Privacy Notice

Highfield Vault Privacy Notice 

This privacy policy applies only to your use of the Vault as an authorised user. The training provider you are working with is the controller of your personal data stored in the Vault. You should contact the training provider directly for more information. 

The Vault is a browser based e-portfolio system developed and provided by Highfield Products Limited, a company registered in England with registered company number 3727785 and registered address at Highfield Place, Unit 15, Shaw Wood Business Park, Shaw Wood Way, Doncaster, DN2 5TB (“Highfield”). 

What data is processed about you on the Vault? 

Users of the Vault 

Learners 

Your training provider will have access to all information about you that is stored on the Vault. This includes information provided by the organisation namely: 

o Your full name 

o Your email address 

o Employer Details 

You may also choose to upload additional personal data to the Vault, including documents and other evidence about the programmes of work, courses, apprenticeships and qualifications you have undertaken and personal data you upload when you populate learning materials and when you record learning activities. 

Tutors 

The training provider for which you work will have access to all information stored about you on the Vault. This includes: 

o Your full name 

o Your email address 

o Employer Details 

o Your job title or role 

The training provider will also have access to any other personal data you choose to upload to the Vault, for example in learner feedback, assignments created and other interactions with learners. 

Why does the training provider process your personal data on the Vault? 

All Users of the Vault 

The training provider accesses personal data uploaded about you to the Vault as part of its provision of services to you as your training provider. Your information is processed on the grounds of fulfilment of the training provider’s contract with you or, where that ground does not apply, the grounds of your training provider’s legitimate interest. If the training provider believes any other grounds for processing your data on the Vault apply it will notify you separately. 

Tutors 

The training provider for which you work may access personal data about you uploaded to the Vault as part of your employment with them and to the extent necessary to ensure the Vault is used appropriately by both tutors and learners. The training provider does so on the grounds of its legitimate interests. 

Who will receive your personal data? 

Your personal data is only transferred to or accessible by other organisations to the extent that this is necessary. Recipients of your personal data may include: 

o Highfield which develops and provides the Vault. If you are a learner, Highfield will only access your personal data on the Vault to the extent necessary to assist the training provider with technical issues in relation to your use of the Vault. If you are a tutor, Highfield will access your basic personal data (such as your name and email address) to the extent necessary to set you up as a user of the Vault (for example to assign you to courses and training plans and to establish you as tutor for the course); 

o The organisation for which you work if they require evidence of the qualifications and training you have undertaken; and 

o Any external quality function or awarding organisation if applicable to the services we provide to you as your training provider. 

For more information about recipients of your personal data, please contact your training provider. 

How long will we keep your personal data? 

Learners and tutors 

Your information will be retained on the Vault, and therefore accessible by your training provider and by yourself  

 o for a period of 24 months following completion or last access. 

 o until your training provider terminates its contract with Highfield for provision of the Vault 

 o at the discretion of the training provider as the owner of the data responsible for its legality, reliability, integrity, accuracy and quality. 

All personal data that has been made unavailable in line with the three scenarios listed above will be permanently and irretrievably deleted at the next annual deletion. 

If your training provider notifies you that any of the above scenarios has taken place and that your personal data will be unavailable., you may contact your training provider to ask for a copy of the information stored prior to deletion. 

For more information 

Please contact your training provider directly or view your training provider’s main privacy policy for more information about the ways in which the training provider processes your personal data, including your rights as a data subject and information about how to contact your training provider if you have any queries about the ways in which your personal data is processed. 

Cookies

When you use our website and the Vault e-portfolio, a number of cookies are used by us and by third parties to allow the website to function, to collect useful information about visitors and help to make your user experience better. Some of the cookies we use are essential for the system to function. The cookies are shown below.