Privacy Statement

Introduction

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Statement describes Learnpac Systems UK Ltd’s policies and practices regarding its collection and use of your personal data and sets out your privacy rights. We recognise that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

About Us

LearnPac Systems UK Ltd (LearnPac) is located in Coventry, in the United Kingdom. We are registered with Companies House in England and Wales as LearnPac Systems UK Ltd (Reg. No. 11719841) and with the Information Commissioner's Office under registration number ZB051253.

LearnPac complies with the EU General Data Protection Regulation (GDPR), the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy, Electronic Communications Regulation (PECR).

We have appointed a Data Protection Officer (DPO) for you to contact if you have any questions or concerns about our personal data policies or practices. If you are concerned about an alleged breach of privacy law or any other regulation by us, please contact our Data Protection Officer at dpo@learnpac.co.uk who will ensure that your complaint is investigated.

If you are not satisfied with our handling of your queries or complaints on data protection, you can call the Information Commissioners Office on 0303 123 1113.

How we collect and use (process) personal information

We collect and process data about:
Clients who engage Learnpac
or enquire about engaging Learnpac
Contractors, advisors or associates and other business contacts engaged by Learnpac to provide services
RecruitmentVisitors to our website
Marketing.

Clients

We collect personal information about individuals or organisations who engage us to provide our services to them.

We hold the following information about our clients:

• Contact details - name, job title, business address, business email address, business phone numbers including mobile numbers
• Personal information contained in business communications
• Transaction data including details about services you have purchased from us.

We may receive personal information from clients about other individuals, e.g., their employees while providing our services. Any such information provided to us is used solely for providing our services and is handled strictly as per client instructions.

Business contacts

We engage associates, suppliers or professional advisors to provide us with professional services. Your personal information may be collected during initial engagement and throughout our relationship with you. This information is processed to fulfil legal, regulatory or contractual requirements.

We may collect the following information from you:

• Contact details - name, address, phone number and email address
• Your experience relevant to your service
• Names and contact details of your employees and other individuals working on your behalf
• Bank details.We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the United Kingdom or the European Union. The information you provide will be held securely by us whether the information is in electronic or physical format. We will use the contact details you provide to us to engage your services. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Recruitment data

All of the information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the United Kingdom or the European Union. The information you provide will be held securely by us whether the information is in electronic or physical format. We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Application stage

At the application stage, we ask you for

• Contact details- name, address, phone number and email address
• Your previous experience- details of your education, work history, referees and answers to questions relevant to the role you have applied for.You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment and HR team in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Selection stage

Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it. We might ask you to complete tests or attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us. We will also ask you to provide contact details of two references, their details and their answers and/ or opinions will be retained by us. We will also conduct an ID and DBS verification and check your right to work in the UK before any offer letters are issued.

How long is the information retained?

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign. If you are successful in your application, we will retain your information in accordance with our Privacy Notice for Employees, Workers and Contractors. A copy of this Notice will be provided to you with your offer letter.

Visit our website

When you visit our website, we use third-party services to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way which does not identify any individual. When you complete a contact form on our website or use the email for enquiries, we will use the information provided by you only for the purpose of providing you with an appropriate response.

Marketing date

We hold name and contact details of individuals who have expressed interest in hearing from us about our services or have engaged with us for supply of our services in the past. All direct marketing activities to such individuals shall comply with relevant privacy and regulatory requirements.

How is your personal data collected?

You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• engage us to provide services;
• contact us through the Website, by telephone, post, e-mail or through any other means; or
• when you elect to receive marketing communications from us. Apart from receiving personal data directly from you when you engage us to provide services, we may receive personal data from our clients and partners.

When and how do we share your personal data

We may share your personal data with:

• Our employees, sub-contractors or professional advisors who are asked by Learnpac Systems UK Ltd to deliver all or some of the services
• Our insurers, clients, relevant authorities only as necessary to provide our services and/or to fulfil legal and regulatory requirements
• Third party service providers who provide services to us which require the processing of personal data - to allow for our hosting and data storage, as well as software providers to handle the data in the normal course of business confidentially in line with regulatory protocols;
• Any third parties with whom you require or permit us to correspond. We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services and communications.

Transfers of personal data outside EEA 

When using cloud software providers to provide you with the services, personal data may be required to be stored outside of EEA if the servers or backup facilities of such cloud providers are located outside of EEA. We verify that any data transfer outside of EEA is subject to UK adequacy requirements, UK standard contractual clauses or Binding Corporate Rules. In situations where data needs to be transferred to a country or a region where these measures do not apply, we will seek explicit consent from you before making such a transfer.

Automated  decision-making

Delegates should arrive at least 10-15 minutes before the scheduled start time.

Security of your personal information

To help protect the privacy of data and personally identifiable information you provide to us, we maintain physical, technical and organisational safeguards. We update and test our security technology and controls on an ongoing basis. We restrict access to your personal data to only those employees and sub-contractors who need to know that information. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees' privacy responsibilities.

We are certified to Cyber Essentials and IASME Governance standard which demonstrates our commitment to security and privacy of your personal information.

Data storage and retention

Your personal data is stored by Learnpac Systems UK Ltd on its servers, and on the servers of the cloud-based services and IT service providers we engage, as well as in physical forms in our office and at backup and archival facilities. We retain data as per our data retention policy and regulatory data retention requirements.

For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us.

Data subject rights

This Privacy Notice is intended to provide you with information about what personal data Learnpac Systems UK Ltd collects about you and how it is used. If you have any questions, please contact us at dpo@learnpac.co.uk

If you wish to confirm that Learnpac Systems UK Ltd is processing your personal data, or to have access to the personal data we may have about you, please contact us at dpo@learnpac.co.uk.

You have a right to request correction of inaccurate information, deletion of information in certain circumstances, and to instruct us to stop processing your information. We are obliged to honour such requests as per the regulatory requirements. If you'd like more information or would like to make such a request, please contact us at dpo@learnpac.co.uk