Welcome to Hawk Training's Help Centre

Privacy Policy - June 2018

Introduction

We are committed to protecting your privacy. This privacy policy applies to our website and sub-websites and our associated platforms owned or operated by Hawk Training. This Privacy Policy governs our data collection, processing and usage practices. It also describes your choices regarding use, access and correction of your personal information. By using the website(s) or any of our services, you consent to the data practices described in this privacy policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the websites or our services.


Changes to this Privacy Policy

We may update this Privacy Policy from time to time by posting a new version online. You should check this page occasionally to review any changes. This helps you to always be aware of what information we collect, how we use it and under what circumstances, if any, it is disclosed. Your continued use of the website(s), our services, and/or continued provision of Personal Information to us will be subject to the terms of the then-current Privacy Policy.


Contact Us

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please email privacy@hawktraining.com

 

If you have any complaints or questions regarding your data or a Subject Access Request (SAR), please email privacy@hawktraining.com


About Us

This website is operated by Hawk Management (UK) Limited (Hawk). Unless stated otherwise, Hawk is the data controller in respect of all personal data collected on our website(s) which means that we are responsible for ensuring that we do so in full compliance with data protection and all related privacy laws.

This Privacy Policy explains what information is collected about you, how we use it and the steps taken to keep it secure.

Please note, our website may contain links to other websites which are provided for your convenience. We are responsible for our own security of the website and practices. For other websites, please refer to their own Privacy Policies.


The Information we collect and its sources

In order to provide our services, we obtain details including:

  • contact details of those we deliver apprenticeship or commercial training to and those who work within an organisation as a point of contact for billing, contracts and decision making
  • Residential status - for example, where the apprenticeship programme is funded by the government and requires applicants to have a right to work in the UK
  • Current study status - for example, where the apprenticeship programme is funded by the government and needs to be verified for eligibility
  • National insurance number/date of birth/gender/disability/ethnicity information
  • Feedback we receive and your interest in Hawk Training and its services
  • Employment details - this is used to contact the employer of an apprentice/learner and for tutor visits as well as employer logins to the e-portfolio systems.
  • Emergency contact details of your next of kin or trusted contact in case of an emergency

The information will be obtained from our websites, telephone conversations, emails, written and verbal communications and from records of training sessions or meetings.

We may add information you supply with other information that we obtain from our dealings with you (such as where we have worked with you in the past or you have received training with us in the past).


Information about other people

If you provide information to us about any person other than yourself, you must ensure that they understand how their information will be used and that you are authorised to disclose it to us, and to consent to its use on their behalf, before doing so.


Cookies

This website uses cookies to improve the user’s experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user's device.

Cookies are small files saved to the user's device that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their device, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your device in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google's privacy policy here for further information [ http://www.google.com/privacy.html ].

Other cookies may be stored to your device by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

If you select decline on our cookie pop up then we won't track your information when you visit our site. But in order to comply with your preferences, we'll have to use just one tiny cookie so that you're not asked to make this choice again.


How we will use your information

All personal information we collect about you or other individuals will be used and protected by us in accordance with current data protection legislation and this Privacy Policy.

We will mainly use your personal information:

  • for processing, vetting and screening applications for apprenticeship roles
  • to provide services you request from us
  • to track and analyse activity on our website(s)
  • to create a contact profile for you so we can provide an enhanced user experience, respect your preferences and subscription requests
  • to maintain suppression and opt-in lists for newsletters, offers and other marketing emails
  • for dealing with enquiries
  • to carry out market research in order to improve our services and offer
  • for use in statistics reports, such as succession rates
  • to relay dietary information to catering services ahead of events you have registered to attend
  • for adequate and non-excessive processing
  • for processing for a limited purpose
  • for access to our e-portfolio systems e-Track, ForSkills, Moodle and storage on our management information systems.
  • to contact you in order to reengage and ensure our services are delivered successfully
  • to share with emergency services, safeguarding officers or related agencies with your permission to ensure learner welfare and wellbeing is maintained 
    • If you are under 18 and your safety or welfare is at risk, then we have a duty of care to pass on confidential information to external agencies 

Your personal information may be used by the Department for Education (DFE) to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.


