You can choose not to receive information or change how we contact you at any time. If you would like to, please let us know by:
Writing to us at our company address:
Access Training (Wales) Ltd
6, Llandough Industrial Estate,
Telephone: 0800 345 7492 (Mon to Fri: 9am-5.30pm Sat and Sun: Closed)
We will never sell your personal data. We may share personal data with other organisations who we work with to provide the service to you. However, these activities will will be carried out under contracts which have strict requirements to keep your information confidential and secure.
QuestionsAny questions you have about this policy or how we use your personal data should be sent to: firstname.lastname@example.org or addressed to: The Data Protection Officer at the postal address given above.
About Us Your personal data (i.e. any information which identifies you, or which can be identified as relating to you) will be collected and used by Access Training which is a private limited company with Company No: 04915188 and ICO Registration Number Z1821769.
For the purposes of data protection law, Access Training will be the Data Controller.
What information do we collect?Personal data you give to us
We collect data you give to us. For example:
Personal details (name, date of birth, email, address, telephone, education details etc.) when you sign up to an apprenticeship agreement
Data known as sensitive personal data (ethnicity, additional learning needs)
Financial information (payment information such as credit/debit card or direct debit details.
Information created by your involvement with Access Training Your activities and involvement with Access Training create additional personal data, for example, information about your education progress and qualifications.
We may analyse your personal data to build a profile which helps us decide which of our communications you might be interested in.
Information from other organisations We sometimes receive personal data from other organisations, for example, where they have passed us information about people who are interested in our apprenticeships and training courses.
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
We may also use other organisations to help us conduct research and analysis on personal data (and this can result in new personal data being created).
Sensitive personal data We may collect or store data known as sensitive personal data (such as information relating to additional learning needs or ethnicity). We will do this where we have been asked to do so by official Government agencies or where the information is needed for the assessment of additional educational support needs.
If we do this, we’ll take extra care to ensure your personal data is protected.
Accidents or incidentsIf an accident or incident occurs in one of our training centres or involving one of our employees then we’ll keep a record of this (which may include personal data and sensitive personal data).
How do we use personal information?We only ever use your personal data with your consent, or where it is necessary:
We will only use your information for the purpose or purposes it was collected for.
To enter into, or perform, a contract with you
To comply with a legal duty
To protect your vital interests; this means, for example, keeping you safe from harm
For our own (or a third party's) lawful interests, provided your rights are not affected
AdministrationWe use personal data for administrative purposes. This includes:
Receiving payment (e.g. direct debits or payment card details)
Maintaining databases of our learners and their educational progress
Performing our obligations under apprenticeship or training contracts
Helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
MarketingWe use personal data to communicate with people and to promote Access Training. This includes keeping you up to date with our news and offerings.
Research and Analysis We may carry out research and analysis on the data we hold to understand behaviour and responses and identify patterns and trends.
We evaluate, categorise and profile personal data to tailor services and communications we send out (including targeted advertising) and to prevent unwanted material from being sent to you.
Anonymised DataWe may combine sets of personal data and change the personal data so that it can no longer be linked to any particular person. This information may then be used to monitor Access Training’s business performance or to identify trends or patterns within our existing learner database.
Finance Applications In order to process your application we will supply your personal information to credit reference agencies (CRAs) and they will give us information about you, such as about your financial history. We do this to assess creditworthiness and product suitability, check your identity, manage your account, trace and recover debts and prevent criminal activity.
We will also continue to exchange information about you with CRAs on an ongoing basis, including about your settled accounts and any debts not fully repaid on time. CRAs will share your information with other organisations. Your data will also be linked to the data of your spouse, any joint applicants or other financial associates.
The identities of the CRAs, and the ways in which they use and share personal information, are explained in more detail in the following link - http://www.experian.co.uk/crain/index.html.
Disclosing and Sharing Data We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about further opportunities in education.
We may share personal data with other organisations who provide us with services. For example, we may use an IT supplier to process personal data. However, these activities will be carried out under contracts which have strict requirements to keep your information confidential and secure.
MarketingAccess Training will ask its learners and contacts to “opt-in” for marketing communications. This means you’ll have the choice as to whether you want to receive these messages.
Young PeopleAs an education provider, we regularly process the personal data relating to young people who enquire about courses and training opportunities.
How do we protect personal data? We use a variety of physical and technical methods to keep your data safe and to prevent unauthorised access or sharing of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information using both physical and electronic means.
Our employees receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
Payment security All electronic forms that request financial data will use secure web technology to encrypt the data between your web browsers and our computers.
If you use a credit card we will pass your credit card details securely to our payment provider. Access Training complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.
CCTV Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and Access Training. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
Access Training complies with the Information Commissioner’s Office CCTV Code of Practice and we put up notices so you know when CCTV is in use.
Storage of personal data Access Training’s operations are based in the UK and we store our data within the European Economic Area (EEA).
We will never process or store personal information outside of the EEA.
How long does Access Training Keep information for? We will only use and store information for as long as it is needed for the purposes it was collected for. How long we keep information depends on the information and what it’s used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required. We never store payment card information.
How do we ensure that you remain in control of your data?We want to ensure you remain in control of your personal data and that you understand your legal rights which include:
Please note that there are some exceptions to the rights above and, although we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
The right to ask and be told whether or not we have your personal data and, if we do to obtain a copy of the personal data we hold (this is known as a subject access request)
The right to have your data deleted (though this will not apply where it is necessary for us to continue to use the data to administer your training course or apprenticeship.
The right to have incorrect data amended
The right to object to your data being used for marketing purposes or profiling
If you would like further information on your rights please write to or email our Data Protection Officer at the addresses given in section 1.
We can provide you with a subject access form template which includes guidance on how to make your request and will help us respond more quickly. Please contact us for a copy of this.
Complaints You can complain to Access Training directly by contacting our Data Protection Officer using the contact details set out above. If you would like to make a complaint which does not directly relate to your data protection and privacy rights please see Access Training’s complaints policy which is available here.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.
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