1.1 This policy references the Education and Training Foundation (ETF, we, us, our), a registered charity (registration no: 1153859) and company limited by guarantee (company registration number (England and Wales): 08540597). It also includes our professional membership organisation, the Society for Education and Training (SET).
1.2 The ETF is the expert body for professional development and standards in Further Education (FE) and Training in England. Our role is to design, develop and deliver continuous professional development (CPD) for teachers, leaders and trainers to support government policy and meet sector needs. We have a charitable purpose to improve education and training for learners aged 14 and over. We receive funding from the Department for Education, more information about our funding can be found here.
1.3 SET is the membership body dedicated to professionals working across further education, vocational teaching and training. It helps the careers of professionals working across the sector, inspiring them to be even better, and, connecting them with thousands of like-minded professionals and experts. It aims to raise the status of the profession, champion the quality of the sector’s professionals, and provide access to the best research and expert views there are.
1.5 We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
1.6 Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting our sites, you are accepting and consenting to the practices described in this Privacy Notice.
1.7 Our data sharing relationships are:
2 Why we process your personal data
2.1 Data provided by yourself may include:
2.2 The information you give us may include, but is not limited to, your name, age, address, postcode, email address, phone number, gender, ethnicity, employer, affiliated organisations (for example, professional body), job details, related financial details (for example bank/account and debit/credit card details related to a specific financial transaction) and personal description. For some purposes, additional requirements may be needed, such as criminal convictions (e.g. should you apply for Qualified Teacher Learning & Skills status or accessibility requirements for courses).
2.3 At the time of providing this personal information we will be clear of the purpose it is being collected, how you can subsequently ask for your data to be amended and how you can ask for it to be deleted.
3 Our ‘lawful bases’ for processing your personal data
3.1 We have a number of legal reasons (or the ‘lawful bases’) that mean we can use (or ‘process’) your personal information, including consent, contractual, legitimate interest and public task (there are six in total). These are outlined in the following sections. Sometimes more than one lawful basis will apply when we process your personal data. You can find out more about this from the ICO here.
3.2 Contractual: We use this lawful basis to process your personal data for the purpose of any contractual relationship we have with you, for example:
3.3 Consent: We use this lawful basis for any purpose where gaining your consent to process your personal data is the most appropriate approach, for example:
We will always ensure that your consent can be freely given, we provide you with a clear explanation of why we want your data and what we will do with it and that you have real choice and control over how we use your data. We will always initially ask you to opt in, not out and we will always give you the opportunity to unsubscribe or remove your previously given consent.
3.4 Legitimate interest: we may choose this lawful basis where we have a genuine and legitimate reason to process your personal data and only when we are not at risk of harming any of your freedoms, rights and interests, or you would not be surprised or likely to object to receiving the communication. Examples include:
3.5 Public task: we use this lawful basis to process your personal data where we have ‘official authority’ by, or are performing a task on behalf of the DfE as part of our contractual requirements, which is in the public interest (set out in law). Examples include:
4 How we use your personal data
4.1 We require your personal data to understand your needs and provide you with a better service, and in particular for the following reasons:
4.2 We will not sell or lease your personal information to third parties and we will only share your data with third parties when:
4.3 We will complete due diligence on third parties we ask to process data on our behalf. As part of our contract management processes, we keep an overview of how your data is processed by third parties.
4.4 You can unsubscribe from marketing and communications from us at any time by using unsubscribe link on any marketing or communications or by contacting us by email at: firstname.lastname@example.org.
4.5 We will stop processing and or delete your personal data if you ask us to. Please contact us at email@example.com.
4.6 We will retain your information only for as long as necessary for each purpose we use it. In some instances, we are obliged by law to keep it for a defined period and in this event, this negates your right to erasure (see section 6). For example, we keep all financial transaction for seven years as outlined by the Companies Act 2006. At the end of specified retention periods we will dispose of your data securely.
