BSS-ILM associates ltd
0191 384 7330
info@bss-ilm.co.uk
BSS-ILM associates ltd
FIND US
BSS- ILM Associates Ltd, Moreton House, High St, Durham DH1 1BE
CONTACT US
0191 384 7330
info@bss-ilm.co.uk
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© BSS-ILM Associates ltd all rights reserved
BSS/ILM Associates Ltd PRIVACY POLICY BSS/ILM Associates Ltd is committed to protecting your privacy. At all times we aim to respect any personal information you share with us, or that we receive from others, and keep it safe. This Privacy Notice (“Notice”) sets out our data processing practices and your rights and options regarding the ways in which your personal information is used and collected, including through our website.This Notice contains important information about your personal rights to privacy. Please read it carefully to understand how we use your personal information. 1. We collect personal information about you: When you give it to us directly. For example, personal information that you give to us when you communicate with us by email, on our website, by phone or letter that is related to a training course or examination that we may be facilitating. When we obtain it indirectly. For example, your personal information will be shared with us by training/learning providers after you enrol for a course that we may be facilitating. In general, we may combine your personal information from these different sources for the purposes set out in this Notice. 2. What personal information do we use? Marketing & General Business Contact data: This will normally be limited to: Name Job title Contact data including e-mail address and telephone number Company details including website and social media addresses Other data relevant to your enquiry Job Application data: BSS/ILM Associates Ltd collects a range of personal data about you throughout the recruitment and selection process including: Personal details; name, address, date of birth, contact number, email address Employment history; previous employers, employment dates, roles held, duties Education, skills, qualifications Employment references/feedback from previous employers Right to work in the UK information; passport, driving license, national insurance number Equality and diversity information Throughout the process we may also collect information as to whether you have a disability for which we would need to make a reasonable adjustment. Learner Assessment data: We may collect, store and otherwise process personal information in order to allow us to carry out our role as a training provider and CSCS testing centre. This may include but not be limited to: Your name and contact details including postal address, telephone number, email address and emergency contact details and, where applicable; Your date of birth and gender; Unique candidate identifiers/unique learner numbers; Details of your qualifications/ experience; And/or any other personal information which we obtain as in paragraph1 Do we process special categories of data? The EU General Data Protection Regulation (“GDPR”) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and religious beliefs. BSS/ILM Associates Ltd may, collect special category personal data e.g. ethnicity, religion or belief, sexual orientation, on behalf of an awarding body if they request it, which will be used for audit purposes only. However, this information will be anonymised. In certain situations, BSS/ILM Associates Ltd may collect and/or use these special categories of data (for example, information on candidates’ medical conditions so that we can make arrangements for reasonable adjustments and/or special considerations). We will only process these special categories of data if there is a valid reason for doing so and where the GDPR allows us to do so. 3. How and why will we use your personal information? Your personal information, however provided to us, will be used for the purposes specified in this Notice. In particular, we may use your personal information in the following ways: Learner specific reasons To register you as a candidate and allow you to sit examinations; For examination administration purposes; To conduct examinations and assessments; To issue examination results and certificates and replacement certificates; To carry out any reviews or appeals; To otherwise provide you with services, products or information you have requested. Marketing & general business contact specific reasons To communicate as necessary with, sponsors or awarding bodies; To provide further information about our work, services or activities To answer your questions/ requests and communicate with you in general; To manage relationships with our partners and service providers; Job Applicant specific reasons We only process your personal data for the purpose of progressing your job application or as required by law or regulatory requirements e.g. checking that you are eligible to work in the UK. BSS/ILM Associates Ltd will not use your personal data for any other purpose than the recruitment and selection of the post for which you have applied. Other reasons To analyse and improve our work, services, activities, products or information (including our website), or for our internal records; To keep our facilities safe and secure; To run/administer the activities of BSS/ILM Associates Ltd;  To audit and/or administer our accounts; To satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work (for example requirements relating to the payment of tax or anti-money laundering); For the prevention of fraud or misuse of services; For the establishment, defence and/ or enforcement of legal claims. 4. Lawful bases The GDPR requires us to rely on one or more lawful bases to use your personal information. We consider the grounds listed below to be relevant: Where you have provided your consent for us to use your personal information in a certain way (for example, we may ask for your consent to collect special categories of your personal information so that you may sit an exam with reasonable adjustments and/or special considerations). Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services). Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example, to provide you with a certified award after sitting an examination). Where there is a legitimate interest in us doing so. The GDPR allows us to collect and process your personal information if it is reasonably necessary to achieve our or others’ legitimate interests (as long as that processing is fair, balanced and does not unduly impact your rights as an individual). In broad terms, our “legitimate interests” means the interests of running BSS/ILM Associates Ltd as a training and testing facilitator, ensuring that appropriate levels of training related are granted to candidates in order for them to gain certified awards from the appropriate awarding bodies, in line with our standards in a compliant and effective manner. When we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and on your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law). 5. Communications for marketing/promotional purposes We may use your contact details to provide you with information about our work, events, services and/or activities which we consider may be of interest to you. Where BSS/ILM Associates Ltd is operating with businesses (in particular with Colleges, training providers, organisations and employers) rather than individuals, it does not generally seek consent to send business communications. BSS/ILM Associates Ltd regards the use of data for such communications to be justified under our shared Legitimate Interest under the terms of GDPR legislation. Where you have provided us with your consent previously but do not wish to be contacted by us about our work, events, services and/or activities in the future, please let us know by email at: info@bss-ilm.co.uk . 6. How long do we keep your personal information? Learner data: ILM reserves the right to keep learner data for as long as the specific awarding body specifies. This is for reasons such as requested certificate replacement, in the event of your original certificate being lost or damaged, which is to your benefit. Job applicant data: We will hold your personal data for 6 months after end of the recruitment and selection process for which you applied. This allows us time to be able to respond to feedback requests and is within the time limit in which an applicant can make a legal claim. If your application is successful, the personal data collected during the recruitment process will be transferred to the HR records and retained throughout your employment/assignment. Other data: Unless still required in connection with the purpose(s) for which it was collected and/or processed, we will retain your information for the period set out in our Data Retention Policy. However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure, we will remove it from our records at the relevant time. If you request to receive no further contact from us, we may keep some basic information about you on our suppression list in order to comply with your request and avoid sending you unwanted materials in the future. 7. Will we share your personal information? We do not share, sell or rent your personal information to third parties for marketing purposes. However, in general we may disclose your personal information to selected third parties in order to achieve the purposes set out in this Notice. These parties may include (but are not limited to): Training/learning providers; Individual examiners Educational authorities The police, for example in sharing data in relation to malpractice cases linked to fraud; Regulatory bodies who govern our work, such as Ofqual, NOCN, Highfield, BSC or Ofsted; and/or CITB and BSC where we need to provide data to allow a learner to gain access to a CSCS or CPCS competency card. SIA where we need to provide personal data as part of a learner’s application for an SIA licence to work in the private security industry. In particular, we reserve the right to disclose your personal information to third parties: In the event that we sell or buy any business or assets, in which case we will disclose your personal information to the (prospective) seller or buyer of such business or assets; If substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets; If we are under any legal or regulatory duty to do so; and/or To protect the rights, property or safety of BSS/ILM, its personnel, users, visitors or others. 8. Security/storage of and access to your personal information BSS/ILM Associates Ltd is committed to keeping your personal information safe and secure Your personal information is only accessible by appropriately trained staff and contractors, and stored securely to prevent unauthorised access. 9. International Data Transfers Given that we are a UK-based organisation we will only transfer your personal information within the European Economic Area (“EEA”), where all countries have the same level of data protection law as under the GDPR. Unfortunately, no transmission of your personal information over the internet can be guaranteed to be 100% secure – however, once we have received your personal information, we will use strict procedures and security features to try and prevent unauthorised access. 10. Exercising your Rights Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing or to unsubscribe from our email list at any time. You also have the following rights: Right of access – you can write to us to ask for confirmation of what personal information we hold on you and to request a copy of that personal information. Provided we are satisfied that you are entitled to see the personal information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exemptions that apply. Right of erasure – at your request we will delete your personal information from our records as far as we are required to do so. In many cases we would propose to suppress further communications with you, rather than delete it. Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated. You can also ask us to check the personal information we hold about you if you are unsure whether it is accurate/up to date. Right to restrict processing – you have the right to ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage. Right to object – you have the right to object to processing where we are (i) processing your personal information on the basis of our legitimate interests (see section 4 above), (ii) using your personal information for direct marketing or (iii) using your information for statistical purposes. Right to data portability – to the extent required by the GDPR, where we are processing your personal information (that you have provided to us) either (i) by relying on your consent or (ii) because such processing is necessary for the performance of a contract to which you are party or to take steps at your request prior to entering into a contact, and in either case we are processing using automated means (i.e. with no human involvement), you may ask us to provide the personal information to you – or another service provider – in a machine-readable format. Rights related to automated decision-making – you have the right not to be subject to a decision based solely on automated processing of your personal information which produces legal or similarly significant effects on you, unless such a decision (i) is necessary to enter into/perform a contract between you and us/another organisation; (ii) is authorised by EU or Member State law to which BSS/ILM Associates is subject (as long as that law offers you sufficient protection); or (iii) is based on your explicit consent. Please note that some of these rights only apply in limited circumstances. For more information, we suggest that you contact us using the details below. We encourage you to raise any concerns or complaints you have about the way we use your personal information by contacting us using the details below. You are further entitled to make a complaint to the Information Commissioner’s Office – www.ico.org.uk. For further information on how to exercise this right, please contact us using the details below. 11. Changes to this Notice We may update this Notice from time to time. This Notice was last updated on 20th May 2019. 12. Data Protection Manager Our Data Protection Manager can be contacted directly at: Email info@bss-ilm.co.uk Phone: 0191 384 7330 Alternately, please use the contact details below and mark the email/letter for the attention of the Data Protection Manager. 13. How to contact us Please let us know if you have any questions or concerns about this Notice or about the way in which BSS/ILM Associates Ltd processes your personal information by contacting us at the channels below. Please contact: Tel: 0191 3847330 Email: info@bss-ilm.co.uk Post: BSS/ILM Associates Ltd           Moreton House,         High Street Carrville, Durham         DH1 1BE 14. Revision History
· · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · DATE VERSION NATURE OF CHANGES CHANGED BY July 2018       V1.0    New policy     A.O’Reilly May 2019       V1.1 Update to emblem and contact details to include the letters BSS being added to ILM Associates Ltd to reflect the full company name      A.O’Reilly
BSS-ILM associates ltd
0191 384 7330
info@bss-ilm.co.uk
BSS/ILM Associates Ltd PRIVACY POLICY BSS/ILM Associates Ltd is committed to protecting your privacy. At all times we aim to respect any personal information you share with us, or that we receive from others, and keep it safe. This Privacy Notice (“Notice”) sets out our data processing practices and your rights and options regarding the ways in which your personal information is used and collected, including through our website.This Notice contains important information about your personal rights to privacy. Please read it carefully to understand how we use your personal information. 1. We collect personal information about you: When you give it to us directly. For example, personal information that you give to us when you communicate with us by email, on our website, by phone or letter that is related to a training course or examination that we may be facilitating. When we obtain it indirectly. For example, your personal information will be shared with us by training/learning providers after you enrol for a course that we may be facilitating. In general, we may combine your personal information from these different sources for the purposes set out in this Notice. 2. What personal information do we use? Marketing & General Business Contact data: This will normally be limited to: Name Job title Contact data including e-mail address and telephone number Company details including website and social media addresses Other data relevant to your enquiry Job Application data: BSS/ILM Associates Ltd collects a range of personal data about you throughout the recruitment and selection process including: Personal details; name, address, date of birth, contact number, email address Employment history; previous employers, employment dates, roles held, duties Education, skills, qualifications Employment references/feedback from previous employers Right to work in the UK information; passport, driving license, national insurance number Equality and diversity information Throughout the process we may also collect information as to whether you have a disability for which we would need to make a reasonable adjustment. Learner Assessment data: We may collect, store and otherwise process personal information in order to allow us to carry out our role as a training provider and CSCS testing centre. This may include but not be limited to: Your name and contact details including postal address, telephone number, email address and emergency contact details and, where applicable; Your date of birth and gender; Unique candidate identifiers/unique learner numbers; Details of your qualifications/ experience; And/or any other personal information which we obtain as in paragraph1 Do we process special categories of data? The EU General Data Protection Regulation (“GDPR”) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and religious beliefs. BSS/ILM Associates Ltd may, collect special category personal data e.g. ethnicity, religion or belief, sexual orientation, on behalf of an awarding body if they request it, which will be