Scholars Mentoring Company (“SMC”) registered at – The Office @ 12 Ribble Cresent, Billinge Lancashire, WN57QX
Scholars Mentoring Company (“SMC”) provide;-
- Specialist Mentoring Services to Students studying courses in Higher Education and in receipt of Disabled Students Allowance (DSA funding by Student Loans Company).
- Additional Professional Services to Private Sector and Public Sector clients such as – Psychological Therapies, Disability Support in the Work Place, Private Tuition.
SMC is committed to protecting and respecting your privacy. We take every care to protect your personal data and your privacy in accordance with all relevant legislation. There are steps you can take to control what we do with your personal data and these are explained in the policy herein.
- DATA PROTECTION PRINCIPLES
We will comply with data protection law and principles, which means that your information will be:
- Used lawfully, fairly and in a transparent way;
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
- Relevant to the purposes we have told you about and limited to those purposes;
- Accurate and kept up to date;
- Kept only as long as necessary for the purposes we have told you about;
- Kept securely.
- WHO IS RESPONSIBLE FOR YOUR PERSONAL DATA
SMC is responsible for your personal data. Our registered address is The Office @ 12 Ribble Cresent, Billinge Lancashire, WN5 7QX. We are a registered Business Partnership of the same address. We are the data controller of the personal data which we collect from you, and so we are responsible for the ways your personal data are collected and the purposes for which your personal data are used.
- HOW WE PROTECT YOUR DATA.
SMC takes all reasonable measures to protect your data and the operational systems they are held. for example;-
- Electronic communications / information is held on `Password Protected` devices and only accessed in the first instance by Partners (currently 2, John Devers, Janice Adams) and Senior Management (currently 1, Andrew Clayton) of SMC. All electronic devices are held in a secure alarmed office environment, with key access only by the aforementioned Partners and Senior Management personnel. Only the aforementioned have access to the passwords, the alarm code, and the keys. SMC and the aforementioned take all reasonable steps, individually and collectively to protect your personal data.
- Electronic communications / information are also stored in our electronic DROPBOX account, and the access is limited, with permitted access restricted to the aforementioned Partners and Senior Management. This access is also password protected and known only by the same three persons.
- Paper copies of communications / information is also held in fire-proof locked filing cabinets. The cabinets remain in the office at all times, which is secured with a digital password coded alarm system and window locks. This gives restricted limited access reserved to the aforementioned Partners and Senior Management. All visitors to the office @ 12 Ribble Crescent, Billinge, WN5 7QX are strictly `By Appointment` only and visitors would not be given access to our records (unless they have acquired pre-approved written permission from the client, ourselves, and / or one of our disclosed Organisations.
- All unwanted paper communication, documents, files etc are destroyed in the first instance by use of a shredding device followed by responsible disposal in order the written content cannot be identified.
- NB: Our website may contain links to other websites of interest to you. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
We keep security measures under review and refer to industry security standards to keep up to date with best practice.
In accordance with compliance, in the event of a security breach at any time, SMC shall inform you as soon as they become aware of this and any other regulators or relevant organisations and take all reasonable steps to remedy this.
- WHAT PERSONAL DATA WE COLLECT FROM YOU.
We may collect from you the following types of personal information for the sole purpose of providing our services.
Personal details such as: name, telephone number, and address/location; your requirements for our services and how our services might best facilitate your needs; information such as your email address, reference numbers, confirmation of funding for our services.
We may need to collect sensitive personal information from you for the sole purpose of providing our services.
Sensitive personal details such as: health, medical, well-being, disabilities, CRB, etc and engage discussions about how these matters affect you on a day to day basis.
By us collecting more comprehensive information only when required will facilitate us being able to provide our services in the most respectful, mindful, and sensitive service possible and to personalise your experience with us.
You may prefer not to share this information with us in which case you need to tell us that and we will not do as such.
- HOW WE USE YOUR PERSONAL DATA.
We use your personal data in order to provide our services and manage your relationship with us. Your details will facilitate us being able to provide our services in the most respectful, mindful, and sensitive manner possible and to personalise your experience with us. This will also allow us to improve the quality of our service.
We also require your details in order for us to comply with legal or regulatory obligations.
We will only use your personal data for the purposes we collect it, unless if we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. In the unlikely event that we need to use your personal details for an unrelated purpose, we will notify you and explain the legal basis which permits this.
- HOW WE WORK WITH THIRD PARTIES.
In the process of carrying our services to you, it is often necessary to engage with a number of Third Parties.
We engage with the Third Parties specifically relevant to carrying out our services and for the day to day management of our company. The Third Parties we may engage with will have a legitimate relevance to you, such as providing funding to you, or assessing you needs for funding, be involved with you already through educational courses. The same funding providers will monitor how we deliver our services this is called `Quality Assurance` which is necessary for Compliance purposes in order we are permitted to receive funding for supporting you.
You may contact us at any time to ask SMC to engage with a Third Party of your choice for a specific legitimate reason, and if we agree to your request you will need to confirm this in writing for our files. We will ask for you consent in the first instance that you agree for us to hold your personal data, and that you consent to such data being shared only if/when necessary across the Third Parties for relevant and legitimate purposes. We will not share your data with any other person/party/organisation unless you make a request in writing for us to do so and state the reasons for this.
Here are some examples (not exhaustive list) of the Third Parties we are likely to engage with in the provision of services to you and for managing our company compliantly.
