This privacy notice is to inform you of the types of data we process about you when apply to join the Full-time Training in London (‘Training’). We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

What information we collect

If you have applied, or are intending to apply, to join the Training, we collect the data shown in the application form as well as any supporting information submitted that we need in order to enrol you. The following information may form your core applicant record:

  • The information in your submitted application form, including:
    • Your personal details, application and background
    • Immigration and visa information (if you are an international applicant)
    • Your accommodation requirements, means of support and access to healthcare
    • Whether you are registered with any DBS update service
    • Your skills
    • Your consecration agreement and release of liability
    • Your consent for photo or video recordings
  • The information in your submitted medical questionnaire
  • Information in any supporting documentation which is provided by you or a third party (such as an elder’s recommendation or supporting locality) during the application process

We may also keep records about your application, details of the outcomes of any decision-making procedures (including health declarations or other suitability assessments), and general correspondence and administration in relation to your application.

Your personal data is created, stored and transmitted securely in a variety of paper and electronic formats, including databases. Only those Amana Trust staff who need access for the purpose of administering FTTL and allocating hospitality will be able to access your personal data.

In order to assess your suitability to work with children or other vulnerable people as part of FTTL activities, we may need to hold and process data about criminal offences or convictions if it is appropriate given the nature of your activities in the training (for example, if a Disclosure and Barring Service (DBS) check is needed). We will use information about criminal convictions and offences only where the law allows us to do so and in line with our policies. Personal data relating to criminal convictions will be retained confidentially and securely and access to that data will be strictly controlled.

How we collect your information

We collect information from you directly when you submit your application form, medical questionnaire and supporting documentation to us and when you correspond with us.

We collect information about you from third parties, such as elders, to assess your suitability to join the Training.

We also request third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer the Training. If you are married, we collect details about your spouse in order to consider your suitability for the Training, accommodation and welfare during the Training. By submitting any personal information about others, you agree that you are authorised to do so and you have obtained consent from those individuals before you supply their details to us.

Our purpose and lawful basis for processing

We process your information to assess your suitability for joining, and to facilitate you joining, the Training. Specifically, we collect the above data for the following purposes:

  • To consider the suitability of your application
  • Training administration
  • Trainee welfare
  • Accommodation
  • Communicating with you
  • To fulfil and monitor our legal responsibilities, for example, under health and safety legislation
  • To enable us to contact others (for example, any next of kin or emergency contact details you have provided) in the event of an emergency
  • To comply with any relevant statutory obligations

We rely on the following legal bases to use your information:

  • necessary to perform a contract with you or to take steps to enter into a contract (your enrolment in the Training)
  • necessary to comply with a legal obligation (health and safety or financial reporting obligations)
  • necessary for our legitimate interests (administering the Training)
  • your consent (for special categories of data, photo or video recordings)

Special categories of data

Data protection law considers certain categories of personal data to be more sensitive, such as health information, and religious or philosophical beliefs. We do not collect special categories of information about you unless there is a good reason for doing so, such as to offer you relevant support or reasonable adjustments, to ensure health and safety of trainees, and to determine your suitability for the Training. Any sensitive information will be treated with extra care and will only be used for the purpose for which you provided it and where we have legal grounds to do so. Your health data will only be accessible by the medical staff responsible for FTTL.

We only process your special category data with your explicit consent or if it is necessary:

  • for carrying out obligations under employment, social security or social protection law, or a collective agreement
  • for the establishment, exercise or defence of legal claims
  • very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency)
  • if it is in the substantial public interest

If we require your consent for any specific use of your personal data, it will be collected at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw your consent at any time.

Failure to provide data

Your failure to provide us with data may mean that we are unable to offer you a place in the Training.

Who we share your information with

We share your data only with those Amana Trust staff who need access to it for the purposes described above. All staff with such responsibility have been trained in ensuring data is processed in line with EU and UK Data Protection laws.

Data is shared with third parties for the following reasons:

  • We use third party service providers who may process information and provide support services on our behalf. See ‘Who we share your information with’ in the FTTL Privacy Policy.  

Your information will be kept securely and will not be shared with any other third parties unless we have your explicit consent.

How long we keep your information

Your information will be kept for no longer than is necessary for the purposes of its use and for as long as it is required in accordance with the law. We keep your data for reasons such as to maintain records, to reference past trainees who are returning to the training, or to provide letters of recommendation.

If you applied to join the Training but did not attend the Training, we keep your data for the year you applied for, plus one year. If you attend the Training, core student records will be kept for 6 years after completion and then archived and retained indefinitely. Other records will be kept no longer than 6 years after you leave the training.

How we protect your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Automated decision-making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your rights and how to contact us

Please see ‘What rights you have over your data’ in the FTTL Privacy Policy.

Please contact us if you have any questions about this privacy notice or information we hold about you:

FTTL, Amana Trust
Bower House
Orange Tree Hill
Romford, Essex
United Kingdom
+44 (0) 1708 380 300
[email protected]

This privacy notice was last updated on 9 January 2019.