The information we collect
Information that you supply to us will be collected, used and managed in accordance with the Data Protection law and data protection principles. We do our best to ensure that your details are accurate and kept up to date, however if you become aware of any inaccuracies please ask for these to be corrected. The information collected includes, and is not limited to your name, age, address, date of birth and contact telephone number and next of kin details.
Why do we collect this information?
We collect the information requested in our Online booking system to comply with our regulatory bodies i.e. the RYA/MCA or other Training Certification. We hold information about you for the regulatory period.
How we use your information and who we share your data with ?
The information that you disclose to us is used to verify your identity when attending one of our courses. We have entered into contract terms with all of the companies to whom we pass your data, requiring them to comply with the provisions of the Data Protection law and data protection principles.
Data shared between the RYA and RTCs Recognised Training Centres (RTCs) are required to share certain data with the RYA and the RYA to share certain data with the RTC. In the case of such shared data, both the RTC and the RYA will be Data Controllers. Data should only be shared in line with the requirements in these RGNs. The data will be retained by the RYA in line with the RYA’s Privacy Notice. Data shared by the RYA with RTCs will only be used for the stated purpose, for example lists of instructors available for work should not be retained for longer than is needed to engage an instructor for that job. Both the RYA and RTC will individually be data controllers for the data they hold on students of an RTC and will be independently responsible for:
- The robustness of their data systems;
- Their own data breaches and informing the other party about data breaches;
- Respecting the rights of the data subject.
Questions and comments
Should be addressed to The Chief Instructor, Compass Sea School, Unit 23 Pure Offices, Harbour Road, Portishead, BS20 7AN.
Personal Information Access Rights
On payment of the appropriate fee, The Data Protection Act 1998 gives you the right to access the personal information that we process about you. This will be information that you have provided us in connection with your policy. To obtain access to personal information we hold about you, please send either a written or electronic request, using the reference ’Subject Access Request’ (SAR), to the The Chief Instructor, Compass Sea School, Unit 23 Pure Offices, Harbour Road, Portishead, BS20 7AN or via the Comments / Feedback Form on the ‘Contact’ page of our website. Please note that we may ask you for proof of the identity such as a council tax bill, driving licence or passport and we may request additional information from you so that we can respond to your SAR. We will respond to your SAR no later than 40 days after receiving it, however this period does not start we receive any additional information we request and until we receive any fee payable.
It is essential that the booking process enables students to have realistic expectations about the content of the course including any pre-requisites to enable them to make an informed decision on their suitability to attend the course. It should also ensure the centre has sufficient information about the student to ascertain whether the course they choose is suitable and whether they have any special requirements. Recognised Training Centres (RTCs) must make reasonable efforts to verify that students are enrolled on the right course for their skills, experience and aspirations, and that the centre is capable of meeting their requirements
The booking process must cover the following items:
- The student’s confirmation of their suitability for taking part in the course, including pre-course certification or experience required.
- Students must have the opportunity to inform you of any special requirements they may have. This may range from dietary requirements if catering is provided or the need for reasonable adjustments under the Equality Act.
- Name and relationship of the student’s emergency contact for the duration of the course. These need not be collected at the point of booking, but a mechanism must be in place to ensure the centre has this information, together with any relevant medical information, for the duration of the course.
- RTCs using agents to collect and process data on their behalf must ensure a data sharing statement is included in their agent’s booking process.
Fitness to take part and health declaration
To enable a student to judge their fitness to take part in any particular course, you will need to give a clear picture of what is involved in the course. This will be specific to the nature of your operation, the craft you use and the area that you operate in. Students should be advised to seek medical advice if they are in any doubt of their ability to participate. The centre needs only record what is necessary for them to ensure the appropriate adjustments or measures are in place.
The process is two-fold:
- At the time of booking, ask if there is any medical or other reason why the student believes they may require some special consideration. Examples can be given such as a disability or a medical condition, but it is not necessary to include tick lists of medical conditions or disabilities.
- At the time of the course, a mechanism should be provided for all students to bring to the course accurate and relevant medical information, which is then reviewed and stored only for the duration of the course. This reduces the risk of holding medical information for longer than necessary and ensures that it is current at the time of the course. When collecting medical information, consideration should be given to designing forms to allow medical information to be separated and stored (or disposed of) separately from other information, as medical details must be stored securely, and for no longer than is necessary. When collecting medical information, explicit consent must be gained for the use of that information.