Privacy

Contents:

1. Document Control Table
2. Statement
3. Scope
4. Your personal information
5. Your credit card information
6. Information provided to us by other companies
7. Sharing your data
8. Information via website cookies
9. How long we will retain your personal information
10. How we will safely store your personal information
11. Keeping your personal information up to date
12. Your right to request what information we hold about you
13. Legal basis for processing your information
14. Your right to erasure or restriction of personal information
15. NCTS Ltd complaints procedure
16. Links to other websites
17. Audit & review
18. Enforcement
19. Associated documents

NCTS Ltd respect your rights and value the security of the personal information you provide to us when accessing our services.

Our Privacy Policy will explain which information we request, why we request this, how we maintain storage, the security of your information and your rights, as the subject, of this information.

You can contact us any time between the hours of 8.30am and 5.00pm, Monday to Friday, in person by visiting our school at the address below, by telephone contacting the centre office on 01606 339 414 or via email to info@ncts.co.uk. You are perfectly within your rights to contact us by any of these means to change, delete, use or request to know the extent of the personal information we hold at any time and a member of the team will be happy to help you. Any of these services are provided at no cost to yourself.

To request any of the information above in writing please forward your correspondence to:
F.A.O the Data Co-Ordinator
NCTS Ltd
Victoria House, New Cheshire Business Park
Wincham Lane, Northwich
CW9 6GG

3. Scope
This Policy applies to all personal data held within the organisation relating to trainers/instructors and clients plus past, present and prospective learners.

It is the responsibility of all directors; employees; learners; agency staff, contractors; visitors; consultants and those
working under self-employed arrangements to protect any information provided.

4. Your Personal Information

NCTS Ltd will only ever request the minimum information required to ensure the smooth business processing of your qualifications and to maintain your safety at all times whilst training with us.

There are various ways in which we will request your information at different stages of our course booking process

Stage 1

What

Your name & NI number

Why

This information is often needed to register you as a candidate with your awarding body prior to course commencement.

How
Initially you (or your respective Employer if they are booking on your behalf) will provide this information by completing a “Course Booking Confirmation Form” which is sent via email for completion with our Official quotation.

Stage 2

What

Your address

Why

In most cases your awarding body will need this, plus as a private customer, this information would be used to forward your certificate/card and invoice or payment receipt.

What

Your D.O.B

Why

This is often required for us to register you as a candidate with your Awarding body which together with your NI number will verify who you are.

What

Your telephone number

Why

In case we have any queries with your results submission.
What

Your email

Why

This is not a mandatory requirement and it is completely your decision to provide this information which could be used to send your invoice/payment receipt and a copy of your certificate once gained. We may also contact you with any queries relating to your results submission via email as this is often a faster method to resolve any issues.

What

Your NI number

Why

In most cases your awarding body will request this on your registration as a candidate to verify (with your D.O.B who you are).

What

Basic medical information

Why

NCTS Ltd is a construction industry training provider and our training yard provides the opportunity to train within a live working construction environment. Also, some of our class room-based courses have physical exercises embedded into their syllabus which may aggravate certain medical conditions. The medical information you provide allows us to ensure that a suitable risk assessment is developed or your learning programme is altered to accommodate and protect you.

Also, as our training can be high risk, in the unfortunate event of an accident we would require this information for medical emergency teams to ensure you received the correct treatment required.

How

This information will be requested via the “Candidate Information Form” issued to you at the start of your course. Not only does this form allow you to provide the information required, it also assists your tutor/instructor to assess if you are comfortable with completing paperwork and to offer assistance if required.
Please note: this form will also provide you with the option to “opt out” of providing any of the individual information requirements listed above.

Stage 3

What                                                     

Your marketing preferences

Why

It is your legal right to “opt out” of receiving marketing information or details of any future courses from NCTS Ltd.

How

At your initial induction you will be issued with a “GDPR Privacy Notice” which will give you the option to opt out of some or all of our marketing and course information emails, texts, mail shots or telephone calls.

5. Your Credit Card Information

Payments can be made in person at our head office, over the telephone by credit/debit card or via bank transfer direct to our account.  You will only be asked for your credit card details when paying over the telephone and your details will never be stored or held by NCTS Ltd.  Any details will be shredded immediately once used to receive your payment and will only be requested by 1 of our 2 authorised NCTS Ltd personnel.

6. Information provided to us by other companies

Your employer or any agencies you are using may provide us with your personal data to book a course or to allow us to contact you in relation to a course they have booked on your behalf.  We will take every step necessary to ensure that they have permission from you to allow us to do this.  If you would not like us to receive information via any other company or person other than yourself, please feel free to let us know of your preference.

Any of your personal data we receive from the Client will be subject to the Clients’ Privacy Notices which they should have made you aware of – we would encourage you to request and read this in order for you to understand how they collate, use and store your personal data. 

