We collect and hold data securely, using modern server and firewall technology. We may hold the following data :
Details of those who attend training courses
We collect the names and email addresses of those attending our training courses. We need this data so that we can carry out administrative functions, such as notifying delegates of training arrangements, forwarding learning or assessment materials, quality assurance and notification of result (for assessed courses). Those who undertake an accredited qualification are also asked to provide a date of birth for security purposes.
We retain the details of all course attendees (and, where applicable, grades), in case they apply for replacement certificates. The information is normally kept indefinitely, to allow delegates to request confirmation of training at any time. If you ask us to delete your information, we will do this ; you must note that this would prevent us from issuing you a replacement certificate, should you ever need one.
We retain copies of all assessments delegates undertake for between three and four years, unless they have registered for a professional qualification (candidates), in which case we will retain the assessments until twenty-four months following the date on which candidates complete their qualification ; this is a requirement of awarding bodies, to allow them to carry out standards verification. If you ask us to dispose of your assessments, we will do so but you should note that this will mean that you will not be able to use that assessment towards a professional qualification. Please note : if you have been awarded a professional qualification, we we must retain your assessments for a period of twenty-four months, to allow for standards verification.
Details of those who have contacted us to make enquiries about our services and have purchased services
We use MS Outlook to record details of those with who we have or have had a business relationship (clients). We need these data for normal business practices, such as to arrange training, remind clients when refresher training is due, send invoices and operate credit control.
Data held are restricted to that needed to contact clients and to record enquiries made and services purchased. No personally identifying data are held, beyond a client’s name and employer. If you ask us to delete your information, we will do this, so far as the law allows ; you must note that we have to retain a certain level of information to comply with tax legislation.
Data sets held outside our direct control
We use a third-party provider (Mail Chimp) to send our newsletter and basic information is held by them in order to allow us to send newsletters to those who have asked us to do so. The data held is limited to (at most) : eMail address ; name ; country ; job role ; county ; region. We retain the details of only those who have been added to the mailing list either by asking us to do so (following a course, at a conference or by a direct email request) or by doing so themselves via our website. The information is normally kept indefinitely. If you wish to be deleted from the list you may do so yourself (using the link on every newsletter) or you may ask us to do this for you. Mail Chimp servers are in the USA ; Mail Chimp have certified that they are fully compliant with the GDPR regulations and are independently audited to ensure compliance.
We notify details of those who have registered for a qualification (candidates) to the relevant awarding body ; currently we use The Institute of Revenues Rating and Valuation as our awarding body. The details they will hold will be those candidates have notified to us on their registration form, together with the results of each assessed module. They retain the details and grades of all candidates, in case they apply for replacement certificates. The information is normally kept indefinitely, to allow delegates to request duplicate certificates at any time. If you ask them to delete your information, they will do this (you may either ask them directly or ask us to contact them for you) ; you must note that this would prevent you from obtaining a replacement certificate, should you ever need one.
Uses we make of your data
We only use the data you provide for the purpose you provide it ;Â for example :Â we do not add you to our mailing if you’ve been on a course, unless you specifically ask us to do so.
We never share your data with anyone, except as required to do so by law or in response to a legitimate request in connection with the prevention, detection, apprehension and/or prosecution of suspected offenders.
What to do if you wish us to delete your data
If you wish us to delete your data, please complete the form below with the following information :
- Name(s) in which data may be held
- Place(s) of work during contact with ITS
- Approximate date of data held
- Why ITS hold your data