Privacy Policy – Genius People

Privacy Policy

Purpose
Information About us
Aims and Objectives
What is Personal Data?
What Personal Data do we collect?
How Do You Use My Personal Data?
Sharing of Personal Data
Learner Rights
How Long Will You Keep My Personal Data?
How and Where Do You Store or Transfer My Personal Data?
How Can I Access My Personal Data?
How Do I Contact You?
Changes to this Privacy Notice

1. Purpose

Genius Education / Genius People understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our learners, employers and clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

2. Information About us

Genius Education Limited, a limited company registered in Scotland under Company number 08593713. Genius People Limited, a limited company registered in Scotland under Company SC359992.

Registered address: 1439 Cumbernauld Road, Glasgow, G33 1AN

Data Protection Officer: Elaine Gallacher

Telephone Number: 0141 280 0275

Registered with the Information Commissioner under registration no Z2349369

3. Aims and Objectives

This Privacy Policy explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

4. What is Personal Data?

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR) (EU Regulation 2016/679). Personal data is defined as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Section 5, below.

5. What Personal Data Do We Collect?

Personal information that you provide about you and your personal circumstances. This includes (but are not limited to) name, date of birth, National Insurance Number, Scottish Candidate Number, Unique Learning Number, address, employment history, qualifications.
Contact information that you provide. This includes email address and phone number.
Information you enter on the SDS equalities monitoring form & Additional Support needs forms (most of which is known as special category or sensitive data). This includes informatio concerning ethnicity, gender identity, religious beliefs, sexual orientation, health data (e.g. disability). It also includes information relating to care experience.

Additionally, for our website, we may capture some of the data above, and:

company name
services of interest

6. How Do You Use My Personal Data?

As a training provider operating in England and Scotland, we collect and process personal data to deliver our services effectively. The purposes for which we use personal data include:

Managing course applications, enrolments, and learner records.
Delivering training, monitoring progress, and supporting achievement.

Meeting legal and regulatory obligations set by awarding organisations, funding agencies, and government bodies.
Communicating with learners regarding their courses, assessments, and related services.
Evaluating and improving the quality and effectiveness of our provision.

We handle all personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Data is only retained for as long as necessary to fulfil these purposes, after which it will be securely deleted or anonymised.

7. Sharing of Personal Data

We may share personal data with trusted third parties where this is necessary to provide our services or to comply with statutory requirements. This may include:

Awarding organisations and examining bodies such SQA, EAL, APM and End Point Assessment Organisations.
Funding agencies, including the Education and Department for Education (DfE) and Skills Development Scotland (SDS).
Regulatory and inspection bodies, such as Ofsted, Education Scotland.
Government departments or agencies, where required by law.
Portfolio systems such as OneFile

We will never sell personal data to third parties. Any sharing of data is carried out lawfully, securely, and only for specified purposes.

8. Learner Rights

Under UK data protection law, individuals have the following rights in relation to their personal data:

Right of access – to request a copy of the personal data we hold.

Right to rectification – to have inaccurate or incomplete data corrected.
Right to erasure – to request the deletion of personal data, where legally appropriate.
Right to restrict processing – to limit the way we use personal data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request the transfer of personal data to another provider.
Requests to exercise these rights should be made in writing using the contact details below. We will respond within the timescales set by law.

9. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for as long as necessary, the following factors will be used to determine how long it is kept:

Awarding organisations and examining bodies such SQA, EAL, APM and End Point Assessment Organisations.
Funding agencies, including the Education and Department For Education (DfE) and Skills Development Scotland (SDS).
Regulatory and inspection bodies, such as Ofsted, Education Scotland.

10. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data within the UK and the European Economic Area (the “EEA”), or areas where there is an Adequacy agreement in place with the UK. The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

Strong network and physical security measures to ensure data security
The use of strong passwords and data encryption
Minimum daily data backups

11. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in section 12.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

12. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the following details:

Email address: [email protected]

Telephone number: 0141 280 0265

Postal Address: 1439 Cumbernauld Road, Glasgow, G33 1AN.

13. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

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