To continue to the Learning and Development Zone site, please agree to the sites privacy notice and terms of use.  You will only be asked this once unless the privacy notice or terms of use is revised.

Privacy notice

This privacy notice is intended to provide transparency regarding what personal data Learning and Development Zone (LDZ) holds about you upon employment with Central and North West London NHS Foundation Trust.  This notice covers how we process and store data, how long it will be retained, and who may have access to your data.

Our role at CNWL

Our focus is to provide staff with continual support, education, and training opportunities necessary to enable our workforce with the right skills and values to do their job safely and effectively. All the information we collect is to support these objectives.

Important information

ESR and TRAC are the data processors in respect of any personal data concerning individuals employed by CNWL.

Learning and Development extract data from ESR or TRAC to create staff user profiles on LDZ.  This data is needed to ensure individuals are attached to the appropriate mandatory training for their job role and service they work for.

If you have any questions about this privacy notice, how your information is used or need to update your email address to your nhs.net address, please contact the Learning and Development team:

• Email: cnwl.education@nhs.net
• Telephone: 0203 214 5657
• Postal address: Central and North West London NHS FT, Argo House, 180 Kilburn Park Rd, London, NW6 5FA

What this privacy statement covers

This privacy statement only covers the Learning and Development processes and use of personal data to create user accounts on LDZ.  It does not cover the processing of data of any other CNWL IT system.  If our privacy terms change in any way, we will place an updated version on this page.

Why do we need to use your personal data?

Your personal data is collected and processed for the purposes of educational regulatory functions that Learning and Development perform in regard to statutory and mandatory training and planning.

This data helps us to monitor educational activity, workforce planning targets, comply with legal and regulatory responsibilities, manage performance concerns over patient safety, transfer of training history records, and monitor our statutory obligations.

How we store your information

The LDZ learning management system is certified under ISO27001 as having put technical and organisational policies and procedures in place to protect personal data from loss, misuse, alteration or destruction. We ensure that access to your personal data is limited only to those who need to access it and those individuals are required to maintain the confidentiality of such information.

Types of personal data Learning and Development collect

The personal data Learning and Development collects and stores enables us to create accurate user profile accounts, which is necessary for reporting purposes and to offer training that is relevant to your job role.

The following information is used and stored (unless stated otherwise) on LDZ for the following purposes:

• Your National Insurance (NI) number (not stored) and date of birth (stored) are used for cross referencing purposes to avoid duplication of user accounts, and to ensure the transfer of any relevant training history attached to an individual is uploaded onto the correct user profile
• Your full name is stored and used to manage your user profile, including allowing you to access your own learning history, the recording of supervision, appraisal, and monitoring of all other competency’s attached to your job role, and making your training records/bookings visible to specific individuals, such as your manager, LDZ administrators, and faculty
• Your personal email is stored and used as part of the induction process.  Once initiated, personal emails are to be replaced by your nhs.net address
• You gender and ethnicity are stored and used to provide anonymous, summarised data for reporting purposes

Personal information we receive automatically when you interact with LDZ:

• Usage data: LDZ automatically collects information about your use across the system, such as the types of content that you view or engage with, and the features you use and the actions you take
• Analytics: We may use a variety of online analytics products that use cookies to help us analyse how users use our website and enhance your experience when you use the website

Cookies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive.

We use a series of cookies to monitor website speed and usage, as well as to ensure that any preferences you have selected previously are the same when you return to our website i.e. ticking the 'Remember username' box at login.

Where we have used embedded media i.e. YouTube, the suppliers of these services may also set cookies on your device when you view their content on their web pages. These are known as ‘third-party’ cookies.

You may wish to visit www.aboutcookies.org which contains comprehensive information on how to restrict cookies on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies. Please be aware that restricting cookies may impact the functionality of LDZ.

Legal

The lawfulness of processing is established under the General Data Protection Regulation article 6(1)(b) because of a need for you to take part in the training as part of your work.

Retention period

Learning and Development have an obligation to maintain and retain user profile and training data as evidence in accordance with the NHS Records Management Code of Practice.

It is our duty to retain this data for the purposes of incident reporting.  In this instance, we may share your training history, with internal or third-party organisations, such as other NHS Trusts/Health Boards, the General Medial Council, or other NHS government agencies where necessary.  This will be on a legitimate need-to-know basis only.

