("the Sites") which are run by Elklan Trainheing Ltd, ("the Company") a company registered in England and Wales with company number 07568894, of
Parkside, Station Road, St. Mabyn, Cornwall, PL30 3BN. On our sites, the Company is referred to as “Elklan” or “Elklan Training Ltd”.
This policy aims to give you information on how Elklan collects and processes your personal data, including any data you may provide when you sign
up to our 'Elklan alerts' newsletter or a training course.
It is essential that you read this policy together with any other policy or notice we may provide on specific occasions when we are collecting or processing
personal data about you so that you are fully aware of how and why we are using your data.
Elklan Training Ltd is the controller for your data when you interact with our Sites by, e.g. registering for a course, renewing a licence, or purchasing
a product from us and is also the controller responsible for the Sites.
You can also contact us by post: Elklan Training Ltd, Parkside, Station Road, St. Mabyn, Cornwall, PL30 3BN
Elklan Training Limited is registered with ICO (Information Commissioner’s Office). The ICO enforces the Data Protection Act 2018 and General Data
Protection Regulation in the UK. Our registration number is Z8152068. You have the right to make a complaint at any time to the ICO. We would,
however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
1. For everyone
We collect information you share with us whenever you submit a form on one of our websites, such as when booking or registering on a course, making
a purchase from our online shop, or renewing a licence, and when you contact us by email or post, for instance with a purchase order. This allows
us to provide you with the services you have requested. Please see the following sections for more information for you as a learner, tutor, customer
or subscriber to our Elklan alerts email. This information may include:
your full name;
your contact details, e.g. home and/or work address, telephone numbers and e-mail address(es);
the reason for your contact, which may be an enquiry or a request, registration or purchase;
if you are purchasing a product, applying for a place on a course or renewing a licence:
financial account information, such as your credit or debit card number and other payment information; and
delivery information which may include your home or work address and telephone number.
if you are registering or applying for a course:
the course start date and Elklan course code
your date of birth (see for Learners on Elklan courses, below).
We will use this information:
to respond and/or deal with your request or enquiry;
to provide you with technical support for our Sites;
to process and administer your purchase(s) of our products;
to process and administer your course booking(s) and application(s);
to provide you with downloads and resources for your course(s);
to allow you to complete a portfolio or learning log online;
to administer and provide support in delivering your Elklan course(s);
to administer an Elklan Communication Friendly Settings programme in your school or setting;
to provide you with replacement certificates on request;
to establish your current or expired Elklan licence status and to process and administer your licence renewal(s);
to administer the Sites, such as maintaining the security of data and resources, system generated site usage reports and notifications;
for internal record keeping;
to contact you (directly, either by the Company or through a relevant partner or agent) by e-mail or phone for any of the above reasons;
subject to your consent, to contact you (directly, either by the Company or through a relevant partner or agent) by e-mail or phone to inform you of relevant opportunities, promotions and products;
to perform any contract the Company has with you; and
for compliance with legal, regulatory and other good governance obligations.
This list is not intended to be exhaustive and may be updated from time to time as business needs and legal requirements dictate. Some of the personal
information that the Company maintains will be kept in paper files, while other personal information will be included in computerised files and
electronic databases as set out in more detail below. Computerised files may be stored on Google Drive and Dropbox, both of which are compliant
with GDPR and the EU-U.S. Privacy Shield Framework.
We also collect information whenever you visit our site using cookies and website log data about how users interact with our site, as set out below.
The information we may collect includes information about your Internet service provider, your operating system, browser type, the Internet protocol
(IP) address of your computer or internet-enabled device, your access times, the website that referred you to us (if any) the web pages you access
and the date and time of those requests.
Your personal information will be made available for the purposes mentioned above (or as otherwise notified to you from time to time), on a ‘need-to-know’
basis and only to responsible management, accounting, legal, logistics, audit, compliance, information technology and other corporate staff who
properly need to know these details for their functions within the Company.
We may share personal information within the Company as needed for reasonable management, analysis, planning and decision making, including in relation
to taking decisions regarding the expansion and promotion of our training course, product and service offering, order or customer request fulfilment.
Your personal information may also be made available to third parties (within or outside the Company) providing relevant services under contract to
the Company, such as an Ofqual regulated Awarding Organisation, marketing agencies, auditors and compliance managers, providers of payment
services and IT hosting and IT maintenance providers. These companies may use information about you to perform their functions on our behalf. They
may not be based in your country – our accounting platform and payment gateway is based in the UK; our websites are hosted on data centres in Ireland
and the UK including Amazon Web Services Europe; transactional emails are sent via Mailgun Technologies, Inc. in the E.U.
