The Training Space Limited, (‘Us’, ‘we’, ‘our’) is committed to protecting your privacy and this notice sets out how we will use and protect any information that we collect from you or that you provide to us.
The Training Space Limited,
Registered Number: 05598075,
registered office: The Training Space
22 Barnwell Court, Mawsley, Kettering, NN14 1FG
The Training Space Limited, is registered with the Information Commissioners Office (ICO) as a data controller, registration number: ZA386250
This statement will be reviewed from time to time and may change as a result of that review. This statement is effective from May 2018.
Data we may collect
We will collect Personal data for specified, explicit and legitimate purposes as indicated at the time of collection and will not further process the data in a manner that is incompatible with those purposes. We may collect or obtain the following information; For our clients, suppliers, contacts and website visitors
- Contact name, contact details, along with information about the contact’s organisation;
- When paying for a service or product, contact and payment information;
- Invoice information;
- Correspondence that you send to us, (regardless of the format);
- Analytical data gathered from using our website;
- Purchasing history;
For prospective employees & employees;
- Name, contact details and other personal information provided in an application form or CV;
- Bank details, National insurance number, Salary, tax, expenses and pension information / records
- Identification documents, (passport, National ID cards, driving licenses);
- Next of kin information;
- Diversity monitoring information;
- Medical records, applicable to your employment.
- Attendance records, sickness and absence records and return to work meeting notes.
- Information relating to employment records to include but not limited to reviews, performance, succession planning and career aspirations.
- Previous Employment records to include training and qualification records;
- References given by third parties;
- Recruitment records;
- Correspondence that you send to us;
- Photographs.
What will we do with the information that we gather?
Your data will only be used for the purposes indicated when the data is submitted or collected. We will use your data for the following purposes;
- Internal record keeping;
- To comply with legal obligations required by UK employment legislation;
- To fulfil any contractual obligation set out in any contract or service agreement we hold with you;
- To ensure that we are consistent in our approach to managing our recruitment and selection processes;
- Information provided in application forms and CVs will only be used for the purpose of progressing a person’s application, to assess a person’s suitability for a role or to fulfil legal or regulatory requirements as necessary;
- As a reputable and responsible employer to ensure that we provide a workplace in which you can thrive and achieve your full potential.
- To process payments for goods or services received or provided;
- To contact you to discuss the services or provision of the services agreed;
- For the purposes of a legitimate business interest we may use your personal data to offer you further products or services you might wish to buy;
- We use analytics to track how visitors use our website, enable us to improve the services that we provide to you, to better understand your requirements, including how to best retain your custom.
To share our success and news within the business and our wider network. Images may be used to promote the business, through marketing material or social media; Lawful Grounds for processing your data The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. The lawful grounds that we use for processing your data include:
Consent
In specific situations, we can collect and process your data with your consent. For example, when you confirm you would wish to receive marketing emails. When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you order services from us, we will collect your contact details to ensure that we can deliver your order and pass them to the suppliers of transport services.
Legal compliance
If the law requires us to, we may need to collect and process your data. For example, we are required to check that all our employees and those that work on our behalf are eligible to work in the UK.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use your purchase history to contact you to inform you of further products that we believe may be of interest to you. We also review the purchasing history of our customers to identify trends and ensure we can keep up with demand or develop new products/services.
Disclosure of your data
We will never sell your details to a third party. We will share data collected from our clients with our employees working on processing your order for goods or services. To enable us to deliver products to you, we will disclose your name, delivery address and a contact telephone number to the individual making the delivery. We utilise the services of Sawford Bullard Ltd for Finance and Payroll; the personal data provided to them will be limited to the information they need to complete services on our behalf. Sawford Bullard’s privacy notice can be found at https://sawford-bullard.co.uk/privacy-policy/. Teknet provides us with IT support and maintenance services. Whilst we do not provide them with personal data, they may as part of the provision IT services have access to our systems. Teknet’s privacy notice can be found at http://www.teknet.co.uk/privacy-policy/ We use Mailchimp to gather and distribute marketing information and to manage our online sales records. Mailchimp operates in the United States so information may be transferred to, stored or processed in the US. Where we are legally obliged to disclose or share your personal data in order to comply with any legal obligations, or in order to protect our rights, property, or safety of our employees, our clients or others.
Security
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. Mailchimp security policy can be found at https://mailchimp.com/about/security/ Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
Retention of data
We will not collect more information than we need to fulfil our stated purposes and will not keep it for longer than is necessary. Information relating to purchases you have made from us will be retained in line with recommendations made by the HMRC, for example credit and delivery notes would be retained for 6 years from the date of the last action. Recruitment records will generally be retained for six months from the point that a successful candidate is appointed at which point the records of unsuccessful candidates will be securely destroyed. The recruitment records for the successful candidate will form the basis of an employee file and will be retained for 6 years post the end of your employment with us.
Your rights
We may contact you from time to time to advise you of products or services that we think may be of interest to you. You have the right to ask us not to process your personal data for marketing purposes. We would usually inform you when we collect your contact details that we would wish to use your data for marketing purposes and ask for your consent. If you wish to change your mailing preferences or opt out of specific marketing communications, then you may notify us using the contact details listed below.
Access to information
You may request details of personal information which we hold about you. If you would like a copy of the information held on you, please write to the address listed below.
Accuracy
We will take reasonable steps to ensure the accuracy of the information that we hold. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the address listed below. We will promptly correct any information found to be incorrect.
Right to withdraw your consent
If you no longer wish us to hold information on you, or no longer wish to receive communications from us, then you may unsubscribe from our mailing lists, by either clicking on the ‘unsubscribe’ link at the bottom of any marketing material we send you or contact us using the details listed below. Please note that we may be legally obliged to retain your information, where it is necessary for us to comply with a legal or contractual obligation, in such an instance we will raise this with you.
Right to complaint
Whilst we will always treat your information with respect and take all reasonable steps to keep that information safe, if you are concerned about any aspect of the way in which we control or process your data you may contact us using the details below. This will not affect your right to lodge a complaint with the ICO should you wish to do so. The ICO can be contacted either online https://ico.org.uk/concerns/ , or via their helpline 0303 123 1113,
Contacting us
If you have any questions, comments, information and requests relating to our privacy policy you can contacted via the following;
Email: [email protected]
Telephone: 01536 410078
Address: The Training Space
22 Barnwell Court
Mawsley
Kettering NN14 1FG