General Data Protection Regulations Policy                          

Birkwood Plant Training Limited 

Policy Statement

Birkwood Plant Training Ltd collects and uses information about people with whom it communicates.  This personal information must be dealt with properly and securely however it is collected, recorded and used – whether on paper, in a computer, or recorded on other material – and there are safeguards to ensure this in the General Data Protection Regulations 2018.

Birkwood Plant Training Ltd regards the lawful and correct treatment of personal information as very important to the successful and efficient performance of its functions, and to maintain confidence between those with whom it deals.  To this end Birkwood Plant Training Ltd fully endorses and adheres to the General Data Protection Regulations, as set out in the General Data Protection Regulations 2018.


The purpose of this policy is to ensure that the staff, and trainees of Birkwood Plant Training Ltd are clear about the purpose and principles of Data Protection and to ensure that it has guidelines and procedures in place which are consistently followed.

Failure to adhere to the General Data Protection Regulations is unlawful and could result in legal action being taken against Birkwood Plant Training Ltd or its staff, volunteers or trustees.


The General Data Protection Regulation Act 2018 regulates the processing of information relating to living and identifiable individuals (data subjects). This includes the obtaining, holding, using or disclosing of such information, and covers computerised records as well as manual filing systems and card indexes.

Data users must comply with the data protection principles of good practice which underpin the Act. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

To do this Birkwood Plant Training Ltd follows the main Data Protection Principles outlined in the General Data Protection Regulation 2018, which are summarised below:

  1. Personal data will be processed fairly and lawfully
  2. Data will only be collected and used for specified purposes

III. Data will be adequate, relevant and not excessive

  1. Data will be accurate and up to date
  2. Data will not be held any longer than necessary
  3. Data subject’s rights will be respected

VII. Data will be kept safe from unauthorised access, accidental loss or damage

VIII. Data will not be transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.

The principles apply to “personal data” which is information held on computer or in manual filing systems from which they are identifiable. Birkwood Plant Training Ltd.’s employees who process or use any personal information in the course of their duties will ensure that these principles are followed at all times.


The following procedures have been developed in order to ensure that Birkwood Plant Training Ltd meets its responsibilities in terms of Data Protection. For the purposes of these procedures data collected, stored and used by Birkwood Plant Training Ltd falls into 2 broad categories:

  1. Birkwood Plant Training Ltd’s internal data records;

Staff, Learners and Client Companies

  1. Birkwood Plant Training Ltd’s external data records;

Funders, other training providers, network contacts.

Birkwood Plant Training Ltd as a body is a DATA CONTROLLER, and the Management is ultimately responsible for the policy’s implementation.


Personal data is collected in person, over the phone and using other methods such as e-mail. During this initial contact, the data owner is given an explanation of how this information will be used.

Written consent is not requested as it is assumed that the consent has been granted when an individual freely gives their own details.

Personal data will not be passed on to anyone outside the organisation without explicit consent from the data owner unless there is a legal duty of disclosure under other legislation. Contact details held on the organisation’s database may be made available to groups/ individuals outside of the organisation. Individuals are made aware of when their details are being collected for the database and their verbal or written consent is requested.

For marketing purposes, we will only contact individuals who have chosen to opt-in to any marketing by electronic means, email or SMS messaging.

Internal data records


Birkwood Plant Training Ltd obtains personal data (names, addresses, phone numbers, email addresses), application forms, and references and in some cases other documents from staff, and associates.

This data is stored and processed for the following purposes:

  • Recruitment
  • Payroll
  • Equal Opportunities monitoring
  • Recording Learning
  • Meeting records


The contact details of staff and associates will only made available to other staff,

Any other information supplied on application will be kept in a secure filing cabinet and is not accessed during the day to day running of the organisation. Contact details of staff and associates will not be passed on to anyone outside the organisation without their explicit consent.

A copy of staff and associate contact details will be kept in the Emergency File for Health and Safety purposes to be used in emergency situations e.g. fire/ bomb evacuations. Staff and associates will be supplied with a copy of their personal data held by the organisation if a request is made. All confidential post must be opened by the addressee only.

External data records


Birkwood Plant Training Ltd obtains personal data (such as names, addresses, and phone numbers) from learners and client companies.