7. Sharing your data

The only data we will share to other companies is the information we require for us to carry out our staple business operations/processes.  These include:

  • Accrediting bodies for the purpose of operational processing of course paperwork;
  • External verifiers for the purpose of NVQ processing and auditing;
  • Our invoice processing software provider (Pegasus, Opera) for the purpose of processing payments, invoices, credits etc;
  • External Accountants for the purpose of financial support and annual returns information;
  • HSE, Police, HM Court and Tribunal Services for legal investigations following an accident/incident (under these circumstances we may be required to disclose your information without your permission);
  • Solicitors who may provide legal advice where applicable;
  • Debt Management Companies where debt recovery services are required;
  • New owners of NCTS Ltd in the unlikely situation that we should sell the business, however we will notify you should this occur, and you will have the opportunity to request suppression or deletion at that time with the new owners.
  • Third party training providers in order to provide the training service you have requested if we are unable to deliver your chosen course directly.

8. Information via website cookies

Our website does not use cookies at this time.

9. How long we will retain your personal information

Under certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example CITB, Site Safety Plus course rules have a document retention period of 3 years for quality auditing purposes, however, NCTS Ltd will issue you with their own “Candidate Information Form” to gather personal information which we retain and will be kept for the duration of your qualification or until your certificate has expired.  This is to enable us to assess if you are at risk through our training and to contact you with details of future relevant courses which we believe you wold be interested in taking with us.  Should you not wish to re-take or refresh your qualification with NCTS Ltd, we will delete your information from our database in line with your awarding bodies timescale.

You will be given the opportunity to “opt out” of providing this information at course registration/induction via a personal “Privacy Notice”.

For data provided to us by our Clients, we are governed by their data retention rules as specified in their privacy notices.

10. How we will safely store your personal information

The safety of your personal data is of the highest importance to us and all information gained (including your results) is strictly controlled on a need to know basis.  Only our internal, authorised personnel have access to your personal information, these consist of our employees who are tasked to carry out business processing requirements.  For example, course administrators who will process your documents to submit results and request your certificates/cards.

All employees are trained on the requirements of this policy and data security and privacy, including the technical controls and the authorisation requirements we have in place to restrict unauthorised access.


11. Keeping your personal information up-to-date

Due to the nature of our business it is important for all parties to ensure that the information we are provided and hold is correct and up to date.  If any of your circumstances change or you believe that the information we hold is incorrect you can amend these details by contacting the NCTS Ltd administration team via any of the methods noted in section 2.

12. Your right to request what information we hold about you

Under GDPR you have the right to request a copy of the personal information we hold about you. This allows you to be aware of and verify the lawfulness of the processing of your information.

Under the GDPR, you have the right to obtain:

  • Confirmation that your data is being processed;
  • Access to your personal data;
  • Other supplementary information;
  • The details of recipients or categories of recipient to whom your personal data will have been or will be disclosed to;
  • The timescale for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  • The existence of the right to request from the controller amendments or the erasure of personal data or restriction of the processing of the personal data we hold for you;
  • The right to lodge a complaint with a supervisory authority;
  • Where the personal data was not collected from yourself, any available information as to the source of the information.

A full list of the information you have the right to obtain can be found at www.ico.org.uk.

If you would like a copy of some, or all, your personal information, please write to us using the contact details within section 2.

13. NCTS Ltd legal basis for processing your personal information

The personal information you have given will be used to provide the services you have employed us to deliver.  This is known as a “contractual obligation”.  Any other communication we have with you will be in the capacity of informing you about future products and services (should you have opted in to receive this information) which relate only to your corporate activity and not relating to your personal or private life.

14. Your right to erasure or restriction of personal information

You have the right to request that the personal data we hold on you is erased from our database.  This can sometimes be referred to as the “right to be forgotten”.

To make this request you will need to request for erasure verbally or in writing.

NCTS Ltd will respond to your requirement within one month of your request, however we would like to point out that the right is not absolute and only applies in certain circumstances.  Where required a refusal under these circumstances will be issued to you in writing following receipt of your request.

You also have the right to request a restriction or suppression of your personal data, this can be done verbally or in writing as per the contact details in section 2.  NCTS Ltd will respond to your request in writing within 1 month of and will include the decision for any refusal under certain circumstances.

15. The NCTS Ltd Complaints Procedure

Should you have a complaint you can request a copy of our Complaints Procedure by contacting any of the NCTS Ltd team, however should you follow the procedure and not be satisfied with the outcome or the way your complaint was handled, you can refer your complaint to the UK Information Commissioner’s Office (ICO) which can be found at: https://ico.org.uk/concerns.  Please be assured that all complaints will be treated in the strictest of confidence and in your best interests.

16. Links to other websites

We link our website directly to other sites. This privacy notice does not cover the links within our website to others. We encourage you to read the privacy statements on the other websites you visit.

17. Audit & Review

The SHEQ Officer is responsible for keeping this policy current and relevant.

This policy will be audited in line with the centre document control procedure and relevant audit schedule.

This policy will be reviewed bi-annually, or as circumstances arise.

18. Enforcement

Employees found to be in violation of this policy by either unintentionally or maliciously stealing, using or otherwise compromising corporate or personal data may be subject to disciplinary action up to and including termination.

19. Associated Documents

NCTSPol 001 Data Protection Security Policy

NCTSPol 011 Malpractice & Maladministration Policy

NCTSPr 016 Complaints Procedure

NCTSF 010 Candidate Information Form

NCTSF 063 GDPR Privacy Notice

CONTACT US

If you’re looking for a bespoke training package, need help with a booking or want to find out more about CPCS, we’re always happy to help. Simply call 01606 339 414 or email us at info@ncts.co.uk

ACCREDITATIONS