Your training record: how Assisted Lives uses your information

What we keep about you

• Who you are: your name, work email, branch, role and staff type. These come from Assisted Lives' Microsoft 365 or staff records.
• Your training: which courses you have started and finished, when, how long you spent, your assessment scores, and the certificates you have earned.
• Classroom training: sessions you book or are booked on, and whether you attended.
• Policies: which version of each policy you confirmed you have read, and when. If a policy asks for a signature, we keep the signature image with that confirmation.
• Whether you have opened a policy: the date you first opened each version. Only you see this, as “Read” or “Not read yet” on your own policy list. Managers, reports and exports never show it. Managers see only whether you have confirmed a policy.
• Feedback you send: what you write when you report a problem or send an idea or a concern, and the page you sent it from.
• Technical records: sign-in and security logs, and basic records of which pages were used, kept to run the system safely.

We do not keep anything about the people we support, your health, or your pay.

Why we keep it

To make sure every member of staff has the training and policies their role needs, to show the Care Quality Commission that staff are trained (as the law requires of care providers), and to keep the system secure. Assisted Lives relies on its legal obligations as a regulated care provider and on its legitimate interests in running training. It does not rely on your consent, because this training is part of your job.

Who can see it

• You can see your own training, certificates, bookings, policies and feedback.
• Your branch manager and the training team can see your training status, certificates and policy confirmations, including a signature image, to keep the branch compliant.
• Course reviewers named by Assisted Lives can see feedback left on the courses they review.
• Automancer runs the system for Assisted Lives and can access it to support and fix it.

Services the system uses, each only for its part:

• Hetzner, servers in Germany: stores everything above.
• Cloudflare: connects you to the system, plays course videos and hosts the course activities. It sees normal web traffic, such as your device's address and browser, but not your training record. Videos are played without your name.
• Microsoft: office staff sign in with their Assisted Lives Microsoft account.
• Resend: sends emails, such as the sign-in link support workers use.
• Sentry: receives technical error reports when something breaks. It is set up not to collect your personal details.
• Tailscale: the secure connection Automancer uses to look after the server.

How long we keep it

• Your training and policy records: for as long as you work for Assisted Lives, then 6 years, so Assisted Lives can show what training was in place.
• Reminder email records: 12 months.
• Security logs: 12 months.

Your rights

• You can ask to see the information the system holds about you, and ask for anything wrong to be corrected.
• Where Assisted Lives relies on its legitimate interests, you can object to that use of your information. Assisted Lives will consider your objection, and stop unless it has a strong reason to continue, such as a legal duty to show staff are trained.
• You can complain to the Information Commissioner's Office (ico.org.uk) if you are unhappy with how your information is handled. Please talk to us first, if you can.

If you have a question about your information, contact Ahmar Mohammad: [email protected]