Privacy Policy

Introduction

For the purposes of data protection law, in respect of your personal data. AOD Training is responsible for ensuring that it uses your personal data in compliance with data protection law.

This privacy notice applies if you are a client, a prospective client, an intermediary or a client of an intermediary. The privacy notice sets out the basis on which any personal data about you that you provide to us, that we create, or that we obtain about you from other sources, will be processed by us. Please take the time to read and understand this privacy notice.

It also applies to staff, contractors and suppliers.

Scope

The procedure is applicable to all activities undertaken by AOD Training

References

General Data Protection Regulations 2018
Data Protection Act 1998
HASWA 1974
MHSWR 1999

Details of the Procedure

Personal data that we collect about you; we will collect and process the following personal data about you:

Information that you provide to us or one of our affiliates. This includes information about you that you give us by filling in forms or by communicating with us, whether face-to-face, by phone, e-mail or otherwise.

This information may include:

Name, address, e-mail address and telephone number, financial information, employment history, identification records authentication data, nationality and dependents.
(Staff & Contractors) Health information that you give to us is considered a special category of personal data under data protection law. We collect this from you whenever you provide it to us over the course of our relationship with you.
Training, certificates, and other competency information. C.V’s, and work history
Student data including addresses, emails, phone numbers, NI numbers and medical issues
Completed exam answer sheets / question papers
Staff and Clients / Contractors Bank details, national insurance numbers, phone, addresses and other information to make payments

Uses of your personal data

Your personal data may be stored and processed by AOD Training the following ways and for the following purposes:

Your data is used to provide training, or consultancy services to you. The data is used for regulatory purposes to ensure the suitability of products and services for you. In some cases, these services are provided or used by a third party (awarding bodies, building control, health and safety executive, warrantees etc)
Your data may also be used for marketing purposes, so that we may tell you about products and services you may be interested in, as well as to invite you to exclusive client events.
(Staff & Contractors) Your health and induction data is used so that we can ensure your health and safety on-site (a legal requirement under HAWSA 1974). However, we only process your health data where you have given your consent for us to do so.
Accident investigation data, including photos etc, a legal requirement under the MHSWR 1999. We are entitled to use your personal data in these ways because:
- We need to do so to perform our contractual obligations with you;
- We have obtained your consent;
- We have legal and regulatory obligations that we must discharge;
- We may need to establish, exercise or defend our legal rights or for legal proceedings; or
The use of your personal data as described is necessary for our legitimate business interests (or the legitimate interests of one or more of our affiliates), such as:
Allowing us to effectively and efficiently manage and administer the operation of our business;
Maintaining compliance with internal policies and procedures;
Monitoring sites
Enabling quick and easy access to information on products and services

To pass to CITB and other third parties in order to provide you with the service of Site Safety Plus Courses, and to produce the associated documentation

To carry out our obligations arising from any contracts entered into between you and us

Automated decision-making and profiling

We do not use fully automated decision-making to execute our business relationship with you.

Disclosure of your information to third parties / external agencies

We will take steps to ensure that the personal data is accessed only by the personnel of such affiliates that have a need to do so for the purposes described in this notice.

We may also share your personal data outside of AOD Training with our affiliates, this includes our partners who provide

IT services
ISO System
Health and Safety Compliance
Insurance Company
Accountancy services and HMRC
Awarding Bodies including; NEBOSH, IOSH, CITB, and Highfield ABC where relevant to the training you are completing
3rd party companies i.e. course booking vendors who send and receive course booking information on your behalf

To the extent required by law, for example if we are under a duty to disclose your personal data to comply with any legal obligation, establish, exercise or defend our legal rights.

Transfers of personal data outside the European Economic Area

The personal data that we collect from you is not transferred outside the EU

How is your data held?

We will store your data –

On password encrypted desk top PCs/laptops, held securely in a code entry office, in an alarmed and CCTV protected building
Mobile phones that are password protected
Online cloud storage that is password protected

How Long your Data is Held

We hold data for various lengths of time – dependant on its type:

All course content will be retained for a minimum of 5 years
Consultancy related documents will be retained for a minimum of 3 years after the project has been concluded
Financial information i.e. invoices will be retained for a minimum of 7 years
Email correspondence will be retained for a minimum of 7 years

Your data will not be shared with any 3rd party, except where it is legally required, for example by the police, Health and Safety Executive or Environment Agency. In these cases, data will not be released unless you authorise it, and or we are legally complied to do so.

We will notify you immediately of any data breach or loss.