This Privacy Notice explains what types of personal information Vocational Training Services Care Sector Ltd (VTS) collects from its customers (learners, employers and visitors), why we collect it, and how we use, store and protect it.

VTS recognises that the security and appropriate handling of personal data is very important and is committed to complying at all times with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are:

Vocational Training Services Care Sector Ltd (VTS) is an Independent Training Provider delivering vocational, work-based qualifications.
Our head office is located at: Chalkwell Lawns, 648–656 London Road, Westcliff-on-Sea, Essex, SS0 9HR

You can contact us at any time by:
Telephone: 01702 353557
Email: [email protected]
Writing to our head office address

VTS is registered with the Information Commissioner’s Office (ICO) as a data controller.

Our lawful basis for collecting & processing personal data:

In accordance with Articles 6 and 9 of the UK GDPR, VTS collects and processes personal data on the following lawful bases:

• Contract: where processing is necessary to fulfil our contractual obligations in order to deliver training and related services.
• Legal obligation: where processing is required to meet statutory or regulatory requirements.
• Legitimate interests: for limited purposes such as quality assurance activities and marketing communications, where these interests do not override the rights and freedoms of individuals.

Where we process special category data (such as health information or ethnicity), we do so only where it is necessary and permitted under UK GDPR, for example to meet education, safeguarding, equality monitoring, or legal obligations.
Individuals can object to marketing communications at any time by contacting us.

What personal data we collect and why we collect it:

The type of personal data we collect depends on the nature of the relationship.

Learners:
We collect personal data to assess suitability for programmes, deliver training, and meet funding and regulatory requirements. This may include:
• Name, address, date of birth, and contact details
• Prior qualifications and learning history
• Progress, assessment outcomes and achievements
• Characteristics such as gender, ethnicity and nationality
• Health information or learning support needs where relevant

Learner data collected and processed is determined in part by our contractual obligations with the Department for Education (DFE) and related bodies. We may also access learner information via the Learning Records Service.

Employers:
We collect limited personal and business information such as names, contact details and business details in order to manage training delivery and contractual arrangements.

Enquiries and visitors:
If you contact us by phone, email, in person or via our website, we may collect your name and contact details to respond to your enquiry.

How we use personal data: 

We use personal data to:
• Deliver education and training services
• Maintain accurate learner and employer records
• Meet contractual, funding and regulatory obligations
• Support quality assurance and service improvement

We maintain secure electronic systems to manage learner and employer information.

Children’s personal data: 

VTS may process personal data relating to learners under the age of 18. Such data is handled with additional care and is used only where necessary for training delivery, safeguarding, or legal obligations. Access is restricted to authorised staff, and data is retained and disposed of securely in line with our Storage & Retention of Documents Policy.

Who we share personal data with: 

VTS shares personal data only where necessary to meet contractual, statutory or regulatory requirements. This may include sharing learner data with:
• The Department for Education (DfE)
• Awarding and certification bodies

We do not sell personal data under any circumstances.

International data transfers: 

VTS does not routinely transfer personal data outside the United Kingdom. If this position changes, appropriate safeguards will be put in place in line with UK GDPR requirements.

How we keep personal data safe: 

We take appropriate technical and organisational measures to protect personal data, including:
• Secure, password-protected IT systems
• Restricted access to personal data on a need-to-know basis
• Staff training on data protection responsibilities

We have procedures in place to manage and report personal data breaches in line with UK GDPR requirements.

Retention of personal data: 

Personal data is retained only for as long as necessary to meet contractual, legal or statutory obligations. Further details are available in our Storage & Retention of Documents Policy. When data is no longer required, it is securely destroyed.

Your data protection rights

Under the UK GDPR, individuals have the right to:
• Be informed about how their personal data is used
• Access their personal data
• Have inaccurate or incomplete data corrected
• Request erasure of data in certain circumstances
• Request restriction of processing
• Object to processing, including for direct marketing
• Request data portability where applicable
• Not be subject to solely automated decision-making

To exercise any of these rights, please contact the Director at VTS in writing using the contact details above.

We will respond to requests without undue delay and within one calendar month in line with UK GDPR requirements.

Complaints:

If you have concerns about how we collect or use personal data, please raise them with us in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Further Information:

More information about how learner data is used by the Department for Education can be found on GOV.UK.

Our full Privacy & Data Protection Policy is available on our website.