This data is obtained, stored and processed to assist staff in the efficient running of services and process the learner towards achievement of their chosen qualifications.  Leaner and company information is also used to facilitate applications for funding. Most of this information is stored on the organisation’s database. Hard copy documents, including funding documents will be retained for a minimum of 3 years and a maximum of 7 years.

Birkwood Plant Training Ltd obtains personal data and information from learners and client companies in order to provide services. This data is stored and processed only for the purposes outlined in the agreement and service specification signed by the learner and company.


Paper-based data is stored in organised in secure cabinets within our offices and training facilities and in secure folders when used by our instructors and assessors in the field. Birkwood Plant Training Ltd operates a clear desk and internally and unattended vehicle policy at all times. Where necessary instructors and assessors will store personal data in respect to training information in paper form in a secured folder and case system in their vehicle during their working day.

Internally and at our registered address Birkwood Plant Training Ltd. Digital data is kept securely on our internal server and accessed at our registered address through authorised computers that are password-protected, passwords are updates every 30 days.

Externally and where necessary instructors and assessors will store personal data in respect to training information in digital form in a Password protected device/laptop and case system in their vehicle during their working day.



Only the organisation’s staff will normally have access to personal data.

All staff, whether in our offices or in the field adhere to the companies the Data Protection Policy and their obligation not to disclose personal data to anyone who is not supposed to have it. Information supplied is kept in a secure filing, paper and electronic system and is only accessed by those individuals involved in the delivery of the service.

Information will not be passed on to anyone outside the organisation without their explicit consent, excluding statutory bodies e.g. operator licensing authorities.

Individuals will be supplied with a copy of any of their personal data held by the organisation if a request is made.

Responsibilities of staff, and associates

During the course of their duties with Birkwood Plant Training Ltd, staff, and associates will be dealing with information such as names/addresses/phone numbers/e-mail addresses of learners and companies.

They may be told or overhear sensitive information while working for Birkwood Plant Training Ltd. The General Data Protection regulation (GDPR) 2018 gives specific guidance on how this information should be dealt with. In short to comply with the law, personal information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully. Staff, paid or unpaid must abide by this policy.



Birkwood Plant Training Ltd will take reasonable steps to keep personal data up to date and accurate.

Personal data will be stored for as long as the data learner or company uses our services and normally longer. Where a learner has accessed funding records will be retained for the period required by the funding authority.

Where an individual cease to use our services and it is not deemed appropriate to keep their records, their records will be destroyed However, unless we are specifically asked by an individual to destroy their details, we will normally keep them on file for future reference.

If a request is received from an organisation/ individual to destroy their records, we will remove their details from the database and request that all staff holding paper or electronic details for the organisation destroys them. This work will be carried out by the Data Protection Officer.

This procedure applies if Birkwood Plant Training Ltd is informed that an organisation ceases to exist. 

Use of Photographs

Where practicable, Birkwood Plant Training Ltd will seek consent from individuals before displaying photographs in which they appear. If this is not possible (for example, a large group photo), the organisation will remove any photograph if a complaint is received. This policy also applies to photographs published on the organisations website or in the Newsletter.

Vetting and Barring Scheme

Birkwood Plant Training Ltd will act in accordance with the VBS’s code of practice.

Copies of disclosures are kept for no longer than is required. In most cases this is no longer than 6 months in accordance with the VBS Code of Practice. There may be circumstance where it is deemed appropriate to exceed this limit e.g. in the case of disputes.

Personal Data Requests

Personal Data Requests must be given in writing to the Data Protection Officer (DPO) for Birkwood Plant Training Ltd. Where applicable we may require proof of identity for this request.


Data Protection Officer

Birkwood Plant Training Ltd

Birkwood House Farm,
22 Weeland Road,

Once acknowledged the DPO will provide the relevant information within 28 days of request. If the personal data request is not met by Birkwood Plant Training Ltd within 28 days of request. or you are unhappy with the personal data report.

The next action would be to contact the Information Commissioners Office (ICO) with the relevant information for the ICO to peruse this grievance on your behalf. More information about the ICO and the General Data Protection Regulations can be found at.

Impartiality and Advice Procedure


All the staff at Birkwood Plant Training are committed to providing an accurate Information, Advice and Guidance Service.


We aim to provide an independent information advice and guidance service to anyone who wishes to access our training programmes or services. This includes any potential new clients or those already in training with the company. We feel that in providing a quality information, advice and guidance service we can help clients to make the right choices about the training courses or programmes that are right for them. The quality of our service is monitored through performance data and feedback from users.