We will keep personal data for no longer than necessary to fulfil the purposes we collected it for, in accordance with our records management policy and the NHS records retention schedule within the NHS Records Management Code of Practice.

Your responsibilities

It is important that you work with us to ensure that the information we hold about you is accurate and up-to-date.  Please contact us if your personal data we hold on LDZ needs to be updated or corrected.

Terms of use

Modification of terms of use

The CNWL Learning and Development Service reserves the right to change the terms, conditions, and notices under which the LDZ Learning Management System (LMS) is hosted.

Links to third party sites

LDZ may contain links to other websites (‘linked sites’). The linked sites are not under the control of Learning and Development, and are not responsible for the contents of any linked site, including without limitation any link contained in a linked site, or any changes, or updates to a linked site or e-module. LDZ provides these links to you only as a convenience, and the inclusion of any link does not imply endorsement or any association with its operators linked to LDZ.

No unlawful or prohibited use

You may not use LDZ in any manner which could damage, disable, overburden, or impair the LDZ LMS or interfere with any other party’s usage.

Use of communication services

LDZ, in places, offers open forums, and networking plug-ins designed to enable you to communicate with peers and other active users of LDZ.  Accessing these features means you agree to use these communication tools to post, send, receive messages and materials that are proper and related to the particular communication service.

By way of example, and not as a limitation, you agree that when using a communication service, you will not:

• Defame, abuse, harass, stalk, threaten or otherwise violate the legal rights (i.e. rights of privacy) of others
• Publish, post, upload, distribute or disseminate any inappropriate, profane, defamatory, infringing, obscene, indecent or unlawful topic, name, material or information
• Upload files that contain software or other material protected by intellectual property laws, unless you own or control the rights thereto or have received all necessary consents.
• Upload files that contain viruses, corrupted files, or any other similar software or programs that may damage the operation of another’s computer
• Advertise or offer to sell or buy any goods or services for any business purpose, unless such communication service specifically allows such messages
• Conduct or forward surveys, contests, pyramid schemes or chain letters
• Download any file posted by another user of a communication service that you know, or reasonably should know, cannot be legally distributed in such manner
• Falsify or delete any author attributions, legal or other proper notices or proprietary designations or labels of the origin or source of software or other material contained in a file that is uploaded
• Violate any code of conduct or other guidelines which may be applicable for any particular communication feature
• Harvest or otherwise collect information about others, including e-mail addresses, without their consent
• Violate any applicable laws or regulations

Learning and Development reserves the right to review content/materials posted to a communication service and to remove any materials in its sole discretion.

Learning and Development reserves the right to terminate your access to any or all of the communication services at any time without notice for any reason whatsoever.

Learning and Development reserves the right to disclose any information as necessary to satisfy any applicable law, regulation, legal process or governmental request.  This will be done according to the applicable data protection laws. 

Always use caution when giving out any personally identifying information about yourself in any communications. Learning and Development does not control or endorse the content, messages or information found in any communication service and, therefore, Learning and Development specifically disclaims any liability with regard to the communication services and any actions resulting from your participation in any communication service.

Materials uploaded to a communication feature may be subject to posted limitations on usage, reproduction and/or dissemination. You are responsible for adhering to such limitations if you download the materials.

Materials/content added on the LDZ LMS

Learning and Development does not claim ownership of the materials added, posted, uploaded, inputted or submitted onto CNWL’s LDZ LMS.  However, all submissions added to LDZ are potentially visible and accessible to LDZ administrators (dependant on permission levels).

LDZ user suspensions and restrictions

Learning and Development reserves the right, to suspend, terminate, and restrict LDZ access at any time if a user’s access is deemed no longer necessary, poses a security risk to the platform i.e. data breach.

User accounts are automatically suspended upon leaving post.

LDZ admin user accounts are automatically suspended under the following circumstances:

• The LDZ admin no long holds any administrative responsibility to warrant admin access to LDZ
• The LDZ admin has not accessed their account for 180 days plus, or has never logged in to an account created more than 180 days ago

Disclaimer

Content, plug-ins, and workflows hosted on LDZ may include inaccuracies or typographical errors. In this instance, Learning and Development may make improvements and/or changes to the system to fix/edit these inaccuracies/typographical errors.

Data protection

LDZ users processing any personal data must comply with its obligations under the Data Protection Act 2018.