Privacy Notice

Who we are

Encompass Group gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Encompass’ registered office is at Unit 6 Redcliff Road, Melton Office Village, North Ferriby, East Yorkshire, HU14 3RS and we are a company registered in England and Wales under company number 07106744. We are registered on the Information Commissioner's Office Register; registration number Z2515726, and act as the data controller when processing your data. Our designated Data Protection Officer/Appointed Person is Megan Foster, who can be contacted at 01482 222463, or enquiries@encompass-development.co.uk

Information we collect

Encompass processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from you is:

  • Name
  • Date of birth
  • Home address
  • Personal email
  • Business email
  • Home telephone number
  • Mobile telephone number
  • National insurance number
  • Passport number
  • Drivers licence number
  • Special catagory data e.g. health/medial, religion, sexuality
  • Bank details
  • Prior attainment e.g. certificates
  • Employer address

We collect the information in the below ways:

  • Online forms
  • Employment CVs
  • Enrolment forms
  • Online surveys

How we use your personal data

Encompass takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below:

  • We collect and store your personal data as part of fulfilling a contract with your employer or yourself for your development
  • We collect your personal data as part of fulfilling a contract with a client seeking to recruit you or develop you, using initial assessments
  • We collect and store your personal data as part of fulfilling a contract with you as a contractor working with us
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
  • We may occasionally send you marketing information where we have assessed that it is beneficial to you as a client and in our interest. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information Encompass processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, and information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

    Safeguarding measures

    Encompass takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: SSL, TLS, encryptions, restricted access, IT authentication, firewalls, anti-virus/malware etc.

    Transfers outside the EU (If applicable)

    Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Encompass does not transfer or store any personal data outside the EU.

    Consequences of not providing your data (if relying on statutory/contractual requirement basis)

    You are not obligated to provide your personal information to Encompass, however, as this information is required for us to provide you with our services including Government Funded Training and Apprenticeships we will not be able to offer all our services without it.

    How long we keep your data

    Encompass only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

    Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

    Special categories data

    Owing to the products, services or treatments that we offer, Encompass sometimes needs to process sensitive personal information (known as special category data) about you, to meet ESFA requirements. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

    Sharing and disclosing your personal information

    We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Encompass uses third parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

    AAT

    We are accredited by AAT as an awarding body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) and your date of birth, and possibly your Unique Learner Number (ULN). For more information about AAT, please read their privacy notice at: https://www.aat.org.uk/get-myaat/privacy-policy

    ACE

    We use the ACE system to claim for final apprenticeship certificates in order to finalise your apprenticeship. The only information we provide to them is your name, gender (should you choose to give it) date of birth, address, contact number, email, employer information, NI Number, and possibly your Unique Learner Number (ULN). For more information about ACE, please read their Privacy Notice at: https://acecerts.co.uk/web/privacy-policy

    BKSB

    We use BKSB to send you your initial assessments which are mandatory if you do not have prior attainment for your Functional Skills. The only information we provide to them is your name and email address. For more information about BKSB, please read their Privacy Notice at: https://www.bksb.co.uk/privacy-policy-2/

    CIPS

    We are accredited by and use CIPS as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it), your date of birth, Address, contact number, email, and Employment Sector. For more information about CIPS, please read their Privacy Notice at: https://www.cips.org/en-gb/aboutcips/general-terms--conditions/privacystatement/

    CMI

    We are accredited by and use CMI as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) Email, Unique Learner Number (ULN) and address. For more information about CMI, please read their Privacy Notice at: https://www.managers.org.uk/policies/privacy-policy

    Dropbox

    We use Dropbox to securely send portfolio and diploma work to our awarding bodies in order for moderation and certification to take place. The only information we provide is your portfolio or diploma work and your name. For more information about Dropbox, please read their Privacy Notice at: https://www.dropbox.com/en_GB/privacy

    Highfield

    We are accredited by and use Highfield as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) and your date of birth, and possibly your Unique Learner Number (ULN). For more information about Highfield, please read their Privacy Notice at: https://www.highfield.co.uk/company/privacy.php

    Learner Records Service

    We use the Learner Records Service to acquire and/or access the Unique Learner Number (ULN) for people working on recognised qualification. The only information we provide to them is your name, gender, date of birth and post code. For more information about the Learner Records Service, please read their privacy notice at: Read Here

    NCFE

    We are accredited by and use NCFE as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) and your date of birth, and possibly your Unique Learner Number (ULN). For more information about NCFE, please read their Privacy Notice at: https://www.ncfe.org.uk/privacy-notice/

    Onefile

    We use OneFile as an ePortfolio system for candidates working towards a qualification. The only information that we input into OneFile is your name and your email address. For more information about OneFile, please read their privacy notice at: https://www.onefile.co.uk/policies/privacy/index.html

    Pearson

    We are accredited by and use Pearson as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) and your date of birth, and possibly your Unique Learner Number (ULN). For more information about Pearson, please read their Privacy Notice at: https://www.pearson.com/uk/pearson-privacy-and-you/privacy-policy.html

    Pellcomp

    We use Pellcomp (PICS) as our Learner Data Management System to keep records of all learners and programmes. We include the following information: name, gender (should you choose to give it) date of birth, contact details, Unique Learner Number (ULN), Ethnicity (should you choose to give it), NI Number, special categories (please see above) employment information. For more information about Pellcomp, please read their Privacy Notice at: https://www.pellcomp.co.uk/privacy-policy/

    SLC Portal

    We use the SLC Portal to process information for learning loans students. We complete student’s applications by adding their Unique Learning Number (ULN). For more information about SLC Portal, please read their Privacy Notice at: https://www.slc.co.uk/about-us/privacy-notice.aspx

    VTCT

    We are accredited by and use VTCT as an Awarding Body for a range of qualifications. The only information we provide to them is your name, gender (should you choose to give it) and your date of birth, and possibly your Unique Learner Number (ULN). For more information about VTCT, please read their Privacy Notice at https://www.vtct.org.uk/learner-privacy-notice/