We want everyone who comes to us for advice to feel confident and comfortable with how any personal information you share with us will be looked after and used. This Privacy Notice sets out how we collect, use and protect your personal information. 'Personal information' means any information that identifies or could identify you.
Who we are
Under the Data Protection Act 1998 and (from 25th May 2018) the EU General Data Protection Regulation (GDPR), Training for Employment (Yorkshire) C.I.C is both a:
a) "Data controller" which means that we are responsible for determining the purposes and means of processing data, and a
b) “Data processor” in that we also receive and process data on behalf of a data controller
Information we collect and why we use it
The personal information we collect from you typically includes your name, address, telephone number and email address (if available). For some clients we are providing one-to-one support to, we may also collect financial information such as details of your household income and an overview of any health conditions in the household.
We require this information in order to:
- Provide you with the service you have requested
- Help you to access and apply for other financial or practical support
- Keep a record of your relationship with us
- Comply with the requirements of our grant funders in terms of evidencing project activities and recipients of our services
Without this information, we will not be able to provide the service you have requested.
How we collect information about you
We collect information about you in the following ways:
When you contact us directly: This could be when you contact us directly about our services, whether it is by phone or email
Via a trusted and known third party: This is when someone else has your permission to refer you into our service, this may be a support worker, another organisation, a friend or a family member
Legal basis for using your information
We have to have a legitimate basis for processing information about you and we will only process data if it is necessary (and if we can’t achieve the same purpose without doing so).
In some cases, we will process your personal information because we need to use it in order to fulfil a service to you (for example, where you have enrolled on a training session or requested a consultation).
We will however seek specific written consent when processing personal information for the purposes of preparing case studies and when sharing personal information with partners and/or funders with the purpose of showing impact of project activities.
In other cases we will need to process personal information to meet legal or contractual obligations, such as if you have attended a training session and we are required to obliged to retain information collected on enrolment forms for a certain time period. You will be informed about this at the time you fill in such forms.
Finally, we may process data under the purpose of 'legitimate interests', where there is a justification for us to process your information to help you, for example by retaining any contact details you have provided, in order to inform you about future training events.
Sharing your information
The personal information we collect about you will primarily be used by our staff in order to deliver our service to you and it will be kept confidential.
We will only share your personal information with trusted partners if we have agreed with you that we will do so. This will be with the purpose of providing you with additional support or services. We will ensure that our partners have appropriate policies and procedures in place to process and store your information safely and for no longer than is needed.
Any referrals we send to, or receive from, third party organisations will be in a password protected document.
We will never share your information for marketing purposes.
Keeping your information safe
Training for Employment (Yorkshire) C.I.C has policies and procedures in place to protect personal information both in hard copy and electronic format.
How long we keep your information for
We will only keep personal data for as long as is necessary to fulfil the purpose it was originally collected for. However, we must ensure that we do keep information for as long as is required to meet any legal obligations, professional guidelines or contractual requirements with funders. We will regularly review the data we hold and securely delete or destroy it once there is no longer a valid reason to hold it.
You have a number of rights when it comes to the personal information we hold about you.
A cookie is a small text file that is downloaded onto your electronic device (computer, laptop, smartphone or tablet) when you access a website. It allows the website to track visitor use and to compile statistics and reports from your website activity. We will have an alert when you visit our website that tells you cookies are there and to get your permission to store a cookie on their device.
For further information about our privacy practices or to make a complaint, please contact our Data Protection Officer by:
By implementing its robust policies, Training for Employment ensures that learners from a diverse range of backgrounds have the opportunity to learn and progress in a safe, comfortable, supportive and inclusive environment.
TfE takes seriously the privacy, information and data security of its learners, and it does not share information with third party organisations for the purposes of marketing or for profit.
Utilising fiscally and economically responsible practices, TfE maximises the value of contributions from its funders and stakeholders.
In managing its day-to-day operations, as well as the methods of disposal of assets, TfE aims to maximise protection of the environment, which is increasingly important given the global warming climate change agenda.
Furthermore, TfE fosters effective working partnerships to ensure that all stakeholders benefit from the highest standard of service and delivery.
Help, support and advice
Here are two websites which link to different sources of information about organisations which provide advice, support, help and information:
Please note, TfE is not responsible for the content of external links.
Below are the introductory Policy Statements for each of TfE's nine policies, covering a broad range of operational spheres. The full policy wording is available on request.
Training for Employment (Yorkshire) CIC [TfE] is fully aware of and is firmly committed to following the requirements of the Bribery Act 2010 in achieving and maintaining high standards in relation to the prevention of bribery.
TfE is committed to carrying out its business activities fairly, honestly and openly.
TfE subscribes to the Ministry of Justice's six principles of bribery prevention:
1) having procedures which are proportionate to its business activities
2) having a commitment to preventing bribery at management level
3) assessing the levels of risk relating to bribery in its industry
4) carrying out due diligence regarding prospective partnerships and contracts
5) training and communication to staff, partners and stakeholders
6) continuous monitoring and review of policies and procedures
This policy will be regularly reviewed and updated, at least annually, to take account of any new legislation or any suggestions from partners, volunteers and clients for ensuring best practice.