5 How we keep your personal data secure
5.1 All information you provide to us is stored on secure servers. We adopt appropriate technical and organisational measures to protect the security of all personal data held by the ETF, including sensitive personal data. All payment transactions are encrypted and stored securely.
5.2 Although we try to ensure your personal data is protected, we cannot guarantee the security of your data transmitted to our site; any transmission of data is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
6 Data processing inside and outside the UK
6.1 We do not actively transfer personal data outside of the EEA (European Economic Area). However, some of our third party processors may use systems or sub-contractors which transfer and/hold personal data offshore (i.e. in what the GDPR call ‘third countries’). In working with these third party processors, we will take all steps reasonably necessary to ensure that they protect your personal data by having in place EU adequacy decisions or standard contractual clauses, which guarantee that the processing of personal data is subject to a security level that corresponds to that of the GDPR. By submitting your personal data, you agree to this offshore transfer, storing and/or processing.
7 Your individual rights
7.1 The General Data Protection Regulation (GDPR), gives you a number of rights:
7.2 If you would like to know more about your rights under the data protection law see the Information Commissioner’s Office website.
8 Contacting us
8.1 You can withdraw consent from receiving regular information and communications from the ETF and the SET by either emailing firstname.lastname@example.org with ‘unsubscribe’ in the subject header or by pressing the unsubscribe option at the bottom of any communications.
8.2 You can change the way you hear from us or withdraw your permission for us processing your personal data by contacting email@example.com.
8.4 For any other queries relating to the processing of your personal data, or to contact the ETF’s Data Protection Officer, you can:
email us at: firstname.lastname@example.org
write to us at:
The Education and Training Foundation
3rd Floor, 157-197 Buckingham Palace Road
London SW1W 9SP.
or ‘phone us on: 020 3740 8280.
8.5 If you have a complaint about the way we have dealt with your personal data, you can write to us at email@example.com or direct to the UK regulator, the Information Commissioner’s Office, if you feel we are not acting fairly. Our full complaints procedures can be found in the ETF Complaints Policy.
9 Links to other sites
9.1 Our website may contain links to other websites. We do not have any control over the content or security of other websites and cannot be responsible for your privacy and protection if you choose to visit these websites.
i. It is important to us that our websites are easy to use, accessible and reliable. Small files, called cookies, place small amounts of information on your computer or other device used to access the internet, such as a mobile phone.
ii.Cookies may be used on this site to help personalise your visit, to improve how you use the site and to record your online activity. This information cannot be used to identify you personally. You can disable cookies by adjusting your browser settings, but some functions of the site may not work correctly.
v. In addition to Google Analytics, we also may use a range of other cookies, pixels and web beacons when relevant to help us to personalise our communications with you and to improve your user experience on our platforms. These include, but are not limited to: Facebook (Meta) advertising, Twitter advertising, LinkedIn advertising and Microsoft Clarity.
vi. It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website. All modern browsers allow you to change your cookie settings. You can usually find these settings in the ‘options’ or ‘preferences’ menu of your browser. To understand these settings, the following links may be helpful, or you can use the ‘Help’ option in your browser for more details.
vii. The ICO website provides a user friendly outline of cookies and how they work.
viii. Please note that we are not responsible for the content on other websites.
ix. If content is shared through social media, you may be sent cookies from those sites. We do not control the settings of these cookies so do check third party sites for more information about the cookies they use and how to manage them.
Annex A: ETF web platforms we use to process personal data
In addition to our Microsoft Dynamics 365 Customer Relationship System (CRM) which we use for internal data storage, processing and email marketing, we use the following web platforms to process your personal data:
Annex B: Examples processing where we use ‘legitimate interest’ as our lawful basis:
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Therefore, our needs do not automatically override your personal data rights (unless we have your consent or are otherwise required or permitted to by law).
First published: – 24 May 2018
Updated: – 05 September 2023