University of York CPD Unit

Privacy Notice

The CPD (Continuing Professional Development) Unit is part of the Department of Research and Enterprise within the University of York. We organise corporate training courses, equipping delegates with a mixture of strategic and practical skills to take back to the workplace.  We also support internal departments with their CPD provision.

This privacy notice is for businesses and individuals in contact with the CPD Unit and partners who work with us to deliver our services. It sets out the ways in which the CPD Unit at the University of York gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the Information Commissioner’s Office and our entry can be found here. Our registration number is: Z4855807.

 

Where do we get your data from and what data do we collect about you?

We collect personal data about you when you register for one of our courses either via e-mail, telephone, booking form or via our online booking system. We typically collect the following data for the purposes of liaising with you about the course you have chosen to book on:

  • Name
  • Job title
  • Company name
  • Company address
  • Company phone number
  • Mobile number
  • Email address
  • Any dietary requirements
  • Any access requirements
  • Financial details for the purpose of paying for the course

 

What is our legal basis for processing your data?

The University needs to collect and retain certain types of data, in various formats, about its current and past delegates in order to fulfil its functions as an education and business support provider and to maintain strategic relationships within the region.

Typically, data will be processed:

  • on the grounds of contractual requirement or to take steps to enter into a contract with you e.g. to provide you with training and support;
  • because it is necessary for our legitimate interests;
  • to monitor equality and diversity; 
  • because you have given us your consent

 

How do we use your data?

The University may process your personal data for the following purposes:

  • to process your booking and to liaise with you about the course logistics e.g. issue joining instructions, course material etc.;
  • to provide you with and manage your use of University facilities and services and your participation at events;
  • to administer the financial aspects of our relationship with you and any funders including processing any payments made by you to the University;
  • to compile statistical and personal returns which the University may be required to publish or pass to government bodies or the Higher Education Statistics Agency (HESA); 
  •  (if you have consented) to send marketing once a course is completed, we will keep you updated about future relevant courses, events and activities via our monthly email newsletter, you may opt out at any time. If you no longer wish to be contacted for marketing purposes, you can either contact us at cpd@york.ac.uk & request to be removed or simply click the ‘unsubscribe’ button at the bottom of our marketing e-mails.

 

Who do we share your data with?

The University may share your data with:

  • employees and associate trainers of the University for the purpose of providing you with appropriate support
  • third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (e.g. software and system providers including but not limited to Administrate, MailChimp and WPM Education)
  • If you are on a funded course place, we will need to share your data with the funder. You will be given more detailed information about this when you enrol on a funded course.
  • Accrediting bodies only for purposes relating to your course attendance and for the ILM qualifications we offer. Our ILM partner is:  Chapel House Training and Consultancy Ltd, Grimston Grange Offices, Tadcaster, North Yorkshire, LS24 9BX

Tel:  01937 834 944. Email: info@thechapelhousegroup.co.uk 

The University of York will not share your information externally for any other purposes without your consent unless exceptional circumstances apply.

 

How do we keep your data secure?

The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see, https://www.york.ac.uk/it-services/security/

If you apply for training from the CPD Unit through a funded project, printed copies of your data will also be held in locked filing cabinets at the University of York.

 

How long will we keep your data?

The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

If you receive training or support from the CPD Unit through an externally funded project, this data will be maintained in line with the contractual requirements of that project and its funding organisation. These requirements will be clearly outlined at the point at which you apply for support.

 

What rights do you have in relation to your data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent.

If you would like a copy of some or all of your personal data held by CPD Unit, please email us or write to us at the contact addresses below.

There may be circumstances in which we are unable to erase data held about you, in which case we will notify you. For example, if you have entered into a funding contract with us, we may be contractually required to keep records for a specified time period for reporting and audit purposes.

For more information, see https://www.york.ac.uk/records-management/dp/individualsrights/

 

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk 

Right to complain

If you are unhappy with the way in which the University has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see www.ico.org.uk/concerns

Changes to our privacy notice

We keep our privacy notice under regular review and we will place any updates on the CPD Unit web page. This privacy notice was last updated on 06 June 2018.