How we use your information
- Visitors to our website and social media pages
- People who subscribe to our newsletter or join our mailing list
- People who use our services e.g. CPD courses
- People who apply to our Foundation Certificate and Clinical Training programmes
- People who present seminars or training courses at TA Training Organisation or mark student assessments.
- complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry
Visitors to our website
When someone visits www.tatraining.org we use a third party service, Google Analytics, to 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. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party service, WordPress.com, to publish our website and blog, and our NETAC conference microsite. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.
People who contact us via social media
We use a third party provider, Hootsuite to manage our social media interactions together with direct contact with facebook, twitter and linked-in.
If you send us a private or direct message via social media the message will be stored for three months. Your data will not be shared with any other organisations.
People who email us
We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who use our services e.g. booking training
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have booked on a CPD event for a feedback survey. When people do subscribe to our mailing list, they can cancel their subscription at any time and are given an easy way of doing this.
Applicants for our Foundation Certificate and Clinical Training
TA Training Organisation is the data controller for the information you provide during the application process. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the application process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the clinical training you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for the relevant clinical training. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the course you have applied for. Our management team will have access to all of this information.
If we make a conditional offer of a place on a course we will ask you for information so that we can carry out checks such as references. You must successfully complete the checks to progress to a final offer:
We will contact your referees, using the details you provide in your application, directly to obtain references
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your student file for the duration of your training with us plus 4 years following the end of your training.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the start of the academic year for which you have applied.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We may have to disclose the complainant’s identity to whoever the complaint is about. We will try to respect requests from a complainant who doesn’t want information identifying him or her to be disclosed. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
External trainers/presenters and assignment markers
We collect and store only information necessary for the role undertaken. We will keep a file of information and external parties for the duration of their time with us. This information includes name and contact information and may include bank details. We are required to undertake annual reviews of external trainers by our registration body UKATA. Data will be retained by us until your work with us ends plus 4 years.
Data Complaints or queries
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
Access to personal information
TA Training Organisation tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a request in writing to the address below. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we may need to share personal information with UKATA with other relevant bodies.
Links to other websites
How to contact us
TA Training Organisation
138 Low Lane
Leeds LS18 5PX