This document explains what we do with the personal information you provide us.
From time to time, you will be asked to tell us personal information about yourself (e.g., name and email address etc.) to become a learner or a customer, to use Vita Skills Ltd systems and services and so on. At the point of collecting the information we aim to clearly explain what it is going to be used for and who we may share it with. Unless required or permitted by law, we will always ask you before we use it for any other reason. We would only use it for marketing with your prior consent.
Any sensitive personal information will never be supplied to anyone outside Vita Skills Ltd without first obtaining your consent, unless required or permitted by law. We comply with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), including removing your personal information from our systems when it is no longer required and ensuring that all personal information supplied is held securely.
Whenever you provide such personal information, we will treat that information in accordance with this statement, and current legislation, we also aim to meet current best practice.
Individuals whose personal information Vita Skills Ltd holds have certain rights under the law. More information can be found on the Information Commissioner’s website.
Application and Enrolment
This section explains how Vita Skills Ltd uses the personal information that you give us during the enquiry, application, and enrolment process.
How Vita Skills Ltd uses your information
Vita Skills Ltd uses information you provided on your application form or contact/ booking form, as well as any supporting documents, references or records from interviews obtained as part of the admissions or booking process. We also collect and use information you provide during enrolment, including information about any disabilities or long-term health conditions you inform us about. As you progress through your course, we will collect and use a variety of other information to assist you with your studies, maintain records about your studies and achievements, finance and about your use of the facilities and services that we offer. Most of this information is usually collected from you directly during your time at Vita Skills Ltd.
The information we collect may include the following:
*Contact information including email address
*Demographic information such as postcode, preferences, and interests
*Information about your qualifications, skills, and experience
other information relevant to customer surveys and/or offers.
Vita Skills Ltd may share non-sensitive personal information about you with other organisations, for example the Local Authority (see below), for these purposes. We do not share your information for purposes that are incompatible, such as product marketing without your consent.
Sensitive personal information you provide (e.g., disability or ethnicity) may be used by Vita Skills Ltd for the purposes of equality of opportunity, support for your studies and to minimise risk. It may also be used anonymously for statistical purposes. Vita Skills Ltd will ask your permission before sharing sensitive information with other organisations unless the sharing is permitted by law and necessary.
*We may periodically send promotional emails about new courses, special offers or other information which we think you may find interesting, using the email address which you have provided – if you tell us that you wish for this to happen.
*From time to time, we may also use your information to contact you for market research purposes (such as Government surveys).
How government departments use your information
We pass information to government agencies to meet funding requirements as required by law. Vita Skills Ltd is a Data Processor for the Education and Skills Funding Agency (ESFA). This means that Vita Skills Ltd will pass most of the personal information and some of the sensitive information you provide to the ESFA and the Department for Education (DfE). The information is used for the exercise of functions of these government departments and to meet statutory responsibilities, under the Children and Learning Act 2009. It is also used to create and maintain a unique learner number (ULN) and a Personal Learning Record (PLR).
The information provided may be shared with other organisations for purposes of administration, provision of services and the provision of career and other guidance and statistical and research purposes, relating to education, training, employment, and well-being. This will only take place where the sharing is in compliance with the Data Protection Legislation.
You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training or education.
You may be contacted by the English European Social Fund (ESF) Managing Authority, or its agents, to carry out research and evaluation to inform the effectiveness of the programme.
Further information about use of and access to your personal data, and details of organisations with whom the data is regularly shared are available at: ESFA Privacy notice May 2018
The legal basis for collecting the information
Most of the information on the form is collected because it is necessary for your enrolment as a learner, to manage your progress on your course or is required by law. You must provide it in order to enrol at Vita Skills Ltd.
Subject Access Request:
All requests received for access or rectification of Personal Data must be direct to firstname.lastname@example.org, who will log each request as it is received. A response to each request will be provided in 40 days of the receipt
Right to erasure
The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
When does the right to erasure apply?
The right to erasure does not provide an absolute ‘right to be forgotten’. Individuals have a right to have personal data erased and to prevent processing in specific circumstances:
Under the GDPR, this right is not limited to processing that causes unwarranted and substantial damage or distress. However, if the processing does cause damage or distress, this is likely to make the case for erasure stronger.
When can Vita Skills Ltd refuse to comply with a request for erasure?
We can refuse to comply with a request for erasure where the personal data is processed for the following reasons:
*to comply with a legal obligation.
*for the performance of a task carried out in the public interest or in the exercise of official authority.
*for archiving purposes in the public interest, scientific research historical research or statistical purposes where erasure is likely to render impossible or seriously impair the achievement of that processing; or
*for the establishment, exercise, or defence of legal claims.
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability
The right to data portability only applies:
Where a relevant request is made by you to Vita Skills Ltd we will facilitate your request as soon as possible, and in no longer than one month.
How Long We Keep Your Data
We will only keep your personal data for so long as is required to fulfil the purpose(s) for which it was collected unless there are other legal requirements, or it is necessary for us to keep it for our own business continuity.
If you want more details about our specific retention periods, please contact our Data Protection officer email@example.com.
Learner files will be destroyed in line with funding body requirements (currently the ESFA, an executive agency of the Department for Education (DfE)), their Privacy Notice can be found here ESFA privacy notice.
How We Keep Your Data Secure:
We will never give or sell your data to anyone else, nor will we make use of it except as described above. Your data is stored on our secure server, which is properly protected by the use of firewalls and other data security systems. Further, access to your data is restricted, with access to learner data restricted.
Websites and Cookies
This section applies to anyone accessing the Vita Skills Ltd website:
A cookie is a small file, typically of letters and numbers, downloaded on to your device (e.g., your PC) when you access Vita Skills Ltd website. Cookies allow the website to recognise your device and so distinguish between the different users that access the site.
Session cookies will remember your selections as you browse the site. These cookies are for the browsing session and not stored long term. No personal information is collected by these cookies.
Google Analytics cookies help us to make the website better for you by providing us with user statistics, for example: which pages are the most visited; how a user navigates the site. No personal information is collected by these cookies.
To find out more about cookies and what cookies might be stored on your device, visit aboutcookies.org.uk or allaboutcookies.org
During your study, you may be asked to use third party websites or services or access linked content (e.g., YouTube) which may collect personal data about you. That site’s own privacy notice will explain you how they use your data.
Vita Skills Ltd is a data controller under the Data Protection Act. The designated data controller who is appointed to ensure compliance with the Act and appointed to deal with day-to-day matters is firstname.lastname@example.org or email@example.com data manager.
If you have any questions about Data Protection at Vita Skills Ltd, please contact:
34 Kansas Avenue
If you have a data protection concern that cannot or has not been resolved by Vita Skills Ltd, you have the right to raise it with the Information Commissioner’s Office. If you believe that any information, we are holding on you is incorrect or incomplete, please write or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.