GDPR Data processing modelDistance learning management

Organisation: PrivateSector: Education and training

This processing model relates to informing trainees about the progress of training courses, organizing communications with trainees, collecting pedagogical recommendations from trainers and training coordinators

Purposes (5)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Information for trainees on the progress of training courses

Planning, agenda, session modification, pedagogical content transmission ....

Contract

Organize communications with trainees

Send messages, e-mails and alerts related to the course. Answer trainee questions

Contract

Collect pedagogical recommendations from trainers and training coordinators

Contract

Sales prospecting and sending offers to prospects and trainees

Consent

Elaborate training statistics

Success rate, number of requests for information....

Legitimate interest

Data categories (1)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Trainee data for distance learning

Data details

Skills acquisition or reinforcement needsrequired

Financing informationrequired

Individual training follow-uprequired

Administrative monitoring of the courserequired

Billing Informationrequired

Statusrequired

Telephone numberrequired

Email addressrequired

Postal Addressrequired

Date of birth

required

Civilityrequired

Name and surnamerequired

Data conservation rules

Active base:

For trainees and customers: 6 years after the end of the contract, to deal with possible claims (Limitation Act 1980, s.5); this also covers invoices and VAT records, which HMRC may require to be kept for up to 6 years (Value Added Tax Act 1994, Schedule 11, para. 6). Where training is publicly funded, evidence must be kept and made available to the funding body for the period set in the provider's funding agreement and the applicable funding rules. No statutory period applies to records kept only to issue duplicate certificates; the controller may set a longer period, e.g. 10 years, limited to the data needed (name, course, dates, result). For people who have made contact but are not customers: no statutory period applies; the controller should set a period, e.g. 3 years after the last telephone or email contact, based on the likely duration of interest in training offers; electronic marketing must comply with PECR.

Limitation Act 1980, s.5; Value Added Tax Act 1994, Schedule 11, para. 6; Privacy and Electronic Communications (EC Directive) Regulations 2003

Destruction

Data subject (3)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Customers
Other
Prospects

Created at:07/08/2023

Updated on:10/05/2026

Nb using:0