Training for Employment (Yorkshire) CIC recognises that all organisations have a moral responsibility to act in a socially responsible manner. This includes protecting our environment and improving our community. TfE embraces charitable and social aims.
TfE would wish to take a lead with management, employees, suppliers and other stakeholders by making such considerations an important business objective. In developing and operating a policy in such respects the CIC would wish to set some minimum standards to be observed. Training for Employment (Yorkshire) CIC has made and observed a number of commitments, which are set out in the full policy statement.
Training for Employment (Yorkshire) CIC [TfE] is fully aware of and is firmly committed to following the requirements of the Data Protection Act 1998 in achieving and maintaining high standards in the handling of personal information and so protecting the individual’s right to privacy.
This policy will be regularly reviewed and updated, at least annually, to take account of any new legislation or any suggestions from partners, volunteers and clients for better ensuring the security of data pertaining to clients of TfE.
Training for Employment (Yorkshire) CIC recognises that we all have a responsibility to protect our environment and, consequently, would wish to take a lead with Members, employees, suppliers and other stakeholders by making such considerations an important business objective. In developing and operating a policy in such respects the CIC would wish to make the requirements of legislation and environmental regulation the minimum standards to be observed.
Training for Employment (Yorkshire) CIC has made and observed a number of commitments, which are set out in the full policy statement.
Training for Employment (Yorkshire) CIC [ TfE ] is committed to ensuring fairness, inclusivity and equality of opportunity in all of the organisation’s activities. TfE's policy and procedures use the Equality Act 2010 (Specific Duties) Regulations 2011 as its basis. TfE will challenge discrimination and lack of opportunity in all its forms and aim to create a culture that respects and values each other’s differences. TfE has a no bullying policy, and tutors will challenge any instances of bullying, prejudice, verbal or physical aggression and intolerant or abusive language. This commitment underpins TfE's policy framework and practice and applies to employees, volunteers, clients / learners and all other individuals the organisation interacts with.
All staff are provided with a training schedule and a copy of the Organisation Handbook, which details training (CPD), promotion opportunities, and the fair treatment of all staff, including grievance procedures.
Training for Employment (Yorkshire) CIC is firmly committed, in so far as is reasonably practicable, to achieving and maintaining high standards of health and safety in respect of:
- partners and volunteers of Training for Employment (Yorkshire) CIC
- visitors to Training for Employment (Yorkshire) CIC
- members of the community who may be affected by Training for Employment (Yorkshire) CIC’s activities.
Training for Employment (Yorkshire) CIC is fully aware of its obligations under current health and safety legislation and is committed to meeting its demands in relation to:
- Training for Employment (Yorkshire) CIC’s own registered office
- premises hired by Training for Employment (Yorkshire) CIC for training and / or meeting activities
- premises and sites visited by Training for Employment (Yorkshire) CIC staff
- partners and volunteers of Training for Employment (Yorkshire) CIC visiting other locations
- projects which Training for Employment (Yorkshire) CIC is contract managing or has an interest in
- identifying the First Aider(s) and Fire Safety Officer(s) in each of the venues used by TfE where workshops are delivered, in case of accident, injury, medical emergency and / or outbreak of fire.
This policy will be regularly reviewed and updated, at least annually, to take account of any new legislation or any suggestions from partners, volunteers and clients for better ensuring the health and safety of all stakeholders in Training for Employment (Yorkshire) CIC.
Training for Employment (Yorkshire) CIC [hereinafter referred to as TfE] is fully aware of and is firmly committed to following the requirements of the Data Protection Act 1998, the Privacy and Electronic Communications Regulations 2003, Lawful Business Practice Regulations 2000, Human Rights Act 1998 and Freedom of Information Act 2000 in achieving and maintaining high standards in the handling of personal information and so protecting the individual's right to privacy.
Training for Employment (Yorkshire) CIC [TfE] is firmly committed to maintaining the highest quality standards of service and satisfaction for its learners, partners, clients and stakeholders. This commitment extends to any projects which TfE is contract managing or which it has an interest in.
Training for Employment (Yorkshire) CIC has a statutory and moral duty to safeguard and promote the welfare of young people and vulnerable adults attending Training for Employment programmes. It will carry out these responsibilities under relevant legislation and formal guidance.
Training for Employment (Yorkshire) CIC:
a) ensures that all people working for the organisation, either as agents, subcontractors or volunteers are where necessary, subject to satisfactory Criminal Records Bureau (CRB) / Disclosure and Barring Service (DBS) checks
b) fosters and maintains effective links between external organisations, agencies and volunteers
c) secures all data concerning participants, staff, volunteers and sub-contractors under the terms of the Data Protection Act 1998
d) records emergency contact details of learners where relevant (e.g. if they have a health condition or disability and they or their parent/carer/next of kin/friend wish to do so)
e) ensures that ‘Safeguarding’ is included in all areas of business and that these measures are implemented
f) records any disclosures made by learners and ensures that the information will be passed from the named Alerter, John McGaughran, to the named Responder in the premises where learning is taking place or directly to the local authority, i.e. NYCC
g) treats seriously any allegations or complaints and act upon them in a timely manner. Such allegations or complaints will be logged in writing and, where deemed necessary, the appropriate authorities will be informed using the Inter-agency Safeguarding Adults Alert Referral Form.