Privacy Policy
Collection & Storage
Of Learner’s Personal Data
Coachbase takes privacy and the security of Learner information very seriously. This policy summarises what we do with the information and how we keep it safe.
Information that we require to do our work
We need to collect certain information from the Candidate/Learner to enable us to carry out our functions as a training provider and awarding organisation. The types of information that we collect and the justification behind it are given below:
Information required and why we need it
Name and email address: To communicate in relation to training and award of qualifications.
Date of Birth: To check eligibility for courses and qualifications, and to ensure that no direct communication is established with a minor in the course of our business.
Name and main email address of your organisation: In order that we can check the validity of any previous qualifications you claim to hold, and your position within the organisation.
Passport-size image of each Learner/Candidate : As part of the validation process, the sponsoring organisation needs to confirm that it is a true likeness of the candidate/learner who has taken the Coachbase qualification.
We may also need:
Details of Disabilities: To ensure that we can meet any special needs in relation to tutor support, to implement any reasonable adjustments for assessments, to process any requests for special consideration, and for ensuring that Learners with disabilities are not unfairly disadvantaged, as required under the Equalities Act and Accrediting bodies’ Conditions of Recognition.
We do not handle or process credit or debit card details. For payments, the Learners are redirected via a secure link to our hosted payment provider.
Collection and storage
All of the information above is collected and stored using a 2 tier security access on our operational database.
The information will only be retained as long as is necessary to fulfil our regulatory obligations.
Name, email, and date of birth, may be retained indefinitely in our database. This is retained so that we may keep a record of, and confirm the validity of, any qualification awarded for regulatory or legal purposes.
Disclosure
Personal information will only be disclosed to another person or organisation if:
It is required by law
It is required by one of our regulators
It is needed to fulfil our obligations as a training provider and issuer of professional qualifications.
Specific Circumstances
Where a Learner is sponsored by an organisation, and the fees were paid by that organisation and/or the organisation name features on the invoice, information in relation to course attendance may be disclosed to the employer on request.
For practical courses, the names of all attending candidates (and any personal information which may affect involvement and outcome such as known disabilities) will be passed onto contracted Tutors so they may perform their duties correctly.
When using Assessors who are separate from the Tutors, only the Learner’s name and any disabilities (for reasonable adjustments) will be disclosed to the Assessor for the purpose of validating the candidate’s performance.
We may also disclose an individual’s full name, date of birth, and image when requested by the candidate’s stated employer/sponsor if there is dispute or uncertainty about the identity of an attending candidate.
Coachbase will not disclose the judgement outcome, or provide a copy of a certificate to the sponsoring organisation without the candidate’s permission.
Adverse Circumstances
Where an adverse finding has been made in accordance with the Coachbase Malpractice Policy, we may disclose the findings to a) an organisation where a Learner is employed; b) a relevant professional body.
Essential cookies
Cookies are small text files that are uploaded by our website and stored on a person’s own computer. Some of these are essential. We use essential cookies to handle the online enrolment process, and to process payments. None of these cookies contain personal details.
Regulation
To comply with the Data Protection Act 1998 and General Data Protection Regulation we adhere to strict security procedures. The information which we hold will be held securely to ensure no unauthorised disclosure or access.
Under the General Data Protection Regulation, the Candidate/Learner is entitled to a copy of any of all personal information held by us. This can be requested by emailing [email protected].
We may need to contact the Learner’s employer/sponsor to further verify the identity before disclosure if the Learner is a) aged under 16; b) has requested this information via a different email address from the one on record.