This privacy notice sets out the standards that you can expect from Licensing Connect when we request or hold personal information (‘personal data’) about you; how you can get access to a copy of your personal data; and what you can do if you think the standards are not being met.
Privacy for Licensing Connect Limited
Licensing Connect Limited (“We, Our or Us”) is the data controller for the personal information we hold. We collect and process personal data for the exercise of our own and associated functions. These include:
- developing the web service, guidelines and monitoring their use.
- assessing the impact of guidelines on the web service and practice. It may also be required to consider the impact of policy and legislative proposals relating to licensing and associated legislation.
- promoting awareness among the public regarding the realities of licensing and publishing information regarding licensing practice in the hospitality and retail sector.
- improving the service and products of Licensing Connect.
We collect and process personal data to manage and administer your and/or your organisation’s business relationship with us, including processing payments, accounting, auditing, billing and support services; and for any purpose related to and/or ancillary to any of the above or any other purpose for which your personal data was provided to us.
Where you have expressly given us your consent, we may process your personal data also for the following purposes:
- Communicating with you through the channels you have approved to keep you up to date on the legal developments, announcements, and other information about Licensing Connect services (including notifications, alerts, memorandums, briefings, newsletters and other information of a similar kind) as well as our events, services and projects.
About personal information
Personal data is information about you as an individual. It can be your name, address (including email or social media details), date of birth, or telephone number. It can also include information about accidents or incidents in which the members of the public or you may have been involved with.
We know how important it is to protect individuals’ privacy and to comply with data protection laws. We will safeguard your personal data and will disclose it only where it is lawful to do so or with your consent.
Types of personal data we process
We process only personal data that is relevant for the services we are providing.
Are you required to provide personal data?
As a general principle, you will provide us with your personal data entirely voluntarily.
Purpose of processing and the lawful basis for the process
There are six lawful bases for processing information. Given the fundamental importance of Licensing Connect in seeking to help businesses to promote the licensing objectives and research, we have determined that the following five bases apply:
- Contract: processing is necessary for a contract that we have with the individual, or because we have asked you to take specific steps before entering into a contract.
- Consent: the individual has given clear consent for us to process your personal data for a specific purpose.
- Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).
- Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
- Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
Retention period for information collected
We have a retention and deletion policy which complies with data protection requirements. In general, information is kept for as long as is necessary for Licensing Connect and so the Service User can perform its contractual, licensing and legal duties and will be deleted when no longer needed.
Access to personal information
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. We may request further information from you, including documents to verify your identity, if necessary.
How and where to send your request
Send your request to us directly at the email address below and address your request to the Data Protection Officer. info@licensingconnect.co.uk
When we ask you for personal data
- When we ask you for personal data, we promise to:
- inform you of why we need your personal data and ask only for the personal data we need and not collect information that is irrelevant or excessive;
- protect it and make sure no unauthorised person has access to it;
- only where appropriate and necessary share it with other organisations for legitimate purposes;
- make sure we do not keep it longer than is necessary;
- not make your personal data available for commercial use without your consent; and
- consider your request to correct, stop processing or erase your personal data.
You can withdraw consent at any time, where relevant, and you can lodge a complaint with the supervisory authority if you are dissatisfied with the way we have handled your data or dealt with your request.
For more information on how and why your information is processed, please see the information provided when you accessed our services or were contacted by us.
Cookies
A cookie is a piece of data stored on your computer, mobile phone or tablet when you visit a website. It is stored within your website browser and subsequently sent back to the same website by your browser. The cookie helps the website to recognise your specific browser and computer when you return.
Complaints
When we ask you for information, we will keep to the law. If you consider that your information has been handled incorrectly, you can contact the Information Commissioner for independent advice about data protection. You can contact the Information Commissioner at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
www.ico.org.uk
Privacy Policy for Highfield Awarding Body for Compliance Limited
When we process your personal data we comply with all applicable data protection legislation, including the UK GDPR and the Data Protection Act 2018.
Your personal data includes all the information we hold that identifies you or is about you. More information about the types of personal data we process about you is set out below.
Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it.
This privacy policy provides information about the personal data we process about you, why we process it and how we process it. It applies to individual customers of Highfield Qualifications Limited as well as our business contacts at customer and supplier organisations.
Our responsibilities
Highfield Awarding Body for Compliance Limited t/a Highfield Qualifications (a company registered in England with registered company number 06478925 and registered address at Highfield Icon, First Point, Balby Carr Road, Doncaster, South Yorkshire DN4 5JQ) is the controller of the personal data you provide.
What data do we process about you and why?
Centre Contacts
Information we may process about you as a Centre contact or as someone referenced within a Centre application may include:
- your full name
- your email addresses and other contact information, and
We may use your personal data for the following purposes:
- to provide you with information about your enquiries and results and to send certificates to licensing connect Limited.
- we will process the information you provide to us, which is likely to include your name, email address, telephone number and other contact information.
Where there is a legal or regulatory requirement for us to process your personal data, we rely on the fact that we are required by law to process it. Otherwise, we process your personal data on the grounds of our legitimate interests and also process some of your data on the grounds of fulfilment of our contract with Licensing Connect Limited.
