Introduction

This privacy policy sets out the ways in which CompEx Certification Limited collects, processes and stores your personal information.

CompEx is committed to protecting and maintaining the security of any personal information and follows strict security procedures in the collection, processing, storage, and disclosure of information to prevent any unauthorised access. However, CompEx Certification Limited shall not be responsible for any unauthorised use, distribution, damage, or destruction of personal data, except to the extent we are required to accept such responsibility by the Data Protection Regulations.

CompEx does not sell, rent, or exchange your personal information with any third party for commercial reasons. All personal information provided by which you can be identified, will only be used in accordance with this privacy statement.

CompEx Schemes, Products and Services

CompEx collects, processes and stores user information provided by candidates, instructors, assessors, Approved Training Provider staff, service users and stakeholders when accessing the below CompEx services:

  • Qualifications scheme, including application, assessment, certification of competency, and
  • Approved Training (inc applications to become an ATP)
  • Registered instructor / assessor
  • Digital learning content and learning resources hosted on a CompEx digital platform (LMS and mobile apps) including both CompEx-owned resources and curated content from 3rd party providers.
  • Website/E Mail/ Written and telephone
  • CompEx Store
  • CompEx Verification portal

Data Sharing Agreements

  • Where personal information is provided to or uploaded directly into CompEx Systems, it will be available to and shared with CompEx Approved Training Providers, to facilitate registration onto CompEx qualifications, the CompEx learner management system and/or the CompEx instructor / assessor scheme. CompEx uses a Data Sharing Agreement for the security and protection of
  • Where information is shared with 3rd party content providers, to enable users to access digital learning content and resources, CompEx uses a Data Sharing Agreement for the security and protection of information.
  • Where CompEx eLearning content is held on employer owned LMS systems via SCORM transfer, CompEx uses Data Processing Agreements for the security and protection of information.

What personal information do we collect?

 Candidates

Prospective candidates must provide the following information when registering onto the CompEx system. Please note that registration for any CompEx qualification includes mandatory registration onto the CompEx Learning Management System. This provides access to both free and paid for courses, as well as a library of videos, articles and other technical resources relating to potentially explosive atmospheres.

  • Full Name
  • Date of Birth
  • Nationality
  • Current Address
  • Telephone number
  • E mail Address
  • Photograph (for display on CompEx Certification)
  • Employer Name
  • Industry Sector/s
  • Funding Option (Self-Funded or Employer Funded)

Important Note:

  • Where candidates select Self-Funded, they consent to their results being disclosed only to the Approved Training Provider and themselves.
  • Where candidates select Employer-Funded, they consent to their results being disclosed to the Approved Training Provider, the Employer, and themselves.

Candidates attending a course at an Approved Training Provider

In addition to the above, candidates must also provide the following to the Approved Training Provider prior to, or upon, attending their course:

All prospective candidates who register for a CompEx qualification will be subject to applicant screening. (Further details are provided in ‘How is your information processed and stored section’)

Any candidate that fails to provide the required information will be unable to undertake any CompEx assessments or receive Certification.

If a Candidate wishes to be removed from the CompEx Learning Management System they can follow the instructions listed in the ‘Amendments, corrections, and withdrawal of permissions’ section below.

Where a manual application form is utilised, the above information must still be provided, and the form must be signed by the individual. All other stipulations outlined in this policy will continue to apply.

Registered Instructors/Assessors

 For any applications for a position as a Registered Instructor, Assessor or both, applicants must provide the following data:

  • Application
  • Full Name
  • Date of Birth
  • Nationality
  • Current Address
  • Telephone Number
  • E mail Address
  • Qualifications
  • Curriculum Vitae
  • Reference Letters (Previous & Current Employer).
  • Photo Identification (Passport/Driving Licence) for Verification Purposes

CompEx Approved Training Providers

 For applications received in regard to becoming a Licensed CompEx ATP, the following information will be requested as part of the relevant due diligence documentation listed in the CompEx ATP Application process (CCL3007).

