Compliance Guidance Policy – Global Talent Solution

Compliance Guidance

Data Protection Policy and Privacy Notice

1. Introduction

Global Talent Solution recognizes the importance of protecting the privacy and confidentiality of personal information. This Data Protection Policy outlines our commitment to complying with data protection laws and ensuring the secure and lawful processing of personal data.

2. Scope

This policy applies to all personal data processed by Global Talent Solution, including data processed by employees, volunteers, and third-party service providers.

3. Principles of Data Protection

Global Talent Solution is committed to adhering to the following principles:

Lawfulness, Fairness, and Transparency: We will process personal data lawfully, fairly, and in a transparent manner.
Purpose Limitation: Personal data will only be collected for specified, explicit, and legitimate purposes.
Data Minimisation: We will only collect and process data that is necessary for the intended purpose.
Accuracy: We will take reasonable steps to ensure the accuracy of personal data.
Storage Limitation: Personal data will be stored for no longer than necessary for the purposes for which it is processed.
Integrity and Confidentiality: We will implement appropriate security measures to protect personal data from unauthorised access, disclosure, alteration, and destruction.

4. Data Collection and Processing

Global Talent Solution will only collect personal data for specific and legitimate purposes, and individuals will be informed of the purposes for which their data is processed.

Consent will be obtained when required, and individuals have the right to withdraw consent at any time.

Special categories of data will only be processed when necessary and with appropriate safeguards.

5. Data Security

Global Talent Solution will implement technical and organisational measures to ensure the security of personal data.

Access to personal data will be restricted to authorised individuals based on the principle of least privilege.

Data breaches will be promptly assessed, and affected individuals and relevant authorities will be notified where necessary.

6. Data Subject Rights

Individuals have the right to access, rectify, erase, restrict processing, and port their personal data.

Requests to exercise these rights will be handled promptly and in accordance with data protection laws.

7. Data Sharing and Third-Party Processing

Global Talent Solution will only share personal data with third parties when necessary, and appropriate data processing agreements will be in place.

8. International Data Transfers

Personal data transfers to countries outside the European Economic Area (EEA) will only occur with adequate safeguards in place.

9. Privacy by Design and Impact Assessment

Data protection considerations will be integrated into the development of new processes and systems.

Data Protection Impact Assessments (DPIAs) will be conducted for high-risk processing activities.

Privacy Notice – Global Talent Solution

1. Overview

This Privacy Notice provides information on how Global Talent Solution collects, uses, and protects personal data. It applies to individuals interacting with our non-profit organisation, including employees, volunteers, clients, partners, and stakeholders.

2. Categories of Personal Data

The types of personal data we may collect include:

3. Purposes of Processing

We process personal data for the following purposes:

4. Legal Basis for Processing

Our legal bases for processing personal data include:

5. Data Sharing

We may share personal data with:

6. Data Security

Global Talent Solution implements technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, and destruction.

7. Data Retention

We retain personal data for no longer than necessary for the purposes for which it was collected.

8. Individual Rights

Individuals have the right to access, rectify, erase, restrict processing, and port their personal data. Requests to exercise these rights can be made through our Data Protection Officer.

9. Contact Information

For questions or concerns related to data protection or privacy, please contact our Data Protection Officer at support@globaltalentsolutionhub.com.

10. Changes to this Privacy Notice

This Privacy Notice may be updated periodically. The latest version will be available on our website.

By interacting with Global Talent Solution, individuals acknowledge and consent to the processing of their personal data as outlined in this Privacy Notice.

Equality and Diversity Policy

1. Introduction

Global Talent Solution is committed to promoting and upholding the principles of equality and diversity. This policy outlines our dedication to providing an inclusive and supportive environment for all individuals associated with our non-profit organisation, regardless of their background, identity, or characteristics.

2. Scope

This policy applies to all trustees, employees, volunteers, clients, partners, and stakeholders engaged with Global Talent Solution.

3. Commitment to Equality and Diversity

Global Talent Solution is committed to:

Treating all individuals with dignity and respect.
Ensuring equal opportunities in recruitment, training, and career advancement.
Prohibiting discrimination, harassment, or victimisation based on race, colour, nationality, ethnic or national origin, religion or belief, gender, sexual orientation, disability, or age.
Fostering an inclusive culture that values and celebrates diversity.

4. Implementation

All employees and volunteers will receive training on equality and diversity, ensuring awareness and understanding of the policy.