We may disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted
by law. Personal information may also be released to external parties in response to legal process, and when required to comply with laws, or to
customers, and others, as well as to parties to whom you authorise the Company to release your personal information.
Elklan will not sell or disclose any of your personal details to any third party for marketing purposes.
While we take efforts to safeguard your personal information which are consistent with relevant laws, the nature of the internet is such that it poses
security risks for all users.
You have the right to review your personal information held by Elklan and have inaccurate information about you corrected. Under UK law, a request
for access to your personal data can be made verbally or in writing, such as by email to email@example.com.
It is essential that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your
relationship with us. If you have a login account on our website, you can update your account.
We will keep your details on record until we have dealt with your request, enquiry, registration, application, course completion or purchase and then
for a reasonable period afterwards, in accordance with data protection and other applicable legislation. This is important so that we can help
with queries relating to our previous involvement with you.
Elklan may keep your details on record for as long as is necessary for the purposes set out above and will then endeavour to delete your details in
accordance with data protection and other applicable legislation.
You may have the right to have some of all of your personal information held
by Elklan erased, depending on the basis under which we hold each type of information. We will endeavour to comply as thoroughly as we can with each
request, but please note that depending on your status, erasure of your data may affect our future relationship with you, such as your ability to request
a replacement certificate, or renew a lapsed licence. Requests for erasure of your personal information can be made verbally or in writing. Please
email firstname.lastname@example.org in the first instance for more information
Full details of cookies used on our website and controls over what cookies are enabled can be found at elklan.co.uk/Cookies/.
2. For learners on Elklan courses
Elklan Training Limited collects the information you provide in the booking or registration form to allow us and your licenced Course Tutor(s) and
their administrators to deliver your training course.
If you applied for a course being delivered directly by Elklan and you choose to pay by credit and debit card, your details will be passed to SagePay
for payment processing
Your name, date of birth and address allow us to register your details with an Ofqual regulated Awarding Organisation. This information will
be shared with the Awarding Organisation digitally to their online learner management platform so that we can provide you with an accredited course.
Your name, email address, date of birth, the name of your school or setting and your post code, plus any learning log you complete, will be available to your course tutor and their administrators. Your name and learning log may be shared with a marking tutor and our internal and external verifiers.
If you apply on our website for a course funded by a third party commissioner, your name, email address, the name of your school or setting and the record of your attendance at course sessions and or access to e-learning sessions may be shared with the commissioning organisation.
If you set up an E-Log (or E-Portfolio, for courses starting before January 2020), your name and email address will be passed to Momentum eLearning Limited who provide our bespoke E-Log platform.
This will be used to create an account on the E-Log platform for you, linked with your elklan.co.uk account so that you don't have to log
Your email address is used to create a unique user account to log in to our online services, the Learners’ Area and any E-Portfolio or E-Log you complete as
part of your course, and to allow you to reset your password if required.
The additional information collected on registration on this website is for purely administrative purposes, allowing us to support you and your tutor
with any queries regarding course administration and to verify your training in connection with our Communication Friendly Schools scheme and other
programmes, if relevant. It may also be used to alert you and your colleagues to other opportunities available through Elklan.
We may contact you directly where necessary by email or telephone in connection with the delivery of your course.
If your course is being delivered directly by Elklan, we will also collect and process the payment or invoicing information you supply on application
insofar as necessary to perform the contract.
Either during your course and/or at the end you will be asked to provide feedback. This provides valuable information to help Elklan to keep their portfolio of courses and opportunities fit for purpose. Feedback from learners is collated into feedback or evaluation reports. All comments in the reports are anonymised. The feedback reports may be shared with staff at Elklan, Elklan’s Internal Verifiers, The Awarding Organisation, Course Commissioners or Contractors, other organisations asked to evaluate Elklan’s activity or other interested parties. All feedback comments will be anonymised unless specific permission to include personal data such as your name is sort and given by you.
Feedback comments may be used on Social Media, publicity materials or the Elklan website. All feedback comments will be anonymised unless specific permission to include personal data such as your name is sought and given by you.
You may also choose to subscribe to receive ‘Elklan alerts’ by email with news, updates and special offers from Elklan; please see below.