- DSA-QAG are a quality assurance organisation who undertake audits on behalf of the Department for Education and Welsh Government in line with the quality assurance frameworks for assessment centres, assistive technology service providers and non-medical help providers. DSA-QAG collect the personal data of the following types of people to allow them to undertake their business, such as – Students in receipt of Disabled Students allowance (DSA), Registered Practioner including staff and support workers, their Trustees, employees, consultants, temporary workers. DSA-QAG retains information allowing it to monitor performance, achievement, health & safety, recruitment, and payments to practitioner.
- Disabled Students Allowance (DSA) are grants that help to pay for support that a student may need at Higher Education as a direct result of a disability, on-going health condition, sensory impairment, mental health condition or specific learning difficulties. DSA is set up by the Government Department of Education. DSA is likely to be more specific Third Party to our company and will hold / share / engage with you and with us about individuals (You) in receipt of DSA awards; DSA are responsible for paying for our services in relation to the support services we provide to you, and engagement with them is important in order for us to provide our services to you and for us to manage our company.
- SMC appointed Accountants – (West Lancs Accountants) provide us with a full accountancy services, audit, banking, book-keeping and preparation of Tax returns, VAT (when applicable), self-assessment. This is likely to be more generic or more specific to our company and us rather than individual clients; however our appointed accountant is an important Third Party in terms of providing us with the necessary services in order for us to manage our company. Our appointed accountants also Host our Website and assist with updates and changes.
- SMC appointed Solicitors – (Steve Roberts, Richard Nelson Partnership) provides us with advice guidance and legal counsel when required on any matter relevant to our company and any matter requiring their legal services and expertise. This is likely to be more generic or more specific to our company and us rather than individual clients; however our appointed Solicitor is an important Third Party in terms of providing us with the necessary services in order for us to manage our company.
- SMC appointed Bankers – (Santander Plc) we will engage with our bankers Santander Plc in relation to all of our company banking requirements, funding facilities, audit purposes, preparation of Book-keeping / Accounts, Business Plans and projections. This is likely to be more generic or more specific to our company and us rather than individual clients; however our appointed Bank is an important Third Party in terms of providing us with the necessary services in order for us to manage our company.
- SMC appointed Professional Indemnity Company (Howdens Insurance) – This is likely to be more generic or more specific to our company and us rather than individual clients; however our appointed professional Indemnity Insurer is an important Third Party in terms of providing us with the necessary services in order for us to manage our company.
- Information Commissioners Office (ICO) – we will monitor and review updates and changes issued by the ICO. If necessary we will contact them for advice and guidance on data protection matters. This is likely to be more generic than specific however ICO is an important Third Party in terms of providing us with the necessary legislations for The General Data protection Regulation (“GDPR”)
We will never sell, rent, loan or share your personal data with a Third party for the purpose of marketing activity of any nature. We ask all Third parties we engage with to adhere to the same rigorous data protection standards that we do, however SMC cannot be responsible for the Third Party and its procedures, policies or data protection standards.
- HOW LONG WE KEEP YOUR DATA.
We will only retain your personal details for as long as necessary to fulfil the purpose we collected it, including the purposes of satisfying any legal, accounting or reporting requirements.
The timescales for retaining personal data are as follows;-
- (Clients) We will retain your personal data information throughout the duration of accessing our services in order for us to best provide our services, thereafter, usually for a period no more than 1 year unless otherwise stated by you or by SMC in writing.
- (Mentors) We will retain your personal data information throughout the duration of working with SMC in the delivery of our services in order for us to adopt best practices, thereafter, usually for a period of 1 year unless otherwise stated by you or by SMC in writing.
- (Third Party Organisations) We will retain Clients, Mentors personal data information throughout the duration of either accessing our services or whilst working with SMC in the delivery of our services in order for us to adopt best practices, thereafter, usually for a period of 1 year unless otherwise stated by them or by SMC in writing.
- Request for copy data information or for data to be removed / destroyed will need to be made in writing to us stating the reasons for the request. We will respond promptly. In the first instance we will acknowledge receipt of the email communication. We will then outline how we will process the request and confirm the timescales for doing this.
- YOUR RIGHTS AND HOW TO MANAGE COMMUNICATIONS YOU RECEIVE.
You have a number of rights with regards to your data, which include:
- The right to access your data
- The right to rectify your data, if you believe there is an error such as the spelling of your name
- The right to delete your data or restrict their use
- The right to object to the certain uses of your data
Should you wish to exercise any of these rights, please contact us via email at firstname.lastname@example.org. We will deal with the email communication promptly. In the first instance we will acknowledge receipt of the email communication. We will then outline how we will process the request and confirm the timescales for doing this. If the request is typically straight forward we will deal with this within one month of receiving it. However, in rare cases, when the request is particularly complex or numerous, this deadline may need to be extended for a longer period specifically an additional two months (in which case we will inform you in writing of this).
This service is free, unless the request is manifestly unfounded or excessive.
- IF YOU HAVE ANY FURTHER QUESTIONS OR WISH TO MAKE A COMPLAINT.
In the first instance please contact us at email@example.com. Telephone: 01744 894483.
If you are not satisfied with the response that we give you, you have the right to complain to the Information Commissioners Office (ICO), whose details can be found on www.ico.org.uk (https://ico.org.uk/).