The Portsmouth Learning Gateway (PLG) is committed to protecting your personal information when you are using our services. We want our services to be a safe and useful environment for our audience. This notice provides a summary of how we will use information held about you and individuals connected to your setting or school.
We will collect personal information about you through the PLG website(https://www.portsmouthlearninggateway.org.uk) as well as from any personal information you provide to us by phone, SMS, email, in letters, other correspondence and in person.
Our site is managed by a number of data controllers who administer or audit learning and development for Portsmouth City Council (PCC) and its partners. All data controllers have appropriately managed access to relevant information for their area, role and responsibilities.
When you register as a user on our site you are providing us with personal information. As such you should not allow others to access your account:
What information may PLG collect about you, and where is it collected from?
Information that may be collected:
This information will be collected directly from yourself when you register, or from the organisation that you work for.
[* The indicated information is optionally collected if you register your own account - you are not obliged to provide it.]
Where your personal data is supplied to us by your organisation we will only ask for the information necessary to
Legal basis for collecting and processing your personal data
Where training forms part of the employment contract the data collected is required to manage that employment relationship.
Where there is no requirement to manage a contract then the legal basis will be consent.
How is your information used by the PLG?
We will only use information about you and individuals connected to your organisation where we have consent or we have another lawful reason for using it.
These reasons include:
The reasons we use your information and information relating to individuals connected to your setting include:
PLG representatives may contact you:
Will PLG share your personal information with anyone else?
We may share your information and information relating to individuals connected to your setting with others where lawful to do so including where we or they:
Which other PLG users will be able to access data about me?
Your manager(s) or nominated supervisor(s) will be able to access data held about you to enable them to:
PLG will automatically notify the appropriate manager when:
NOTE: Managers cannot access your Age, Ethnic Origin, Gender, Disability Status, Access or Dietary Requirements.
Event tutors will be provided with paper event registers. These will include the following personal data about you:
Data controllers will be able to access your data to:
How long will data be held about you?
Emails and Correspondence:
Emails and other correspondence will be retained only for as long as is necessary and then deleted or otherwise securely disposed of.
Correspondence will be retained in order to:
Event registers will be retained for as long as is reasonable necessary to record your attendance on a training event then securely disposed of.
Training records for PCC staff:
Training records for PCC staff will be retained for the following time periods:
After this time training records will be anonymised or destroyed.
Training Records for users from other organisations
If you inform us that you have left your organisation through which you gained access to PLG we will end your registration with PLG. If your account is left inactive for 13 months we will assume that your access is no longer required and end your registration with PLG.
After this time training records will be anonymised or destroyed.
Your rights are protected under the Data Protection Act 2018.
You have the right to request a copy of the information that PLG holds about you.
If you would like a copy of some or all of your personal information please contact firstname.lastname@example.org and we will be happy to provide it.
You have the right to ask for your training records in a portable format
If you would like a copy of your training records please contact email@example.com and we will be happy to provide a copy.
You have the right to ask us to correct or remove data PLG holds about you
If you think the data we hold about you is inaccurate please contact firstname.lastname@example.org with details and, where possible, we will correct those details for you, or assist you to update your information.
You have the right to object to how your data is being used and ask us to stop.
If you believe we are continuing to use your data for illegitimate reasons or would like to object to how we use your data please contact email@example.com.
For a full list of your rights under the Act please visit the ICO website.
Objections and requests under the Act may also be directed to Portsmouth City Council's Data Protection Officer at:
Data Protection Officer, Portsmouth City Council, Civic Offices, Portsmouth, PO1 2AL
Telephone: 023 9268 8482
For independent advice about data protection, privacy and sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).
How does PCC protect your data?
Portsmouth City Council takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties, Where Portsmouth City Council engages third parties to process personal data on its behalf, they do so on the basis of a data sharing agreement, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
Portsmouth City Council Data Protection Privacy Notice can be found here:
How does PLG protect your data?
PLG (Portsmouth Learning Gateway) is hosted by WebBased Ltd in a secure cloud environment that is solely administrated/managed by the appropriate PCC managed staff for the purpose of maintaining/updating the system and the content it produces.
The Portsmouth Learning Gateway uses the following systems and practices to keep personal data secure:
How cookies are used by Portsmouth Learning Gateway
When we provide services, we want to make them easy, useful and reliable.
Where services are delivered on the internet, this sometimes involves placing small amounts of information on your computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.
This information is used to improve services. For example:
You can manage these small files yourself and learn more about them on the Direct Gov website: internet browser cookies - what they are and how to manage them.
If you do not want to accept cookies, your browser can be set to automatically reject cookies or to inform you every time a website asks to store a cookie.
Through the browser you can also delete previously stored cookies. Our site will not function satisfactory without the acceptance of cookies.
This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.
Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.
By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
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