Privacy Notice – Students, Placements and Course Attendees

What information do we collect about you?

When you apply to attend a course or placement at St Ann’s, we can collect your information from a number of sources. This will depend on how you have submitted your interest in the courses or placements that we offer. The source of your information can be you, your organisation, school or referees that you have supplied for your application. We will keep records of your application and personal information in either paper or electronic forms. Details of the information we process include, but are not limited to:

  • Name and contact details e.g. address, telephone number and e-mail
  • Contact details for people within your education services or employment
  • Employment and Education information
  • References and their contact details
  • Disclosure and Barring Service Checks
  • Medical questionnaire
  • Emergency contacts

Why do we process your information?

Your information is used for administration, management and organisational purposes, for example:

  • To keep a record of your attendance and provide you with certificates and course evaluation material
  • To be able to contact you throughout the course or placement
  • To be able to contact someone in the case of an emergency
  • To record your development, training, qualifications and professional registrations
  • To provide any necessary support that you may need in order to access and complete the course or placement

We also need to process your information to ensure that we are complying with our legal obligations as an organisation, for example:

  • To ensure the safety and security of our patients, staff/volunteers and the organisation, as we are working with vulnerable individuals

We may also share your information with other organisations when we are required to do so by law, for example:

  • If we are sent a request from the Police under the Crime and Disorder Act 1998
  • If there is a need to protect and safeguard vulnerable children and adults
  • If we receive a formal order from a court acting in their judiciary capacity

How do we process your information lawfully?

In the Data Protection Act 2018 and the General Data Protection Regulations, processing of your personal information must be done fairly, lawfully and transparently. St Ann’s will only process information relating to you as long as there is a lawful basis in line with the legislation and it is necessary for us to do so. The following legal bases are commonly relied upon:

  • Contract – to provide you with a placement or course.
  • For the assessment of your working capacity and occupational health in line with our contracts with NHS Clinical Commissioning Groups.
  • Legal Obligation – to ensure compliance with the Safeguarding Vulnerable Groups Act 2006

Which other organisations do we work with?

In order for St Ann’s to operate, we need to engage with other organisations for the provision of some of our training and development services. The organisations that we work with must only act with our written approval, and must not sub-contract their services without our written consent. Examples of contracted services includes:

  • Online training modules – we work with a learning provider for training called Nibble. Staff also access NHS mandatory training through an online database called Moodle.
  • External training – we work with other organisations who provide training in areas that we are unable to deliver in house.
  • Incident Reporting – all incidents are recorded in an electronic database called Sentinel which is hosted by Vantage.