What personal information does the organisation collect and what lawful reasons do we have to collect and process it?

Type of data:
What lawful reason do we have to collect and process it?
For onsite visitors – Name, organisation you represent if applicable, person you are meeting or event you are joining, car registration number if applicable.
Legal obligation to safeguard learners and staff, and in order to carry out our public task.
Suppliers – In the case of small business suppliers, we may hold home contact details. In other cases, names, roles and business contact details
In order to carry out the contract, and for legal reasons (e.g. audit).
Partners, agencies or institutions – names, roles and contact details.
In order to carry out our tasks in the public interest.

Why do we collect personal information?
We collect the minimum required in order to carry out our contract. However, we may collect other information if it is necessary in order to safeguard our learners and staff.

Special Category Data and Convictions – We do not expect to collect special category data, unless it is simply to facilitate access or for dietary reasons. Any such data will be deleted once used. Where visitors have unsupervised contact with learners, more stringent checks apply.

Where do we obtain your personal data?
This will be supplied by the person themselves, or possibly by one of their colleagues.

How and where do we store data?
Data will be stored securely on paper, or stored securely by electronic methods.

Who has access to data?Your information may be shared internally, with any KYP staff who need the data to carry out their tasks. In exceptional circumstances, it may be necessary to share with other agencies if necessary for safeguarding reasons.

Do we process data outside the EEA?
kYP will not transfer your data to countries outside the European Economic Area.

How does the organisation protect data?
The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. The Data Protection policy is available to view on our website, or can be obtained in a paper version by contacting our office.

For how long does the organisation keep data?

What rights do you have?
As a data subject, you have a number of rights.

You can: