safeagent Professional Development
Privacy Notice
safeagent Professional Development Privacy Notice
Introduction
We value your privacy and will take all reasonable steps to protect your personal data. This privacy notice relates to accounts created when users log in to this site with their username and password.
Where will my personal data be stored?
Data on this learning platform is stored on our Hosted Service server with Titus Learning [details can be found here: https://www.tituslearning.com/moodle-hosting/]. safeagent has a formal agreement with Titus Learning to provide our hosted service and a copy of their privacy policy can be found here: https://www.tituslearning.com/privacy-policy/.
How will my personal data be processed?
The processing of your data is set out in this Privacy Notice so that we can deliver you our online training services. This privacy notice will tell you how we will collect and use your personal data to provide our service.
What is personal data?
Under General Data Protection Regulation (GDPR) [the Data Protection Act 2018 is the UK's implementation of the General Data Protection Regulation (GDPR)] personal data is defined as:
"any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person".
Why do you need to collect and store personal data?
We need to collect certain personal data in order to enable us to provide you with our online courses; we will not collect any data beyond what we need to allow you to access the courses. If you are going to be contacted by us for marketing purposes, we will not rely on this notice, but will always seek an additional confirmation from you [consent] that it’s OK to do so.
Will safeagent Professional Development share my personal data with anyone else?
We may share your personal data with third-party processors who we use to deliver or extend our services to you and we will always have an agreement in place with such processors. Where you are undertaking an accredited online course, there is certain data that we must share with the awarding organisation in order for us to register you with them. Examples of third-party processors we use include;
· Titus Learning [who host our learning platform]
· NCFE awarding organisation [who accredit safeagent online courses]
· ABBE awarding organisation [who accredit the ABBE courses we offer]
· ProctorExam online verification [who provide our test verification service]
· Classmarker [who host some of our online tests]
How will you use the personal data you collect about me?
We will process (collect, store and use) the information you provide in line with data protection legislation (including GDPR). We will make every effort to keep it accurate, up to date and not keep it longer than necessary; we are committed to trying to process the minimum amount of data we need to provide you with our service. There is certain information that we must keep for a specified time in order to meet legal and awarding organisation requirements; for example, where you are taking an accredited course, we must keep your details for 3 years after you have achieved your certificate – after this time your data will be securely deleted.
Your enrolment in an online course will automatically expire in line with the advised timescales (unless you are granted an extension) and you will be removed from the course. NOTE: Where you have not accessed the learning platform for more than 1 year, your account and all associated course data may be securely deleted [unless you have completed an accredited course].
You can delete your account, including all associated data, at any time by contacting us at: cpd@safeagents.co.uk. Please note that this action cannot be reversed.
How do I find out what personal data you hold about me?
We can, at your request, confirm the information we hold about you and how we process it; this is commonly known as a ‘subject access request’ which can be made in writing (including email) and verbally. If you wish to make a request via the learning platform you can contact the administrator either by clicking one of the many links available, using the ‘Contact’ or ‘Need Help?’ facility. Alternatively, please email us at: cpd@safeagents.co.uk and we will acknowledge your request within 2 working days and provide the information within 30 days [unless the request is complex or we have received multiple requests from you].
What form of ID will I need to provide to access my data under a subject access request?
We accept a request made through your account while you are logged in. In certain other circumstances we may ask for additional information (such as a copy of a passport, driving licence etc.) to confirm you are eligible to receive the data.
Who are we?
safeagent Professional Development is part of safeagent, the trading name of Approved Letting Scheme Ltd. safeagent is the UK's leading, not for profit accreditation scheme for lettings and management agents. Established in 1999 by the Empty Homes Agency with support from industry stakeholders, our aim is to make renting safer and fairer for tenants and landlords, and to promote professionalism among agents.
safeagent Professional Development
safeagent is an approved centre for NCFE, a UK awarding organisation, who accredit our courses through our Customised Qualifications licence with them. We are also an approved centre for ABBE (Awarding Body for the Built Environment), with full authorisation to deliver ABBE lettings qualifications.
safeagent is also an approved training provider for Rent Smart Wales, the regulator for agents and landlords in Wales.
We collect personal data about you relating only to specific purposes the nature of which depends on your interaction with us (e.g. to take an online course).
Our legal bases for processing your data is outlined in the table on the next page.
Legal bases for processing
We will collect and process your personal data under the following legal bases:
· Consent
· Contract
· Legitimate Interest
|
Purpose of processing |
Categories of personal data |
Source of the data |
|
Creating an account on the platform |
Name, email address, city/town, country, organisation’s name & address [NOTE: not all of these fields are mandatory] |
Data subject/user |
|
Authentication, profile published, notifications |
Contact details, biometric (profile picture if uploaded), any details provided by user |
Data subject/user |
|
User login and other information |
Login, other personal profile information, user site activity [including grades and time spent in activities] |
Data subject/user [via their account] |
|
Enrolling in a non-accredited online course |
Name, email address |
Data subject/user |
|
Enrolling in an accredited online course [paid for by your sponsor/employer] |
Name, Date of Birth, office address, office telephone number, office email address |
Data subject/user |
|
Enrolling in an accredited online course [if you are funding the course yourself] |
Name, Date of Birth, home address, personal email address, personal mobile number |
Data subject/user |
|
Participant in an online course |
Profile data, test results, course results, user activity |
Data subject/user [via their account], website records |
|
Collecting course fees payable by your sponsor/employer |
Contact details (name of sponsor/employer, business email address, name of sponsor’s/employer’s representative) |
Sponsor/Data subject |
|
Email processing |
Email address [personal or office] |
Data subject/user |
|
Statistics and error recording |
IP addresses, error logged messages potentially including usernames, and usage records |
Website records |
|
Test taking [within the platform] |
Profile data, test results, course results, user activity |
Data subject/user [via their account] |
|
Test taking [outside the platform – Classmarker] |
Profile data, test results, user activity |
Data subject/user [via their account] |
|
Verification of identity for testing for accredited courses [via ProctorExam site] |
Profile data [including biometric data*] test results, user activity |
Data subject/user [via their account] |
* The biometric data provided for the ProctorExam site may include images, identity/facial matching.
LAST UPDATED: September 2023