This policy should be read in conjunction with all other policies, particularly:
- Assessment policy
- Equality Policy
- Malpractice Policy
- Appeals Policy
- Complaints and whistleblowing policy
AVTAV are a ‘data controller’ for the purposes of Data Protection Act 1998 and as of 25 May 2018, the General Data Protection Regulation (‘GDPR’) (as applicable the “Legislation”) where we control the purposes for which we process trainees and clients’ personal information. We process your data to provide services to your employer. We take all the steps necessary to ensure compliance with the Legislation.
The information which will be collected from you includes your name, address and contact details when making an enquiry, registering, or purchasing our products and services. AVTAV also collects information when you are using our website, for example your IP address, however, we will not use this to identify you, or when you contact us via the online form.
We may receive information about you from your employer when you are an employee of a supplier or customer. If you are giving us information on behalf of someone else, you must confirm that either:
- The other person has a contractual relationship with you and knows that you will be transferring their personal data to us for specific purposes and/or
- They have appointed you to act on their behalf and agreed that you can;
- Give their consent for the processing of their personal data
- Receive on their behalf any data protection notices
2. Data Protection Principles
AVTAV are committed to best practice in ensuring the protection of data in relation to our stakeholders (employees, trainees, contractors). We will process and protect personal data in line with the related and regulatory requirements and will:
- Ensure that all our staff are trained in their requirements under the relevant legislation and regulations
- Maintain an electronic record for training courses that may also be used to compile statistics, or to assist the CAA to do so, provided that no statistical information would identify an individual
- Only collect the personal information that we require to meet our regulatory requirements under relevant legislation and to provide the best service and support to trainees
- Keep personal data for only as long as necessary and keep it safe from unauthorised processing and accidental loss, damage or destruction
- Ensure the personal data that we hold is accurate and current. We will ensure that personal data that is held is monitored on a regular basis and changes are made in a timely manner
- Allow stakeholders to access any personal data that we hold on them, subject to a written request to the HR Manager. We will respond to requests withing 3-5 working days unless there is a valid reason for a delay. Any delays will be explained in writing by the HR Manager.
- Ensure stakeholders are aware of their responsibility under the General Data Protection Regulation during induction and through trainee handbooks and the quality manual
- Store materials containing personal or protectively marked information securely – if the materials are no longer needed, we will dispose them securely.
3. Individual’s rights
The GDPR provides the following rights for individuals whose personal data is processed:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to object to processing
- Rights in relation to automated decision making and profiling (We do not carry out automated decision making and profiling)
4. Retention Periods
This policy is subject to change. You should check this policy occasionally to ensure you are aware of the most recent version that will apply each time you access our website or use our services.
Equality, Health and safety, Complaints, Malpractice, Appeals, Data protection -Policies and procedures can be found at https://avtav.co.uk/training/