Learners
If you are undertaking courses, work-based learning awards, exams or qualifications provided by us, we collect the information we need in order to provide those products and services to you including but not limited to your name, date of birth, gender, telephone number, email address and qualification awarded. It may also include photos of you and copies of your signature.
This information will be held by us for a period of 40 years from the date you complete your course, work-based learning award or exam so that we can comply with regulatory requirements and requirements to deliver future services such as certificate re-prints and confirmation of awards.
Information that is processed as part of the qualification, such as your exam papers, will be held for no longer than 6 months from the date the information is collected.
If you contact us to request a replacement certificate, we will retain a record of the address to which you wish the certificate to be sent for no longer than 6 months.
Email address and other contact information such as telephone number are only used to provide necessary services to you which may include services such as e-certificate electronic delivery or for remote invigilation services. Contact details may also be used in the event that we ever need to contact you in relation to the course or training provision that delivered your Highfield qualification.
Educational, regulatory and government bodies
If you work for an educational, regulatory or government body that Highfield engages with, then we will process your personal data on the grounds of our legitimate interest in fulfilling our obligations or working in partnership with your organisation.
Any personal information captured as part of our engagement will stay in place so long as we hold a contract or an arrangement with the organisation or, if earlier, until we are notified that you are no longer the relevant person to contact at the organisation.
The information we hold about you is likely to include your name, email address and telephone number. The remainder of the information we collect will be organisation information and therefore not covered by data protection legislation.
We process your personal data in order to Communicate with the organisation, for example to respond to requests or to seek clarifications through email or telephone.
Retain contact information for the organisation in Highfield’s compliance and business continuity systems.
Webinar attendees
We will process personal data about you if you choose to attend one of our webinars. We use a third party to provide webinar tools and services to us. When you register to use/access our webinars we will ask for your full name, email address, job title and the name of the company for which you work. We and the third-party provider may have access to those systems from the date you input them to the date 24 months after the webinar takes place. Personal data may be accessed by the third party from outside the UK and the EEA, including in the US. Any such transfers of data take place on the basis of standard contractual clauses.
Our collection of your personal data
We use different methods to collect data from and about you including through:
Direct interactions
You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: place an order for our services or provide products or services to us; submit a query about our products whether on our website or by email or phone; request for marketing to be sent to you; or otherwise correspond with us.
Automated technologies or interactions
As you interact with our website, we may automatically collect personal data about you. You can find out more information in our cookie policy available below.
Information received from our clients and the Centres to which we provide services
We may receive information about you from your employer so that we can liaise with you in respect of the qualification you wish to undertake.
If you are a tutor, assessor, IQA or Centre contact we may receive information about you from the Centres with which we work.
Information received from Highfield e-Learning Limited
If you have purchased an e-learning product or service from Licensing Connect and Highfield e-Learning Limited and it includes a qualification, your personal data will be passed to us so that we can engage with you in respect of the qualification and retain a record of your qualification. In that scenario, the sections in this privacy policy that are applicable to learners will apply to you.
Privacy Policy for Licensing Connect Limited and Highfield e-Learning Limited
Cookies
Our websites and web services use cookies to distinguish you from other users of our websites and services. This helps us to provide you with a good experience when you browse our websites. It also allows us to improve our websites.
A 'Cookie' is a small piece of information that we store on your computer. Our system will issue cookies to your computer when you access the site. We use the following cookies
Strictly necessary cookies: These are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our websites.
Analytical/performance cookies: These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functional cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
These websites use tracking software to monitor their visitors to better understand how they use them. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including “strictly necessary” cookies) you may not be able to access all or parts of our websites.
You can remove cookies from your computer at any time by going into the settings in your browser and deleting the browsing history and cookies stored. The exact location of this setting will depend on your browser of choice.
What are your rights?
You benefit from a number of rights in respect of the personal data we hold about you. We have summarised your rights below, and more information is available from the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). These rights apply for the period in which we process your data.
Access to your data
You have the right to ask us to confirm that we process your personal data, as well as access to and copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.
Rectification of your data
If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information. We will comply with your request within one month of receiving it unless we do not feel this is appropriate in which case we will let you know why. We will also let you know if we need more time to comply with your request.
Right to be forgotten
In some circumstances, you have the right to ask us to delete personal data we hold about you.
There are certain scenarios in which we are entitled to refuse to comply with a request. If any of those apply, we will let you know.
Right to restrict processing
In some circumstances, you are entitled to ask us to suppress the processing of your personal data. This means we will stop actively processing your personal data but we do not have to delete it.
Data portability
You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller.
Right to object
In some circumstances, you are entitled to object to us processing your personal data.
Automated decision making
Automated decision-making means making a decision solely by automated means without any human involvement.
We do not carry out any automated decision making using your personal data.
Your right to complain about our processing
If you think we have processed your personal data unlawfully or that we have not complied with GDPR, you can report your concerns to the supervisory authority in your jurisdiction. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website - https://ico.org.uk/concerns/.
Any questions?
If you have any questions or would like more information about the ways in which we process your data, please contact dataprotection@highfield.co.uk and/or info@licensingconnect.co.uk