Data Protection

You can view the consent records for learners by clicking the Consent tab in the left-hand pane.

This will open the Consent tab, with the Consents grid displaying a list of consents populated from the active consent types set up in the Consent Types reference data.

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You can control whether current or all consents given by a learner are displayed in the Consents grid, by selecting one of the following consent filter options:

• Current - displays active consent types (this is the default option)

• All - displays active and inactive (that is: where a learner has given their consent to a consent type that was made inactive in Reference Data) consent types

Note: A learner can edit and/or withdraw their consent from an inactive consent record, however they cannot reapply their consent to an inactive consent record.

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Note: Learners can also provide consent to the use of their data during the application and enrolment process in ebs: ontrack Learner Hub.

To manage a learner's consents:

1. Select the required consent in the Consents grid.

2. Enter whether the learner provides consent for that consent type in the Consent Details section.

   

The fields in the Consent Details section are described in the following table.

This field	Holds this information...
Consent Given	Whether the learner provides consent for the selected consent type. This is set to N by default and all other fields are read-only until consent is given. Withdrawing consent from a consent type will result in the record and the associated consent data being transferred to the CONSENTS_HISTORY table when: Consent is given Edits are made to a consent Consent is withdrawn
Description	The description of the consent type populated from the Consent Types reference data (read-only).
Effective From	The date the consent is given. This defaults to the current system date when the Consent Given check box is selected and is mandatory. Click the Calendar button to display the calendar, where a different date can be selected if required. Note: Withdrawing consent will update the effective date to the current system date but can be edited before being saved. The effective date of a consent cannot be prior to the date that consent was given.
Consent Source	The consent source. This defaults to the value set in the Default consent source for learner module on the Ontrack Learner screen. Note: This field is mandatory when the Consent Given check box is selected. You can select a different consent source from the drop-down list which is populated from the Consent Sources reference data.
Consent Source Note	Additional information regarding the consent source.
Contact By	The contact methods the learner has agreed are acceptable to be contacted by. Click the Search button and select a contact type from the list populated from the Data Protection Contact Types reference data. Note: At least one contact method must be selected if the Contact Methods check box is set for the consent type in the Consent Types reference data.
Confirmed	Whether the learner is old enough to provide consent.
Consent Wording	The wording of the consent type is populated from the Consent Types reference data (read-only).

3. Click Save.

   The learner consent is saved.

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You can export learner data in the Learner module (that is: if a learner requests to view their data).

To export learner data:

1. Select the required learner, and then click the Learner Export button on the Learner ribbon.

   

   The Browse For Folder window is displayed.

   

2. Select the required folder where you want to store the .csv files and additional documents (for example: reports, letters and emails stored for the learner) containing the learner data, and then click OK.

   The Export Data window is displayed showing the progress of the learner data being exported.

   

   When the export is completed, the Export Data window will display the following.

   

3. Click Close.

   The learner data is exported to the selected folder, with separate .csv files stored in a folder for each of the tables that reference the person code of the learner whose data is being exported. Each .csv file will contain all the fields in the table exported, including notes added for the learner. Column descriptions are also provided for key learner information instead of codes to ensure it is understandable. The additional documents exported for a learner are also extracted into a separate folder.

   Note: The data exported for a particular learner does not contain references to other individuals including staff, other learners and doctors.

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