used for audit purposes only. However, this information will be anonymised. In certain situations, BSS/ILM Associates Ltd may collect and/or use these special categories of data (for example, information on candidates’ medical conditions so that we can make arrangements for reasonable adjustments and/or special considerations). We will only process these special categories of data if there is a valid reason for doing so and where the GDPR allows us to do so. 3. How and why will we use your personal information? Your personal information, however provided to us, will be used for the purposes specified in this Notice. In particular, we may use your personal information in the following ways: Learner specific reasons To register you as a candidate and allow you to sit examinations; For examination administration purposes; To conduct examinations and assessments; To issue examination results and certificates and replacement certificates; To carry out any reviews or appeals; To otherwise provide you with services, products or information you have requested. Marketing & general business contact specific reasons To communicate as necessary with, sponsors or awarding bodies; To provide further information about our work, services or activities To answer your questions/ requests and communicate with you in general; To manage relationships with our partners and service providers; Job Applicant specific reasons We only process your personal data for the purpose of progressing your job application or as required by law or regulatory requirements e.g. checking that you are eligible to work in the UK. BSS/ILM Associates Ltd will not use your personal data for any other purpose than the recruitment and selection of the post for which you have applied. Other reasons To analyse and improve our work, services, activities, products or information (including our website), or for our internal records; To keep our facilities safe and secure; To run/administer the activities of BSS/ILM Associates Ltd;  To audit and/or administer our accounts; To satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work (for example requirements relating to the payment of tax or anti-money laundering); For the prevention of fraud or misuse of services; For the establishment, defence and/ or enforcement of legal claims. 4. Lawful bases The GDPR requires us to rely on one or more lawful bases to use your personal information. We consider the grounds listed below to be relevant: Where you have provided your consent for us to use your personal information in a certain way (for example, we may ask for your consent to collect special categories of your personal information so that you may sit an exam with reasonable adjustments and/or special considerations). Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services). Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example, to provide you with a certified award after sitting an examination). Where there is a legitimate interest in us doing so. The GDPR allows us to collect and process your personal information if it is reasonably necessary to achieve our or others’ legitimate interests (as long as that processing is fair, balanced and does not unduly impact your rights as an individual). In broad terms, our “legitimate interests” means the interests of running BSS/ILM Associates Ltd as a training and testing facilitator, ensuring that appropriate levels of training related are granted to candidates in order for them to gain certified awards from the appropriate awarding bodies, in line with our standards in a compliant and effective manner. When we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and on your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law). 5. Communications for marketing/promotional purposes We may use your contact details to provide you with information about our work, events, services and/or activities which we consider may be of interest to you. Where BSS/ILM Associates Ltd is operating with businesses (in particular with Colleges, training providers, organisations and employers) rather than individuals, it does not generally seek consent to send business communications. BSS/ILM Associates Ltd regards the use of data for such communications to be justified under our shared Legitimate Interest under the terms of GDPR legislation. Where you have provided us with your consent previously but do not wish to be contacted by us about our work, events, services and/or activities in the future, please let us know by email at: info@bss-ilm.co.uk . 6. How long do we keep your personal information? Learner data: ILM reserves the right to keep learner data for as long as the specific awarding body specifies. This is for reasons such as requested certificate replacement, in the event of your original certificate being lost or damaged, which is to your benefit. Job applicant data: We will hold your personal data for 6 months after end of the recruitment and selection process for which you applied. This allows us time to be able to respond to feedback requests and is within the time limit in which an applicant can make a legal claim. If your application is successful, the personal data collected during the recruitment process will be transferred to the HR records and retained throughout your employment/assignment. Other data: Unless still required in connection with the purpose(s) for which it was collected and/or processed, we will retain your information for the period set out in our Data Retention Policy. However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure, we will remove it from our records at the relevant time. If you request to receive no further contact from us, we may keep some basic information about you on our suppression list in order to comply with your request and avoid sending you unwanted materials in the future. 