Birkwood Plant Training supports the concept of lifelong learning and will endeavour to help individuals make informed choices about training and development opportunities in the context of their working lives and leisure activities.


We strive to provide information, advice and guidance that is:

  • Timely and in a format that is easily understood
  • Independent, confidential and focused on the needs of the individual
  • Provided by staff trained to offer appropriate Information, Advice and Guidance
  • Free from stereotyping physical or cultural barriers for users and in accordance with Birkwood’s Equality and Diversity Policy
  • Easily accessible and clearly defined
  • Free of charge to all users
  • Subject to evaluation and continuous improvement, encouraging individuals to get the most from the process

Standards of Service

Our service offers:

  • Open access to information on training opportunities in a range of formats available from Birkwood Plant training
  • An initial assessment to help you identify an individual’s skills and aptitudes
  • A trained member of staff to discuss individual learner needs and aspirations and to plan for the achievement of goals
  • Signposting to other agencies who may be able to help learners to achieve their goals
  • The opportunity for learners to spend time with a member of staff to review and revisit their goals and discuss progress and next steps
  • Access to a trained member of staff to answer queries and provide advice by phone

Clients / Learners can expect

  • A service delivered to recognised national standards
  • A clear explanation of the Information, Advice and Guidance Services we offer
  • Trained and experienced staff who will treat them with respect and dignity
  • A timely response to requests for information
  • Up to date information on training opportunities in a range of formats
  • Information on the cost of training and any funding which may be available to support the costs
  • All information about them will be treated as strictly confidential in line with the Data Protection Act

Cookies policy

  1. Introduction

1.1    Our website uses cookies.

1.2    By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

  1. Website

2.1    This document relates to the website

  1. About cookies

3.1    A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

3.2    Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

3.3    Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

3.4    Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.

  1. Our cookies

4.1    We use both session and persistent cookies on our website.

4.2    The names of the cookies that we use on our website, and the purposes for which they are used, are set out below:

(a)    we useCookies to recognise a computer when a user visits our website & track users as they navigate the website

  1. Analytics cookies

5.1    We use Google Analytics to analyse the use of our website.

5.2    Our analytics service provider generates statistical and other information about website use by means of cookies.

5.3    The analytics cookies used by our website have the following names: [_ga, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv].

5.4    The information generated relating to our website is used to create reports about the use of our website.

5.5    Our analytics service provider’s privacy policy is available at:

  1. Third party cookies

6.1    Our website also uses third party cookies.

6.2    We publish information through third part cookies.

6.3    Details of the third party cookies used by our website are set out below:

(a) JotForm.

  1. Blocking cookies

7.1    Most browsers allow you to refuse to accept cookies; for example:

(a)    in Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”;

(b)    in Firefox (version 47) you can block all cookies by clicking “Tools”, “Options”, “Privacy”, selecting “Use custom settings for history” from the drop-down menu, and unticking “Accept cookies from sites”; and

(c)    in Chrome (version 52), you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading.

7.2    Blocking all cookies will have a negative impact upon the usability of many websites.

7.3    If you block cookies, you will not be able to use all the features on our website.

  1. Deleting cookies

8.1    You can delete cookies already stored on your computer; for example:

(a)    in Internet Explorer (version 11), you must manually delete cookie files (you can find instructions for doing so at;

(b)    in Firefox (version 47), you can delete cookies by clicking “Tools”, “Options” and “Privacy”, then selecting “Use custom settings for history” from the drop-down menu, clicking “Show Cookies”, and then clicking “Remove All Cookies”; and

(c)    in Chrome (version 52), you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Cookies and other site and plug-in data” before clicking “Clear browsing data”.

8.2    Deleting cookies will have a negative impact on the usability of many websites.

  1. Cookie preferences

9.1    You can manage your preferences relating to the use of cookies on our website by visiting:

  1. Our details

10.1  This website is owned and operated by BIRKWOOD PLANT TRAINING LTD.

10.2  Our principal place of business is at 22 Weeland Rd, Sharlston Common, Crofton, Wakefield WF4 1LN

10.3  You can contact us:

(a)    by post, using the postal address given above;

(b)    using our website contact form;

(c)    by telephone, on 01924 860444

(d)    by email,