to the eight principles:  

1) Process personal data fairly and lawfully.  

ACT EDUCATION LTD will make all reasonable efforts to ensure that individuals who are the focus of the personal data (data subjects) are informed of the identity of the data controller, the purposes of the processing, any disclosures to third parties that are envisaged; given an indication of the period for which the data will be kept, and any other information which may be relevant. For example,  

2) Process the data for the specific and lawful purpose for which it collected that data and not further process the data in a manner incompatible with this purpose.  

ACT EDUCATION LTD will ensure that the reason for which it collected the data originally is the only reason for which it processes those data, unless the individual is informed of any additional processing before it takes place.  

3) Ensure that the data is adequate, relevant and not excessive in relation to the purpose for which it is processed.  

ACT EDUCATION LTD will not seek to collect any personal data which is not strictly necessary for the purpose for which it was obtained. Forms for collecting data will always be drafted with this in mind. If any irrelevant data are given by individuals, they will be destroyed immediately.  

4) Keep personal data accurate and, where necessary, up to date.  

ACT EDUCATION LTD will review and update all data on a regular basis. It is the responsibility of the individuals giving their personal data to ensure that this is accurate, and each individual should notify the Company if, for example, a change in circumstances means that the data needs to be updated. It is the responsibility of the Company to ensure that any notification regarding the change is noted and acted on.  

5) Only keep personal data for as long as necessary.  

ACT EDUCATION LTD undertakes not to retain personal data for longer than is necessary to ensure compliance with the legislation, and any other statutory requirements. This means ACT EDUCATION LTD will undertake a regular review of the information held and implement a weeding process.  

ACT EDUCATION LTD will dispose of any personal data in a way that protects the rights and privacy of the individual concerned (e.g. secure electronic deletion, shredding and disposal of hard copy files as confidential waste). A log will be kept of the records destroyed.  

6) Process personal data in accordance with the rights of the data subject under the legislation.  

Individuals have various rights under the legislation including the right to:  

● be told the nature of the information the Company holds and any parties to whom this may be disclosed.  

● prevent processing likely to cause damage or distress.  

● prevent processing for purposes of direct marketing.  

● be informed about the mechanics of any automated decision-making process that will significantly affect them.  

● not have significant decisions that will affect them taken solely by an automated process.  

● sue for compensation if they suffer damage by any contravention of the legislation.  

● take action to rectify, block, erase or destroy inaccurate data.  

● request that the Office of the Information Commissioner assess whether any provision of the Act has been contravened.  

ACT EDUCATION LTD will only process personal data in accordance with individuals’ rights.  

7) Put appropriate technical and organisational measures in place against unauthorised or unlawful processing of personal data, and against accidental loss or destruction of data.  

All members of staff are responsible for ensuring that any personal data which they hold is kept securely and not disclosed to any unauthorised third parties.  

ACT EDUCATION LTD will ensure that all personal data is accessible only to those who have a valid reason for using it.  

ACT EDUCATION LTD will have in place appropriate security measures e.g 
ensuring that hard copy personal data is kept in lockable filing cabinets/cupboards with controlled access (with the keys then held securely in a key cabinet with controlled access):  

● keeping all personal data in a lockable cabinet with key-controlled access.  

● password protecting personal data held electronically.  

● archiving personal data which are then kept securely (lockable cabinet).  

● placing any PCs or terminals, CCTV camera screens etc. that show personal data so that they are not visible except to authorised staff.  

● ensuring that PC screens are not left unattended without a password-protected screen-saver being used.  

In addition, ACT EDUCATION LTD will put in place appropriate measures for the deletion of personal data - manual records will be shredded or disposed of as ‘confidential waste’ and appropriate contract terms will be put in place with any third parties undertaking this work. Hard drives of redundant PCs will be wiped clean before disposal or if that is not possible, destroyed physically. A log will be kept of the records destroyed.  

This policy also applies to staff and learners who process personal data ‘off-site’, e.g. when working at home, and in circumstances additional care must be taken regarding the security of the data.  

8) Ensure that no personal data is transferred to a country or a territory outside the European Economic Area (EEA) unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.  

ACT EDUCATION LTD will not transfer data to such territories without the explicit consent of the individual.  

This also applies to publishing information on the Internet - because the transfer of data can include placing data on a website that can be accessed from outside the EEA - so ACT EDUCATION LTD will always seek the consent of individuals before placing any personal data (including photographs) on its website.  

If the Company collects personal data in any form via its website, it will provide a clear and detailed privacy statement prominently on the website, and wherever else personal data is collected.  

Consent as a basis for processing  

Although it is not always necessary to gain consent from individuals before processing their data, it is often the best way to ensure that data is collected and processed in an open and transparent manner.  

Consent is especially important when ACT EDUCATION LTD is processing any sensitive data, as defined by the legislation.  

ACT EDUCATION LTD understands consent to mean that the individual has been fully informed of the intended processing and has signified their agreement (e.g. via the enrolment form) whilst being of a sound mind and without having any undue influence exerted upon them. Consent obtained on the basis of misleading information will not be a valid basis for processing.  Consent cannot be inferred from the non-response to a communication.  

