LEARNER RECORDS RELEASE AND PRIVACY NOTICE:
Policy: It is the policy of SAFE CONNECT US is to maintain records that are kept up-to-date, private and secure.
Purpose: This policy is intended to maintain compliance with all local, state and federal regulations, as well as a high standard of professional conduct throughout the organization.
Responsibilities: SAFE CONNECT US Training Director, Training Coordinators, and Instructors report to the Executive Directors.
Process/Procedures: SAFE CONNECT US database maintains learner records in an up-to-date, private and secure environment. A computer database is maintained that includes participant contact information, event information, and unit information. CEU application forms which include this information and participant personal information, are kept in a locked file cabinet. Following a conference or event, participants can expect their CEU certificates to be emailed or mailed, based on the method requested, within 60 days of the meeting.
Upon the receipt of a signed, written request from the applicant, records will be released and forwarded within a period of 7 to 14 days. In addition to this policy, password-only access to computer records and locked file cabinets assure privacy and security.
Who is the Data Controller?
Safe Connect Us Inc. is the Data Controller and our CTO is in charge of monitoring daily data protection. We comply with the Family Educational Rights and Privacy Act (FERPA) and relevant privacy protection guidelines.
What learner records does the institution collect?
‘Learner records’ is any information or data that can be used to identify you as a unique learner.
1.We collect the following information in order to meet our legal obligations with U.S. Department of Education. They are also necessary for us to carry out our training programs. We are required by the IACET to retain the data for seven years. Learner records include information such as:
a. Personal information, including your name, date of birth, gender, ID number
b. Information about current home address, employment
c. Contact details to communicate with you effectively, including mailing address, phone number, email
2. We record the following information during your program in order to meet our legal obligations with U.S. Department of Education. They are also necessary for us to carry out our training programs. We are required by the IACET to retain the data for seven years.
a. Signatures at sign-in and sign-out
b. Attendance in each class
c. Test Score in end-of-course exam
d. Course type and completion date
e. Certificate copy and issuance
f. Certified card request and issuance
The lawful bases for obtaining and using learner records
One or more of the lawful bases for Safe Connect US to process your data are where:
· A student may allow their learning records to be released to a third party with a written consent
· A disclosure may be made without prior written consent for a legitimate interest or enforcement purpose.
Why do we need learner records?
Safe Connect Us collects and input personal data relating to its learners to effectively manage your learning and to meet its statutory obligations as a safety training institution. Essentially, we collect and process your data in order to verify your identity, decide if you’re qualified for earning the certificate and help take your career to the next level.
How do we collect and input learner records?
Information is collected from the information provided on the training registration form. Additional information will be generated from your learning event, such as attendance, assessments, and course evaluations. The course instructor and front desk staff are responsible for entering the learning records into the database.
Where do we store learner records?
Data will be stored in several different places, including our recordkeeping system online and offline, or hard drives and physical papers in secure places. Safe Connect Us takes the security of your learning records seriously. The institution has internal policies and crucial officer to ensure that your data is not damaged, lost, misused or disclosed, and is not accessed except by our employees in the performance of their duties.
Who has access to the learner records?
Your information may be accessed internally, including by any Safe Connect Us Staff who need the data to provide services to the