Data Protection & Privacy Policy

Busec Nova holds and processes information about employees, associates, clients and other data subjects (for example contractors) for academic, administrative and commercial purposes. When handling such information Busec Nova must comply with the Data Protection Principles that are set out in the General Data Protection Regulation (May 2018). The Head of Business Development & Marketing is responsible for ensuring personal data is controlled in line with this policy.

In summary Busec Nova affirms that personal data will: -

  • Be processed fairly and lawfully
  • Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with the purpose
  • Be adequate, relevant and not excessive for the purpose
  • Be accurate and up to date
  • Not be kept for longer than necessary for the purpose
  • Be processed in accordance with the data subject’s rights
  • Be kept safe from unauthorised processing and accidental loss damage or destruction
  • Not to be transferred to a country outside the EU, unless that country has equivalent levels of protection for personal data except in specified circumstances.

The information that is currently held by Busec Nova and the purposes for which it is processed are as follows: -

  • Students’ name, address, telephone number and e-mail account for contact and awarding body record purposes
  • Students’ company name and address for contact and marketing purposes
  • Students’ CV, job description and organisation chart for awarding body registration and quality assurance purposes
  • Students’ course work and assessment documentation for quality assurance and awarding body record purposes

All employees and associates of Busec Nova shall ensure that: -

  • all personal information they provide in connection with their employment or working relationship with Busec Nova is accurate and up to date
  • they inform Busec Nova of any changes to that information

Busec Nova ensures that all personal information is kept securely, personal information is not disclosed to any unauthorised third party, all data is kept securely. (Please see information in the appendix about data held and what it is used for). Paper files are kept in locked filing cabinets, information held on the IT database is password protected.

All students must ensure that: -

  • all personal information they provide is accurate and up to date
  • they inform Busec Nova of any changes to that information.

Employees, associates, students and other data subjects have the right to access any personal data that is being kept about them. This right can be exercised by submitting a request in writing to the Busec Nova Administration team. Busec Nova aims to comply with requests for access to personal information as quickly as possible and within a maximum time of one month.   Employees, associates and students also have the right to have personal data erased (right to be forgotten) and to prevent processing where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.

Busec Nova will keep students’ work on their own qualification to enable monitoring of quality by the awarding body, also students’ records for a minimum of three years, in accordance with CIPD requirements. Contact details will also be retained on the Busec Nova Ltd database for the purpose of “keeping in touch”. If you wish to withdraw your consent to retain contact details you should put your request to do so in writing to the Busec Nova admin team.

Compliance with the Regulation is the responsibility of all staff and associates. Any person who considers that the policy has not been followed in respect of personal data about him or herself should raise the matter with one of the Busec Nova senior managers. If the matter is not resolved it should be referred to the complaints procedure.

This policy should be read in conjunction with the Busec Nova confidentiality policy.

Confidentiality Policy

Busec Nova is committed to ensuring the confidentiality of the information contained within student portfolios and the Busec Nova database. All Busec Nova employees and associates are bound by strict confidentiality rules and will not divulge the contents of any portfolio to a third party without the student’s prior approval.

The contents of your portfolio and personal details will only be viewed by the allocated Busec Nova Adviser and Internal Verifier. The CIPD appointed External Verifier may also choose to sample your portfolio as part of the awarding body quality procedure.

To protect the confidentiality of your own contacts it is recommended that you remove names from any evidence you include in your portfolio. If any evidence is particularly sensitive or confidential arrangements can be made for it to be viewed at your workplace by the Adviser and IV if necessary.

Busec Nova and its associates will hold all students’ work and personal information in a secure manner.

Appendix to Data Protection & Privacy Policy

The information Busec Nova holds:-

PERSONAL DATA
WHERE IT CAME FROMWHO IT IS SHARED WITHRETENTION PERIOD
EnquiriesThe person enquiring and then captured on the Enquiry FormInternal staff only3 years
Students’ name, address, telephone number and e-mail addressEnquiry Form and/or Student application formAwarding body registration records
Recorded on invoice – accountant Associate
All the time they are active & then 3 years
Students’ company name and addressStudent application formRecorded on invoice – accountant AssociateAll the time they are active & then 3 years
Students’ CV and job descriptionThe student via email Student application formAwarding body for registration and quality assurance AssociateAll the time they are active & then 3 years
Students’ course work and assessment documentationOnline course foldersAwarding body for quality assurance and qualification records AssociateAll the time they are active & then 3 years
Associates name, address, telephone number and email addressFrom individual associate via emailAwarding body for centres’ compliance, recorded on invoice for accountantAll the time they are active & then 3 years
Associates CV/CPD RecordFrom individual via emailAwarding body for centres’ complianceAll the time they are active & then
Busec Nova employees name address, telephone number, email address, NI number, bank account detailsFrom individual completion of payroll data formPersonnel records, accountant/HMRC for payroll, pension providerAll the time they are employed and post- employment 3 years
Busec Nova employee salary, bonuses, expenses From payrollAccountant/HMRC for payroll, pension providerAll the time they are employed and post- employment 6 years
Busec Nova employee leave and sickness records, entries in office accident bookFrom individual and accident bookAccountant for payroll if SSP required (compliance with WTD and HSAW)All the time they are employed and post- employment 3 years
Contractors name, address, telephone number, email address, bank account detailsFrom individual via emailPersonnel records, recorded on invoice for accountantAll the time they are active and then 3 years