1. Introduction 

1.1 Aim Vision Safety Training & Consulting holds and processes  information about learners, corporate clients, and other data subjects for  administrative, approval and commercial purposes. When handling such  information, Aim Vision Safety Training & Consulting and all staff or  others who process or use any personal information, must comply with  the Data Protection Principles which are set out in the Data Protection  Act 1998 (the Act). In summary these state that personal data shall be processed fairly and lawfully, 

• be obtained for a specified and lawful purpose and shall not be  processed in any manner incompatible with the purpose, 
• be adequate, relevant, and not excessive for the purpose 
•  be accurate and up-to-date, 
• not be kept for longer than necessary for the purpose, 
• be processed in accordance with the data subject’s rights,
• be kept safe from unauthorized processing, and accidental loss,  damage, or destruction, 
• not be transferred to a country outside the European Economic Area,  unless that country has equivalent levels of protection for personal data, except  in specified circumstances. 

1.2 Definitions 

“Staff,” “learners” and “other data subjects” may include past, present  and potential members of those groups including other terms including  ‘Learner’, ‘Student’, ‘Delegate’, ‘Trainer’. ‘Assessor,’  Overqualifications, etc. 

“Other data subjects” and “third parties” may include contractors,  suppliers, contacts, referees, approving, awarding, and monitoring  organizations and bodies etc. 

“Processing” refers to any action involving personal information,including obtaining, viewing, copying, amending, adding, deleting, extracting, storing, disclosing, or destroying information. 

2. Notification of Data Held 

2.1 Aim Vision Safety Training & Consulting shall notify all staff and  learners and other relevant data subjects of the types of data held and  processed by I Aim Vision Safety Training & Consulting concerning  them, and the reasons for which it is processed. The information which  is currently held by the Aim Vision Safety Training & Consulting and  the purposes for which it is processed will be amended when processing  for a new or different purpose. 

3. Responsibilities 

3.1 All people in which information is held. 

• Ensure that all personal information which they provide to I Aim  Vision Safety Training & Consulting is accurate and up-to-date; 
•  Inform Aim Vision Safety Training & Consulting of any changes to  information, for example, changes of address; 
• Check the information which I Aim Vision Safety Training &  Consulting shall make available from time to time, in written or  automated form, and inform Aim Vision Safety Training & Consulting  of any errors or, where appropriate, follow procedures for up-dating  entries on computer forms. Aim Vision Safety Training & Consulting  shall not be held responsible for errors of which it has not been  informed. 

3.2 Staff shall ensure that 

• All personal information is kept securely; 
• Personal information is not disclosed either orally or in writing,  accidentally or 

otherwise to any unauthorized third party. Unauthorized disclosure may  be a disciplinary matter, and may be considered gross misconduct in  some cases. 

3.3 When staff supervise learners doing work which involves the  processing of personal information, they must ensure that those students  are aware of the Data Protection Principles the requirement to obtain the 

data subject’s consent where appropriate. 

4. Learner Responsibilities 

4.1 All learners shall ensure that all personal information which they  provide to Aim Vision Safety Training & Consulting is accurate and up to-date; 

Inform the I Aim Vision Safety Training & Consulting of any changes to  that information, for example, changes of address; 

Check the information which In Aim Vision Safety Training &  Consulting shall make available from time to time, in written or  automated form, and inform Aim Vision Safety Training & Consulting  of any errors or, where appropriate. I Aim Vision Safety Training &  Consulting shall not be held responsible for errors of which it has not  been informed. 

5. Rights to Access Information 

5.1 Staff, Learners, Corporate Clients, Approving or Awarding  Organizations and other data subjects in Aim Vision Safety Training &  Consulting have the right to access any personal data that is being kept  about them either on computer or in structured and accessible manual  files. Any person may exercise this right by submitting a request in  writing to Aim Vision Safety Training & Consulting. 

5.2 Aim Vision Safety Training & Consulting will make a charge of  1000 INR for each official Subject Access Request under the Act. 

5.3 Aim Vision Safety Training & Consulting aims to comply with  requests for access to personal information from Staff, Learners,  Corporate Clients, Approving or Awarding Organizations and other data  subjects, as quickly as possible, but will ensure that it is provided within  40 days unless there is good reason for delay. In such cases, the reason  for the delay will be explained in writing by the Information Security  Officer to the data subject making the request. 

6. Subject Consent 

6.1 Aim Vision Safety Training & Consulting may ask for information about health needs, such as allergies to forms of medication, or  conditions such as asthma, arthritis. Aim Vision Safety Training &  Consulting will only use such information to protect the health and  safety of the individual, for example, in the event of a medical  emergency or in carrying out physical activities. 

7. The Data Controller and the Designated Data Controllers 

7.1 Aim Vision Safety Training & Consulting is the data controller  under the Act, and is ultimately responsible for implementation. 

8. Assessment Marks & Learner Certificates 

8.1 Learners shall be entitled to information about their marks for  assessments, however this may take longer than other information to  provide. 

9. Retention of Data 

9.1 Aim Vision Safety Training & Consulting will keep different types  of information for differing lengths of time, depending on legal,  awarding or approving body and operational requirements. 

10. Compliance 

10.1 Compliance with the Act is the responsibility of all learners and  members of staff. Any deliberate or reckless breach of this Policy may  lead to disciplinary, and where appropriate, legal proceedings.