  • Registered Company Name/Legal Entity
  • Registered Company Number
  • Company Address
  • Full Names/Dates of Birth/Nationality of all staff directly connected to the delivery of CompEx.
  • Telephone Number
  • E Mail Address

* Documents will be requested regularly from existing ATPs to maintain due diligence

 Service Users

For any individuals that register with or submit enquires via any of the CompEx services listed below the following data will be requested and stored: *

  • Name
  • Date of Birth
  • Address
  • Company Name
  • Telephone Number
  • E Mail Address

Services:

  • CompEx Website
  • CompEx Certification Verification Portal
  • Submission of Enquiry to CompEx Certification Limited via E Mail/Telephone or in Writing
  • CompEx Store
  • CompEx Learning Management System
  • CompEx App

* Details requested will vary dependent upon the service being utilised.

How is your information processed and stored?

Candidates

CompEx will digitally store all candidate personal details on secure servers under Data Protection Regulations. In addition, CompEx Approved Training Providers are required to store personal data and assessment documentation on behalf of, and in compliance with the requirements of CompEx Certification Limited. ATP’s must hold this data for the period of certification (5 years).

Any further data collection, storage or transfer to a 3rd party that is not detailed above and is not a requirement of the CompEx Scheme must be agreed between the CompEx ATP and the candidate. Furthermore, for the transfer of candidate data (such as personal information, learning progress, assessment results and/or qualification status) to a 3rd party, the ATP must have their own data sharing agreement in place, with the relevant 3rd party.

Implementation of the CompEx Scheme requires information to be processed using digital application forms completed by the individual or in some circumstances a manual form completed by candidates, processed by the CompEx ATP, and forwarded to CompEx Certification Limited for the candidate to be registered for assessment.

All Candidates registered onto a CompEx Course will be required to undergo applicant screening relating to international trade and financial sanctions. These checks will be conducted via Creditsafe.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://www.creditsafe.com/gb/en/legal/privacy-policy.html

Candidates will be registered onto the CompEx Learning Management System to support their pre- learning and will be required to provide their information as detailed in the Candidate section. This service is hosted by an external provider Amazon Web Services through their delivery partner Titus.

This process will be undertaken automatically by CompEx during the course registration and candidates will receive an e mail link from Titus Learning which will provide them with access to the content.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://aws.amazon.com/privacy/ https://www.tituslearning.com/privacy-policy/

·         Instructor/Assessors:

Applications made to CompEx Certification Limited in relation to becoming a registered instructor or assessor must be accompanied by the documentation listed in the Registered Instructors/Assessors section. However, there is no requirement by CompEx for ATPs to store the data once processed unless the Centre employs them directly and has the correct data policies in place between themselves and their employee.

Application Data is held solely by the Data Controller CompEx Certification Limited and is specific to the Instructor/Assessor registration process. This data is then held on secure servers, and all paperwork is archived under Data Protection Regulations.

All Instructors and/or Assessors who apply for or are licensed to deliver CompEx qualifications will be required to undergo screening relating to international trade and financial sanctions. These checks will be conducted via Creditsafe.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://www.creditsafe.com/gb/en/legal/privacy-policy.html

·         Approved Training Providers

Applications made to the CompEx Certification Limited in relation to becoming a CompEx ATP must be accompanied by the documentation listed in the CompEx ATP Application Guide (CCL3007).

Application Data is held solely by the Data Controller CompEx Certification Limited and is specific to Instructor/Assessor registration purposes. This data is then held on secure servers and all paperwork is archived under Data Protection Regulations.

During the application process prospective ATPs and staff directly involved in the delivery of CompEx will be required to undergo screening relating to international trade and financial sanctions. These checks will be conducted via Creditsafe.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://www.creditsafe.com/gb/en/legal/privacy-policy.html

·  Service Users:

Service User data will be retained solely by CompEx Certification Limited and the JTL Group and will be stored on secure servers under Data Protection Regulations with the exception of the CompEx shop and CompEx App.

Website

 If you visit our website, we may automatically collect the following information:

Technical information, including the internet protocol (IP) address used to connect your computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform

Information about your visit to our website such as the products and/or services you searched for and view, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse- overs), and methods used to browse.

