Responsible Person - Data Controller
The person responsible for all matters concerning the privacy and processing of any personal data, also known as the Data Controller, is:
Penarth Management Limited
Alexandra Gate Business Centre
2 Alexandra Gate
The Data Controller can be contacted via firstname.lastname@example.org or you can write to the above address.
Under the General Data Protection Regulation (GDPR), you have certain rights regarding your data.
You have the right to:
ask us for a copy of any data we hold about you.
have any data that is incorrect, corrected.
object to the use of your data.
have your data provided to you to take elsewhere in a suitable format
have your data deleted in certain circumstances.
If you wish to exercise any of these rights then please contact our Data Controller.
You also have the right to lodge a complaint about the use of your data with the Information Commissioner’s Office (ICO). Details for the ICO and making a complaint can be found on their website at www.ico.org.uk
Use of Your Data
Contacts via our website
Anyone submitting an enquiry via our website is asked to provide their name, company name, telephone number, email address and a message. This information is collected for the sole purpose of following up on your enquiry.
Your enquiry will be sent to our administration team to allocate to the relevant team member to follow up. A copy is kept in a secure part of our website.
Your records are hosted on secure Amazon Web Services.
In order to supply you with a quote we collect your name, email address and telephone number. This information is stored in our cloud-based quoting and Customer Relationship Management (CRM) software services.
We require this information so that we can provide you with a quote for the services that you’ve asked us about and to follow up with you to answer any questions you may have. Once a quote has been accepted or declined, the information is archived
Clients (see also Training Delegates and Mango Clients, where applicable)
We collect your name, address, postcode, telephone number and email address.
Your details are stored in our cloud-based CRM, Microsoft 365 SharePoint and Xero accounting software.
We require this data so that we can fulfil our contractual obligations to you and record the transaction in our company’s accounts. We are processing this data on the basis of a contract with you.
We keep your details for seven years to meet our legal obligations in relation to financial records keeping.
Your records are hosted in the EU or in countries with EU equivalency.
We collect your name and email address so that we can send you joining instructions and process certificate claims with the relevant awarding bodies.
For some courses, where it is required for the achievement of specific qualifications, we may also collect your date of birth.
Paper records are scanned to ensure that we have a record of any essential data posted to Awarding Bodies. The paper records are kept in a locked cabinet and are securely destroyed after certificates have been issued by the relevant Awarding Body.
Scanned records are retained in Microsoft SharePoint so that the information can be audited by our own compliance team, by the Awarding Bodies and, where specified, by the client (e.g. if the course was subject to European funding).
As a UK Partner of Mango Limited, we supply Mango compliance software as a service and in that respect act as a data processor in helping with the implementation, commissioning and ongoing support. You (as the data controller) will be supplied with initial set up templates to populate information about your employees. This data will be used to do the initial set up and a copy will be retained on our SharePoint system until the implementation is completed, after which stage it will be permanently deleted.
Employee data is held in our own Mango compliance software system and in Xero. This information is required in order to meet our legal obligations in processing payments to you. We use an outsourced bookkeeper to process payroll and pensions.
Employee records will be retained for seven years after the end of employment, as legally required data is linked to financial records, which we have to retain for that time.
Subcontractors and Suppliers
Subcontractors will be required to supply company name, address, telephone number, company registration and VAT numbers along with copies of any relevant documentation such as valid insurances, certifications and training records of personnel being supplied to work on our behalf. Records will be held in our Mango compliance software system.
Purchase order and incoming invoices will be processed via our Xero accounting system. Records will be held for seven years in accordance with our legal obligations.