7. Will we share your personal information? We do not share, sell or rent your personal information to third parties for marketing purposes. However, in general we may disclose your personal information to selected third parties in order to achieve the purposes set out in this Notice. These parties may include (but are not limited to): Training/learning providers; Individual examiners Educational authorities The   police,   for   example   in   sharing   data   in   relation   to malpractice cases linked to fraud; Regulatory    bodies    who    govern    our    work,    such    as Ofqual, NOCN, Highfield, BSC or Ofsted; and/or CITB   and   BSC   where   we   need   to   provide   data   to   allow   a learner to gain access to a CSCS or CPCS competency card. SIA   where   we   need   to   provide   personal   data   as   part   of   a learner’s    application    for    an    SIA    licence    to    work    in    the private security industry. In particular, we reserve the right to disclose your personal information to third parties: In the event that we sell or buy any business or assets, in which case we will disclose your personal information to the (prospective) seller or buyer of such business or assets; If substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets; If we are under any legal or regulatory duty to do so; and/or To protect the rights, property or safety of BSS/ILM, its personnel, users, visitors or others. 8. Security/storage of and access to your personal information BSS/ILM Associates Ltd is committed to keeping your personal information safe and secure Your personal information is only accessible by appropriately trained staff and contractors, and stored securely to prevent unauthorised access. 9. International Data Transfers Given that we are a UK-based organisation we will only transfer your personal information within the European Economic Area (“EEA”), where all countries have the same level of data protection law as under the GDPR. Unfortunately, no transmission of your personal information over the internet can be guaranteed to be 100% secure – however, once we have received your personal information, we will use strict procedures and security features to try and prevent unauthorised access. 10. Exercising your Rights Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing or to unsubscribe from our email list at any time. You also have the following rights: Right of access – you can write to us to ask for confirmation of what personal information we hold on you and to request a copy of that personal information. Provided we are satisfied that you are entitled to see the personal information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exemptions that apply. Right of erasure – at your request we will delete your personal information from our records as far as we are required to do so. In many cases we would propose to suppress further communications with you, rather than delete it. Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated. You can also ask us to check the personal information we hold about you if you are unsure whether it is accurate/up to date. Right to restrict processing – you have the right to ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage. Right to object – you have the right to object to processing where we are (i) processing your personal information on the basis of our legitimate interests (see section 4 above), (ii) using your personal information for direct marketing or (iii) using your information for statistical purposes. Right to data portability – to the extent required by the GDPR, where we are processing your personal information (that you have provided to us) either (i) by relying on your consent or (ii) because such processing is necessary for the performance of a contract to which you are party or to take steps at your request prior to entering into a contact, and in either case we are processing using automated means (i.e. with no human involvement), you may ask us to provide the personal information to you – or another service provider – in a machine-readable format. Rights related to automated decision-making – you have the right not to be subject to a decision based solely on automated processing of your personal information which produces legal or similarly significant effects on you, unless such a decision (i) is necessary to enter into/perform a contract between you and us/another organisation; (ii) is authorised by EU or Member State law to which BSS/ILM Associates is subject (as long as that law offers you sufficient protection); or (iii) is based on your explicit consent. Please note that some of these rights only apply in limited circumstances. For more information, we suggest that you contact us using the details below. We encourage you to raise any concerns or complaints you have about the way we use your personal information by contacting us using the details below. You are further entitled to make a complaint to the Information Commissioner’s Office – www.ico.org.uk. For further information on how to exercise this right, please contact us using the details below. 11. Changes to this Notice We may update this Notice from time to time. This Notice was last updated on 20th May 2019. 12. Data Protection Manager Our Data Protection Manager can be contacted directly at: Email info@bss-ilm.co.uk Phone: 0191 384 7330 Alternately, please use the contact details below and mark the email/letter for the attention of the Data Protection Manager. 13. How to contact us Please let us know if you have any questions or concerns about this Notice or about the way in which BSS/ILM Associates Ltd processes your personal information by contacting us at the channels below. Please contact: Tel: 0191 3847330 Email: info@bss-ilm.co.uk Post: BSS/ILM Associates Ltd           Moreton House,         High Street Carrville, Durham         DH1 1BE 14. Revision History
· · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · DATE VERSION NATURE OF CHANGES CHANGED BY July 2018       V1.0    New policy     A.O’Reilly May 2019       V1.1 Update to emblem and contact details to include the letters BSS being added to ILM Associates Ltd to reflect the full company name      A.O’Reilly BSS-ILM associates ltd
CONTACT US
0191 384 7330
info@bss-ilm.co.uk
FIND US
BSS- ILM Associates Ltd, Moreton House, High St, Durham DH1 1BE
© BSS-ILM Associates ltd all rights reserved