Skills Academy Privacy Notice

This Privacy Notice will illustrate how your personal data and, if applicable, special categories of personal data will be used by LinkLiving Skills Academy.

The LinkLiving Skills Academy provides training to professional staff across Scotland.  We provide a range of courses that support staff enabling them to carry out their roles effectively. The LL Skills Academy also provides bespoke courses to organisations to target specific issues they may be facing.   

Info  This notice was reviewed on 30 July 2025

What data we need

To allow us to provide the service you would expect from us, we process the following information about you: 

 

  • Name 

  • Address 

  • Date of birth 

  • Telephone numbers 

  • Email address 

  • Emergency contact details 

  • Any health or disability issues you may need support with 

  • SCN number for qualifications 

Why we need it

During our initial discussion with you to determine your personal outcomes and agree your support plan, we will ask for your written consent to gather and process your personal information. We will use your information: 

  • to enable us to supply you with the services and information which you have requested or expect from us 

  • to analyse what we collect so that we can administer, support and improve our business and the services we offer 

  • to contact you to send you details of any changes to our services which may affect you 

  • to contact you for your views on our services. 

  • to share with SQA any issues and record qualifications  

  • to share with funders  

We may also seek your consent to collect some information that is called ‘special category data’.  The provision of this information is voluntary, and you do not need to provide it. We collect this to help us understand demographic trends so that we can tailor the care and support services we provide. This will include information such as: 

Ethnicity 

Disability 

Religion 

Marital Status 

Sexual Orientation 

We do not share this information, and it is reported on in an anonymous format. 

Where we store your data

On spreadsheets, which are held on password protected computers and paper copies, which are held in locked cabinets. 

It’s also possible, if you have contacted us by email, that some information will be held in the email system (Outlook).  

How long we will keep your information

All the personal data we hold about you is subject to our data retention policy. We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you. 

 We will generally keep your information for the following minimum periods after which it will be destroyed if it is no longer required for the reasons it was obtained. 

 

Retention Policy

Document Type 

Retention Period 

Client personal information 

5 years – from service end date 

Client feedback forms 

3 years 

 To view our full our retention schedule please click here. 

What’s the legal justification?

The personal data that we collect from you is gathered and processed as part of the contract we will ask you to sign prior to the course commencing. The client feedback forms are completed and retained with your signed consent. 

 

Data Type 

Condition of Processing 

Client personal information 

Contractual 

Client feedback forms 

Consent 

 There are certain circumstances when we have a legal requirement to record and retain personal data about you during the period we provide services to you. These circumstances relate to any adult or child protection concerns that come to light during the period we provide you with our services. 

 Any special categories of personal data we will ask for will be provided with your explicit consent. The details of your ‘Emergency Contact’ will be processed in your vital interests. 

Sharing your information

The information you provide to us will be treated by us as confidential.  

 We may disclose your information to third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following: 

  •  Funding Bodies 

  • Scottish Qualifications Authority (SQA) 

Receiving data about you

We may receive information from third parties about you in relation to the care and support services we provide to you. Any information received will be subject to the same storage and retention principles described in this privacy notice.      

Updating your information

If your details change, please contact LinkLiving Skills Academy on 01324 466860 or by email at skillsacademy@linkliving.org.uk to inform us to ensure that the information we hold about you is up to date. 

Data Protection Officer

You can also contact our data protection officer at datamanagement@linkhaltd.co.uk or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L.

Your rights

Your right of access

You have the right to ask us for copies of your personal information. 

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing

You have the right to object to the processing of your personal information in certain circumstances. However, if Link can demonstrate that there is a compelling reason to process such personal data then we may refuse to stop processing your personal data.  

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

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You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.  

Please contact us at datamanagement@linkhaltd.co.uk if you wish to make a request.  

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at Link House, 2c New Mart Road, Edinburgh EH14 1RL or by email at   datamanagement@linkhaltd.co.uk  

You can also complain to the ICO if you are unhappy with how we have used your data.  

The ICO’s address:              

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

WILMSLOW

Cheshire 

SK9 5AF 

Helpline number: 0303 123 1113  

ICO website:  https://www.ico.org.uk