List of active policies

Full policy

Who we are

‘We’ is South Gloucestershire Council and Integra, the brand name of South Gloucestershire Council’s training for schools, and ‘we’ are the data controllers for the learning and development services we provide. The data controller is responsible for deciding how your information is used and ensuring it is private and secure.

Information we collect

We will only collect your information in line with relevant regulations.  We collect information about you from different places including:

• You directly
• HR systems (for internal customers)
• Your company, organisation or school who give us your details and approve your attendance at training
• From publicly available sources

You are responsible for making sure you give us accurate and up to date information.

The information we collect is through an online form that you complete to register, bookings you make and evaluation data you provide. It includes your title, first name, last name, job role and organisation, email address, contact numbers, equality monitoring information (optional) training requirements - to include any reasonable adjustments (optional) and dietary requirements (optional) to help us meet your learning and development needs.

We may also use public source information to find contact details of points of contact in organisations if we think your account is dormant and needs to be archived in line with our retention policy.

By completing the registration form, booking training, attending training, accessing e-modules or providing evaluation, you are giving your consent for your information to be held.

There are two mechanisms for setting up accounts -

• South Gloucestershire employees with IT enabled will have an account set up for them using personal data exported from the internal HR system and will have single sign on. They will then complete the account set up and accept the terms and conditions.
• South Gloucestershire employees who are not IT enabled will have an account set up for them with a temporary password they can change. They will then complete the account set up and accept the terms and conditions.
• For external customers, each individual member of staff must register themselves to ensure that they have given consent to their data being held. Where this is not possible, we will take the delegate’s attendance as agreement for consent to their information to be processed and training records created.

How we will use your information

We will use your information to provide the learning and development services you have requested, for example to:

• send you pre and post course information, joining instructions and venue information
• inform trainers or our administrators of reasonable adjustments and training or dietary requirements you need within the training event
• add you to the course register
• contact you urgently, for example, in case of course cancellation due to illness
• charge you for our services
• analyse evaluations to check on quality of the training, analyse attendance and plan for future events
• update your records so they are accurate
• report on course attendance

Lawful basis

The core purpose of processing your data is to enable you to access learning and development services and to create an electronic training record. This is covered by GDPR (Article 6(1)(b) 6(1)(c) and (1)(e).

In registering for training through our learning management system, accessed through our website www.southglos.gov.uk/learning you are giving your consent for us to use the information to fulfil the contract we have with you and to meet the Public Sector Equality Duty of the Equality Act 2010.

Securely keeping and sharing your information

Your information is securely kept on our learning management system accessed through the website www.southglos.gov.uk/learning. Our administrators can access and amend this information. They will only amend your information at your or your organisation's request.  

Your name, job role, email address, organisation and other requirements will be shared with course tutors via attendance lists, and they will contact you only for training related reasons.

If you or the person booking on your behalf choose to enter training and dietary requirements, we will share this with administrators, trainers, venue and caterers only when it is required to meet your needs.

We share your information with SkillSet, who provide the website which hosts the learning management system. This is done in accordance with the security requirements of the latest data protection law.

Your information

This Privacy Notice relates to the personal information we have collected from your own request to access our learning and development service or your line manager or CPD lead acting on your behalf.

We have made sure we will use your information according to the UK Data Protection laws by establishing the condition of legitimate interest which allows us to process your information. We'll use your information to provide the above service you have requested whilst complying with the established lawful conditions.

In order to provide the service, you require we will share your information regarding your bookings and training attendance with the following:

• South Gloucestershire Council departments
• Training providers
• Your employer
• Safeguarding boards
• Others outside of the Council e.g. regulators and other public organisations for the detection and prevention of crime, if requested.

Information regarding equality monitoring will be used only to ensure that we are meeting our Public Sector Equality Duty and will not be shared.  

How long we'll keep your information

We'll keep your information for as long as you have a relationship with us, and you require training. Once you no longer need this service, please contact us to withdraw your consent giving us one calendar month notice to action this. We retain our data in line with the;Council’s document retention policy.

Information relating to training, development and achievements will be retained for 10 years, or 40 years, if it involves sensitive subjects such as safeguarding or social care in line with our document retention policy. We may retain anonymised information about the service we provided to help us improve our services in the future.

Transferring your information overseas

Your information is not currently transferred and stored in countries outside the European Economic Area (EEA). However, if we need to in the future, we will ensure the non-EU countries have an appropriate level of protection for your data and before doing so we’ll also inform you.

Your rights

You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, to ask us to update incorrect or incomplete details, to object to or restrict processing of it or to make a complaint about how we are handling it.

• South Gloucestershire employees – you can update or correct your own information at any time on the HR/learning management system. If you are unsure which system to update, please contact the administration team.
• Non-South Gloucestershire employees – you can update or correct your own information at any time on the learning management system and see the information we hold on you.

If you have any worries or questions about how your personal information is handled, please contact our Data Protection Officer at DPO@southglos.gov.uk or write to Data Protection Officer, PO Box 1953, The Council Offices, Badminton Road, Bristol, BS37 0DB.

For independent information about data protection, privacy and data sharing issues, you can visit ico.org.uk. For advice you can contact the Information Commissioner’s Office (ICO) at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or email casework@ico.org.uk. You can also contact the office on 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Visitors to our website

When someone visits our website, we 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 the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting this website. We will not associate any data gathered from this site with any personally identifying information from any source.