GDPR support for centres

In order to strengthen the security of the data we process we would like to work with our centres to ensure that relevant documents which are sent to us for review via email are password protected.

By password protecting documents which contain personal data or sensitive personal data we can fortify our GDPR compliance effort and that of our centres.

We ask that documents containing personal data or sensitive personal data must be password protected before being sent to us:

Personal data: This is data, including expressions of opinion, which relates to a living individual who can be identified from the data alone or from that data along with other information which you are in possession of or come into the possession of.  Common examples of personal data include:

  • Names
  • Dates of birth
  • Addresses
  • Telephone numbers
  • Email addresses

Sensitive personal data: This is personal data consisting of information, which is inclusive of, but not limited to; political opinions, religious or other beliefs, racial or ethnic origin, trade union memberships, health conditions and criminal investigations or offences. Common examples of personal data include:

  • Health records
  • Medical reports
  • Hospital records
  • Criminal records

To support centres, and in order to put this request into context, please find below a non-exhaustive list of documents which require password protecting, should they be sent to us via email:

Assessment Evidence: e.g. Reports, Witness Testimonies, Discussion Evidence and Reflective Diaries

Assessor Tracking Documents


CPD Records


Enrolment Forms

IQA Tracking Documents


IQA Feedback Reports

Learner Assessment Plans

Learner Claim Forms

Learner Feedback Reports

Learner Progress Reports

Learner Registration Details

Learner Sample Lists

Minutes of Team and Standardisation Meetings

Placement Logs