This privacy notice is to inform you of the types of data we process about you when you join the Full-time Training in London (‘FTTL’ or ‘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
The details provided to us when you applied to join the Training form the basis of your core trainee record, which is retained by the office.
Your core record also includes data you provide each term during the Training, including:
- Your personal details, such as phone number, emergency contact information
- Evidence of completed enrolment for each term of the Training, including at least one photograph taken at the beginning of your first term
- Your signed liability waiver
- Training start and graduation dates
- Leaving dates and reason for leaving
- Immigration and visa information (if you come on a sponsored visa)
- Course results and grades
We will also keep records about you that do not form part of your core record, including:
- Tuition and other fee charges, funding and payment records
- Records documenting attendance and leave of absence
- Records of assessed coursework
- Records related to Training activities, such as team assignments, prayer journals, campus and gospel evaluations, travel itineraries and reviews
- Records on health and welfare, shepherding, and provision of accommodation
- Photographs and video recordings, such as class photos and graduation videos
- Disciplinary records (if these result in your being required to withdraw from the Training, they will form part of your core record)
- General correspondence and administration
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, providing health and safety training, overseeing service assignments and allocating hospitality will be able to access your personal data. Reception will hold a copy of your contact details so that you can be reached by Amana Trust staff.
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 applied to join the Training, when you enrol for the Training and throughout the course of 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 may collect details about your spouse in order to consider your accommodation and welfare during the Training. By providing us with 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 administer your enrolment in and completion of the Training. Specifically, we collect the above data for the following purposes:
- To deliver and administer your Training, including any financial aspects of the Training
- To support your Training, safety, wellbeing and welfare, including any disciplinary procedures
- To deliver services and facilities to you (IT, accommodation and food)
- To enable you to take part in events (conferences, graduation)
- To communicate 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
- To compile statistics for reporting purposes
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 support your time in 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 information 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 deliver or administer your enrolment 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:
- Various churches or localities may receive your name, hospitality-related information and contact details for team and gospel assignments
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.
Core 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.
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 contact us if you have any questions about this privacy notice or information we hold about you:
FTTL, Amana Trust
Orange Tree Hill
+44 (0) 1708 380 300
This privacy notice was last updated on 10 January 2019.