3. For Tutors, Co-Tutors, AAC Tutors, Let's Talk Tutors and LCPs
Elklan Training Ltd collects information you supply on application for your Training Pack, licence renewal or request for access for the purposes
of maintaining up to date records of our network of Tutors and Co-Tutors who can deliver our courses under licence.
Your email address is used to create a unique user account to log in to our online services and to allow you to reset your password if required.
To allow you to be identified by other licenced Elklan Tutors, Co-Tutors, AAC Tutors, Let's Talk Tutors and their administrators for the purpose
of course administration, we may publish your name and the county of your work address in our online course administration platform(s).
If you access our E-Log platform, your name and email address will be passed to Momentum eLearning Limited who provide our bespoke E-Log
platform. This will be used to create an account on the E-Log platform for you, linked with your elklan.co.uk account so that you don't
have to log in twice.
Currently licenced Independent Tutors can choose to include their names and contact details in a directory of Elklan Independent Tutors. The directly is accessible by Elklan and other Elklan Independent Tutors only.
We may contact you directly where necessary by email or telephone in connection with the delivery of your course(s).
You may also choose to subscribe to receive ‘Elklan alerts for Tutors and Co-Tutors’ by email with news, updates and marketing information from
Elklan. These updates are also available via the Tutors' Area. You are able to change your mind and withdraw consent at any time, which you
can do by clicking the Unsubscribe link at the foot of each Elklan alerts for Tutors and Co-Tutors email, or by contacting us at email@example.com.
You can choose to subscribe to receive our ‘Elklan alerts’ by email with news, updates and special offers directly from Elklan Training Ltd. As
for everyone else, Elklan will not share, sell or disclose any of your personal details to any third party for marketing purposes.
You will be able to change your mind and withdraw consent at any time, which you can do by clicking the Unsubscribe link at the foot of each Elklan
alerts email, or by contacting us at firstname.lastname@example.org.
We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our marketing emails.
If you leave a product review, your chosen display name, product rating and review may be shared with Stass Publications Ltd. and published on their website at stass.co.uk
6. For staff members in settings on a Communication Friendly Settings programme
For Communication Friendly Settings status, it is essential that every staff member in a setting receives Elklan training and that this can be
A member of staff in your setting will use our online Communication Friendly Settings Tracker to record staff training, entering the name, role
(e.g. Teacher, Teaching Assistant, SENCO, etc.) and course codes and dates of Level 3, Level 4 or Communication Counts training. This information
can be viewed by Elklan Training Ltd. and your setting's Elklan Tutor, if applicable, and by our IT development and maintenance providers.
This information is retained for subsequent renewals of CFSe status and can be deleted at any time by the member(s) of staff responsible for maintaining
the data in the CFSe Tracker. We may use learner registration data provided to us by the individual to verify a staff member's training status
where it is indicated that they have or are taking Level 3 or Level 4 Elklan training.
7. For staff members in settings receiving NELI training
Elklan Training Ltd and Oxford University Press will receive the information about your school or academy trust supplied by the Contact Person
who applies for NELI training for a school or academy trust. For staff members receiving NELI training, this will be your name and role as
Principal, Teacher or TA and the name, e-mail and address of your school or academy trust.
Elklan Training Ltd can accept online payments by a selection of credit or debit cards. Companies and organisations only can opt to pay by invoice
with a Purchase Order number if required, sending a cheque in the total amount to Elklan Training Ltd, quoting your order number, to
Parkside, Station Road, St. Mabyn, Cornwall, PL30 3BN. Products will only be send on successful receipt of payment. Digital downloads will
only be available on successful receipt of payment.
If you order over the telephone or online you have the legal right to cancel your order within 7 working days of receipt of the goods. To cancel
your order prior to despatch, please contact Customer Services on 01208 841450 or email@example.com. Please note that most orders are
processed quickly and if your order has already been despatched you must return the goods before a refund can be given.
Last update: 15th March 2022 to add information for learners on courses funded by a third party commissioner.
Previous updates: • 4th February 2020, to add information for learners relating to course feedback
• 11th November 2019 and 17th October 2019, to add information relating to product reviews for customers of our online shop, and 17th June 2019, to add information re: TALK Derby courses.
Elklan Training Ltd is a company limited by guarantee.
Registered office: Parkside, Station Road, St. Mabyn, Bodmin, Cornwall, PL30 3BN.
Company No. 07568894.
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