Fair processing notice: Training providers
15 February 2022
This fair processing notice applies to AAT training providers and assessment venues.
The data we collect about you
- Your name and contact details
- Personal details like your date of birth, membership ID and AAT ID (if you are also an AAT student or member)
- Details regarding your training provider organisation and the services provided, such as your association with a training provider, programme registration, student qualification results and records, qualification progression records, qualification approvals for the organisation and facilities offered
- Your payment details
- Any other relevant personal information contained in your application forms, supporting documents uploaded (such as your photo ID) with your application, or that you may provide to us with consent (eg responses to surveys and personal stories for marketing material).
What we do with your data and on what grounds
We can only process your personal data if we have a basis to do so which is permitted by law. This may be that you have given your consent, or one of the other lawful bases for data processing outlined below.
- Performance of contract with you. We process your personal data where it’s necessary to fulfil a contract with you or to take steps, at your request, before entering into such a contract.
- Necessary for our legitimate interests. We process your personal data as and when necessary to do so in order to conduct and manage our business to provide you with the best service and experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests. We don’t use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Necessary to meet our legal obligations. We process your personal data where it’s necessary for compliance with legal or regulatory obligations.
| Purpose/activity | Lawful basis for processing including basis of legitimate interest |
|---|---|
| To promote you as a training provider and external assessment venue, and manage your orders for AAT publications for use at your centres. |
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| To manage your chosen programme’s assessments and results, including to deliver assessments, scheduling, providing certificates, managing student details and renewals data for your centre, and resolving issues and enquiries. |
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| To generate payment codes for matching students’ payments with their training provider. |
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| To provide you with access to the Centre secure online system for running the Computer Based Assessments. |
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| To manage our End Point Assessments (EPA) apprenticeship schemes, including to register apprentices who intend to undertake an EPA through AAT, and to fulfil our obligations as an End Point Assessment organisation (EPAO). |
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To comply with our legal obligations, including to:
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| To make important communications relevant to your association with us. |
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| Customer support in relation to your application and membership, including to address enquiries and resolve issues. |
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Product development and quality control, including to:
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Marketing and promotional communications, including to:
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| IT system administration, to administer internal systems including maintaining access rights, troubleshooting issues and maintaining databases and backups |
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Who we share your personal data with
- Our third-party service providers of payment, IT, consultancy, benefits and rewards and user test agency services
- External chief examiners
- External verifiers, for assessment quality management
- Other training providers.
Where we get your data from
Other than directly from you, we may also receive personal data from the following third party sources:
- Your training provider organisations
- Markers
- Publicly available sources, such as returned post
- Our third-party service providers of IT, career management consultancy and benefits and rewards services
- Professional bodies and law enforcement agencies.
How long we keep your data
We will retain most of your data for 7 years after we’ve been notified that you’re no longer a relevant training provider contact. This may cover your contact information and any correspondence between you and us. Below are exceptions to this:
- Credit card details will be managed in line with the Payment Card Industry Data Security Standard (PCI DSS) compliance
- Direct Debit instructions will be retained for 2 years from the last payment receipt.
Centre assessment results
Included within your access to the Centre assessment results and Centre statements of achievements services you will have the ability to view results for your current and previous students assessments. This data must only be used to support your current students in their journey towards achieving their AAT qualification, and for no other purposes.
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