Consent and lawful processing of personal data

The legal basis for the collection and processing of your personal data is:

  • for administration: which is necessary to fulfil service requests
  • where consent is provided or processing may be necessary, to comply with legal obligations
  • where explicit consent has been provided for processing sensitive data
  • legally required by the Education and Skills Funding Agency (ESFA)

Receiving invitations, information, emails, offers and content

We would like to contact you and/or any person whose information you provide to us with invitations to enjoy other products and services we provide (where you have agreed). This may include newsletters to inform you and/or them about offers and opportunities that are available and about a range of other initiatives in a number of ways, including by text message or by email.

Details on how to opt-in to or opt-out of receiving newsletters and offers can be found on relevant areas of our website, on relevant forms you complete and/or in the electronic message you receive.


Preferences – Subscribing and Unsubscribing

You and any other person you provide information for can change your/their mind about whether you wish to receive details of our offers and opportunities at any time. You may change your preferences using our contact details above or by following the instructions found at the bottom of each of our emails.


Security

We take the security of personal information seriously. We use several layers of security technology such as firewalls and security certificates to safeguard your and other’s information. We also have procedures in place to ensure our computer systems, databases, servers and paper stores are protected against unauthorised disclosure, use, loss and damage.

We only use third party service providers where we are satisfied that they provide their own adequate security of your personal data.


Monitoring

We may monitor or record telephone calls for training and quality purposes.


Data Retention

We have several set durations for the retention of personal information depending on the information used. We regularly review the personal data we hold and will delete anything we no longer need.

For information stored for the purpose of marketing, we normally keep your personal data for 24 months, although we will review your data sooner should you become disengaged with us.

For information stored for the purpose of training and education, we follow the Education and Skills Funding Agency retention policy, personal data will only be retained if a business need exists. We will also not keep your personal data longer than required.

If you are or have been on an apprenticeship programme with us, we are contractually required to retain data for 14 years (+1 for auditing purposes).

If you have applied for an apprenticeship but were unsuccessful in finding an apprenticeship or job then data is retained for up to 180 days.

If you are one of Hawk Training’s employees, then your data will be stored for up to 6 years (+ 1 for auditing purposes) after you have left the company.


Use of your information outside of Europe

We do not currently transfer your personal data outside of the European Economic Area (EEA). If this changes and we do need to transfer your personal data outside of the EEA, then we will take the proper steps to ensure your data is protected in accordance with the Privacy Policy and applicable laws.


Updating and correcting information

You may update or correct personal information online using relevant membership areas or by contacting us at privacy@hawktraining.com. Please include your name and email address when contacting us so we can correctly identify you on our systems and ensure we amend the information for the correct person.

If you are providing updates or corrections about another person, we may require you to provide us with proof that you are authorised to provide that information to us.


Your rights

You have a number of legal rights in respect of your personal data. These include:

  • the right of access – Upon your request, we can provide the data we have collected of you. We normally expect to respond to requests within 28 days of receiving them, you can fill in the form here to make a request or by emailing privacy@hawktraining.com
  • the right to rectification – You have the right to have inaccurate personal data rectified that we have collected. You may also be able to have incomplete personal data completed.
  • the right to erasure – Also known as the ‘right to be forgotten’, you have the right to have your personal data erased if:
    1. the personal data is no longer necessary for the purpose which we originally collected or processed it for;
    2. we are relying on consent as our lawful basis for holding your data, and you withdraw your consent;
    3. we are relying on legitimate interests as our basis for processing and you object to the processing of your data, and there is no overriding legitimate interest to continue this processing;
    4. we are processing the personal data for direct marketing purposes and you object to that processing;
    5. we have processed the personal data unlawfully;
    6. we must do it in order to comply with a legal obligation; or
    7. we have processed the personal data to offer information society services to a child.
  • the right to data portability – You have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format. You also have the right to request that we transmit this data directly to another data controller.