“Personal Details 
● For the purposes of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679 you consent to the Company holding and processing personal data including sensitive personal data of which you are the subject, details of which are specified in the Company's data protection policy.  

● This will include marketing images and the Company CCTV.”  

ACT EDUCATION LTD will ensure that any forms used to gather data on an individual will contain a statement (fair collection statement) explaining the use of that data, how the data may be disclosed and also indicate whether or not the individual needs to consent to the processing.  

ACT EDUCATION LTD will include the specified statement from the DfE on the student enrolment form and update when required following the EFA's technical guidance:  

How We Use Your Personal Information 

This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of the Data Protection Act 1998, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).  

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the Data Protection Act 1998.  

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.  

You can opt out of contact for other purposes by ticking any of the following boxes if you do not wish to be contacted:  

About courses or learning opportunities. For surveys and research. 

•  By post.  

• By phone.  

• By email. 

Further information about the use of and access to your personal data, and details of organisations with whom we regularly share data are available at: https://www.gov.uk/government/publications/esfa-privacy-notice  

ACT EDUCATION LTD will ensure that if the individual does not give his/her consent for the processing, and there is no other lawful basis on which to process the data, then steps will be taken to ensure that processing of that data does not take place.  

Subject Access Rights (SARs)  

Individuals have a right to access any personal data relating to them which are held by the Company. Any individual wishing to exercise this right should apply in writing to the Company Director. Any member of staff receiving a SAR should forward this to the Company Director.  

The Company reserves the right to charge a fee for data subject access requests (currently £20).  

Under the terms of the legislation, any such requests must be complied with within 40 days.

Disclosure of Data  

Only disclosures which have been notified under the Company’s DP notification must be made and therefore staff and learners should exercise caution when asked to disclose personal data held on another individual or third party.  

ACT EDUCATION LTD undertakes not to disclose personal data to unauthorised third parties, including family members, friends, government bodies and in some circumstances, the police.  

Legitimate disclosures may occur in the following instances:  

● the individual has given their consent to the disclosure.  

● the disclosure has been notified to the OIC and is in the legitimate interests of the Company.  

● the disclosure is required for the performance of a contract.  

There are other instances when the legislation permits disclosure without the consent of the individual. 

In no circumstances will ACT EDUCATION LTD sell any of its databases to a third party. 

Publication of Company Information  

ACT EDUCATION LTD publishes various items which will include some personal data, e.g.  

● internal telephone directory.  

● event information.  

● photos and information in marketing materials.  

It may be that in some circumstances an individual wishes their data processed for such reasons to be kept confidential, or restricted Company access only. Therefore, it is ACT EDUCATION LTD's policy to offer an opportunity to opt out of the publication of such when collecting the information.  

Email  

It is the policy of ACT EDUCATION LTD to ensure that senders and recipients of emails are made aware that under the DPA, and Freedom of Information Legislation, the contents of the email may have to be disclosed in response to a request for information. One means by which this will be communicated will be by a disclaimer on the Company’s email.  

Under the Regulation of Investigatory Powers Act 2000, Lawful Business Practice Regulations, any email sent to or from the Company may be accessed by someone other than the recipient for system management and security purposes.  

CCTV  

There are some CCTV systems operating within ACT EDUCATION LTD for the purpose of protecting Company members and property. ACT EDUCATION LTD will only process personal data obtained by the CCTV system in a manner which ensures compliance with the legislation.  

Procedure for review  

This policy will be updated as necessary to reflect best practices or future amendments made to the General Data Protection Regulation (GDPR) May 2018 and Data Protection Act 1998.  

Please follow this link to the ICO’s website (www.ico.gov.uk) which provides further detailed guidance on a range of topics including individuals’ rights, exemptions from the Act, dealing with subject access requests, how to handle requests from third parties for personal data to be disclosed etc. In particular, you may find it helpful to read the Guide to Data Protection which is available from the website.  

For help or advice on any data protection or freedom of information issues, please do not hesitate to contact:  

The Data Protection Officer (DPO): Blake Robinson.  

Digital Data and IT Usage Policy

ACT Education Ltd is aware of the importance of digitised data in the modern workplace and the impact that loss or corruption of any such data can have on business activities. Therefore, we are committed to using information technology and computer systems in a secure, efficient and legitimate manner and fully support compliance with our registration and obligations under the Data Protection Acts (1984 & 1998), and other legislation relating to the use of computers. It is essential that all information processing systems are protected to an adequate level from accidental or deliberate, loss of service or damage.  

This policy covers the use, security and maintenance of computers in relation to:  

• Disposal of Equipment. 

• Fraud. 

• Hacking. 

• Legislation. 

• Misuse of personal data. 

• Private work. 

• Sabotage. 

• Staff awareness. 

• Theft. 

• Use of unlicensed software. 

• Use of the Internet and email.