CompEx Store

 Individuals purchasing goods from CompEx will be processed via Shopify and subject to screening relating to international trade and financial sanctions. These checks will be conducted via Creditsafe.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://www.shopify.com/uk/legal/privacy https://www.creditsafe.com/gb/en/legal/privacy-policy.html https://www.trainor.no/Personvern (only applicable for purchases of Trainor courses)

CompEx App

Data of Individuals downloading the CompEx App will be supplied, processed and stored by:

  • CompEx Certification Limited
  • Buttasideup LLP: Responsible for app development in iOS and Android, including updates and maintenance. They have super admin access to the CMS to manage and update the app.
  • DigitalOcean, LLC: Our Application Hosting & Database provider, is responsible for hosting the app server, which stores personal data such as your profile information supplied during sign-up. They may also take backups of the server to ensure data integrity and availability.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://buttasideup.com/privacy-policy/ https://www.digitalocean.com/legal/data-processing-agreement

Employer Based LMS Platform

Where e learning content has been purchased from CompEx Certification Limited by employers for sole use on their own designated Learner Management System, limited personal data will be processed and managed by CompEx and hosted by an external provider Amazon Web Services.

CompEx Certification Limited will retain a record of your personal and certification information indefinitely. This is done for verification, validation, registration, and product analysis purposes. We will retain your information in accordance with Data Protection law and regulations.

All data will be stored in compliance with Data Protection Regulations specified in the below documents:

https://aws.amazon.com/privacy/

What do we use personal information for?

 We may use the information we hold about you in the following ways:

  • Internal Record Keeping
  • Verification of Candidates/Service Users
  • Validation of Certification
  • Contact you to provide you with information about JTL Group products, services, and developments
  • Provide industry information
  • Surveys
  • If it is necessary to contact you, for any reason relating to the provision of certification
  • Use of aggregate information and statistics for the purposes of the development of our sites and services
  • Instructor/Assessor Registration purposes
  • Registration onto the CompEx Learning Management System where the chosen qualification has mandatory enrolment requirements.
  • Contact you directly in relation to our quality assurance processes, investigations, complaints, and appeals.

Disclosure of your personal information

 We will not sell or license your personal information to any third party. However, we may disclose your personal information:

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation to do so
  • If our business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business
  • In line with the Certification Body Regulations and to support any CompEx Compliance ongoing investigation, Employers may be approached for further information where it is suspected that an individual working for them has made a false or misleading claim to CompEx Where the Compliance Investigation proves beyond doubt that the individual has made a false or misleading claim to CompEx Certification, then the employer will be informed of the outcome.
  • Where you have given your permission for CompEx to share your personal information with your employer, to feedback on your learning progress, the results of your assessment, and the status of your certification (i.e. where your learning and assessment has been funded by your employer).

Your Rights

Under the GDPR, you have various rights with respect to our use of your personal data. Details are listed below and clarify these rights and the contact process for both EU and Non-EU citizens.

We have appointed IT Governance Europe Ltd to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (GDPR), or have any queries in relation to your rights or privacy matters generally, please email our representative at eurep@itgovernance.eu or post your request or query to: EU Representative, IT Governance Europe, The Mill Enterprise Hub, Stagreenan, Drogheda, Co. Louth, A92 CD3D, Ireland. Please ensure you include our company name in any correspondence.

Removal of personal information

Individuals have a right to have personal information erased and to prevent processing in specific circumstances as detailed below:

  • Where the personal information is no longer necessary in relation to the purpose for which it was originally collected/processed.
  • When the individual withdraws permission, however this will result in any current certification being withdrawn.
  • The personal data must be erased to comply with a legal obligation.

The right to remove personal information does not provide an absolute ‘right to be forgotten’.

There are some specific circumstances where the right to removal does not apply, and CompEx Certification Limited would provide details as to why on request.

Access to information

You have the right to request a copy of the information we hold about you at any time by contacting us at:

Non-EU Citizens            –               privacy@compex-cert.com EU Citizens                       –               eurep@itgovernance.eu

We will send you a subject access request to fill and return to us. There is no fee applicable to this request, however, a ‘reasonable fee’ will be applied when a request is manifestly unfounded or excessive, particularly if it is repetitive.

Amendments, corrections and withdrawal of permissions

 To request any updates or corrections to information held or request the withdrawal of information please contact us at:

Non-EU Citizens           –               privacy@compex-cert.com

EU Citizens                     –              eurep@itgovernance.eu

For any of the above we will send out a data rectification form to complete and return to us along with supporting ID documentation. No amendments or withdrawals can be actioned without proof of identification.

Unsubscribing

You may unsubscribe from marketing communications at any time by contacting us at: Non-EU Citizens            –               privacy@compex-cert.com

EU Citizens                     –              eurep@itgovernance.eu

Please state clearly in the correspondence that you wish to opt out.

Changes to our privacy statement

 Any future changes or updates to this privacy policy will be posted on this page.

 

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