ASQ Privacy statement: Data sharing procedure

Background

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you when design/delivering and awarding our qualifications and learning programmes.

As an awarding body for vocational qualifications, we will request information from employees and learner data from approved deliver centres which may identify individuals in order for us to fulfil our awarding body function and regulatory requirements. ASQ and any parties that require the collection of data/ information for established purposes (as per information sharing code of conduct ICO) are required to abide by the principles of the DPA 2018 and all other ASQ and UK legislation which may pertain to the transfer of personal data.
Any subcontractors or consultants will receive copies of this policy and will be required to comply with this and any other ASQ data protection/data sharing process and procedures.
All individuals involved in the sharing of data for ASQ will receive adequate training and be familiar with this policy.

 

Data collection

Our purposes for collecting data are:

  • To inform regulators of administrator contact names and work telephone numbers in order for them to arrange Approved Delivery Centre audits
  • To carry out registration of learners
  • To carry out certification of learners
  • To deal with any issues/complaints/appeals reported to ASQ
  • To carry out monitoring of qualification uptake to ensure the content meets the needs of candidates in conjunction with the appropriate qualification Governing Body. (this information is gathered via qualification evaluation forms)
  • To carry out quality assurance
  • To comply with regulatory requests for submission of learner data to each qualification. (This applies to regulated qualifications only. The information on registration and qualification certifications may be published within Department For Education reporting tables however none of this particular data published by DEF will identify individual learners)

 

Type of Data

We only personally collect data we genuinely need. This may include.

  • Contact details such as name, address, email address and contact numbers
  • Date of birth and gender
  • Any special education needs requirements for assessments including relevant medical supporting evidence.
  • Dietary information for any catering provided.
  • Card details for any payments/invoicing requirements
  • Nationality
  • Details relating to a complaint.

 

Sharing of Data

Data subjects will be informed of our collection and processing process for personal data, including below who it will be shared with via qualification registration procedures and complaint investigations. Candidates will be given the opportunity to decline consent. Upon consent received we will share personal information with the following organisations to meet our compliance and awarding obligations.

  • The PGA
  • GCMA/BIGGA where joint collaboration of qualifications applies.
  • Regulators (Ofqual, Qualification Wales, SQA and CEEA)
  • RM results as the data processor for the Department for Education.
  • Assessors/EV in the event of resit requirements your assessment results may be shared with differing tutor/assessor/External verifiers in order to ensure the correct element of assessment is being reassessed.

 

How long do we keep information

We only keep information for as long as we required it to support us in carry out are awarding body activities and regulatory requirements. Photographic images will be recorded and used for identification purposes and for providing candidates ID. The image will be stored against electronic candidate records within CRM/Canvas candidate records system and may also be linked to candidate email account. Personal image may be retained for up to three years after completion or withdrawal from studies unless associated and retained for the lifetime of PGA membership.

 

Information sharing

We will pay regard to the Data Protection Act 2018/ICO code of conduct before sharing any personal information.

 

Your rights

Access to information:
You have the right to request a copy of the information that we hold about you.
To have any inaccuracies corrected
To have personal data erased
To place a restriction on our processing of your data.
We will respond to your query, in writing within 4 weeks of your request.

Please address request for the above In writing to:
The Operations Manager
ASQ Awarding Body
Ping House
The Befry
Wishaw
B769PW
By email: rachelpalmer@asq.org.uk
By Telephone: 01675624764

 

Enquiries and complaints

If you are dissatisfied with our response you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.