Global Talent Solution will regularly review its policies, procedures, and practices to identify and eliminate potential barriers to equality and diversity.

5. Recruitment and Selection

6. Training and Development

Global Talent Solution is committed to providing equal access to training and development opportunities for all employees and volunteers.

7. Harassment and Bullying

8. Reasonable Adjustments

Global Talent Solution will make reasonable adjustments to ensure that individuals with disabilities are not disadvantaged in their roles or when accessing our services.

9. Monitoring and Reporting

We will monitor and review our equality and diversity practices regularly, reporting on progress and identifying areas for improvement.

10. Complaints Procedure

A clear procedure is in place for individuals to report any breaches of this policy. Complaints will be handled promptly, impartially, and confidentially.

11. Review and Update

This policy will be reviewed annually to ensure its effectiveness and relevance to the objectives of Global Talent Solution.

12. Contact Information

If you have any questions or concerns related to our Equality and Diversity Policy, please contact our Equality and Diversity Officer at support@globaltalentsolutionhub.com.

By adhering to this policy, Global Talent Solution aims to create an environment where everyone feels valued, respected, and able to contribute their best.

Health and Safety Policy

1. Introduction

Global Talent Solution is committed to ensuring the health, safety, and well-being of all individuals associated with our non-profit organisation. This policy outlines our dedication to providing a safe working environment and fostering a culture that prioritises the health and safety of our employees, volunteers, clients, partners, and stakeholders.

2. Responsibilities

The Board of Trustees holds overall responsibility for health and safety within Global Talent Solution.

All employees and volunteers are accountable for their safety and the safety of others.

Managers and supervisors are responsible for implementing and promoting health and safety practices within their areas of control.

3. Risk Assessment

Global Talent Solution will be conducting regular risk assessments to identify and evaluate potential hazards.

Control measures will be implemented to mitigate identified risks.

4. Training and Information

Employees and volunteers will receive appropriate health and safety training to carry out their roles safely.

Information regarding health and safety will be communicated regularly to all individuals associated with Global Talent Solution.

5. Emergency Procedures

Emergency procedures, including evacuation plans, will be established and communicated to all individuals in the organisation.

Regular drills and training will be conducted to ensure preparedness for emergencies.

6. First Aid Provision

First aid facilities will be available, and designated personnel will receive first aid training.

Accident/incident reporting procedures will be in place.

7. Workplace Facilities

Global Talent Solution will provide and maintain safe and healthy working conditions, including suitable workstations and facilities.

8. Fire Safety

Fire risk assessments will be conducted, and fire safety measures will be implemented.

Fire safety training will be provided to all employees and volunteers.

9. Personal Protective Equipment (PPE)

PPE will be provided where necessary to protect individuals from identified risks.

Proper training on the use and maintenance of PPE will be provided.

10. Health and Well-being

Global Talent Solution recognises the importance of mental health and well-being.

Support mechanisms, including access to counselling services, will be made available.

11. Reporting Incidents and Concerns

All accidents, incidents, and near misses must be reported promptly.

A system for reporting health and safety concerns will be in place.

12. Review and Continuous Improvement

This policy will be reviewed regularly to ensure its effectiveness and relevance.

Feedback from incidents, near misses, and individuals will be used to enhance health and safety practices.

13. Contact Information

If you have any questions or concerns related to our Health and Safety Policy, please contact our Health and Safety Officer at support@globaltalentsolutionhub.com.

By adhering to this policy, Global Talent Solution aims to create a secure and healthy environment, promoting the well-being of everyone associated with the organisation.

Examination Policy/Procedures

1. Introduction

Global Talent Solution is dedicated to maintaining a fair, transparent, and secure examination process for individuals engaged in our educational programs. This policy outlines the principles and procedures governing examinations within our non-profit organisation, emphasising integrity, equality, and the promotion of a positive learning environment.

2. Examination Development

Purpose: Examinations are designed to assess the knowledge, skills, and understanding of individuals participating in our educational programs.
Validity and Reliability: Examination content is developed to ensure its relevance to the learning objectives and the reliability of assessment results.
Diversity and Inclusion: Efforts are made to create examinations that are inclusive and considerate of diverse backgrounds and learning styles.

3. Examination Administration

Scheduling: Examinations will be scheduled to minimise conflicts and provide ample time for preparation.
Supervision: Examinations will be conducted under the supervision of authorised personnel to maintain the integrity of the process.
Accommodations: Reasonable accommodations will be provided for individuals with documented disabilities or specific needs, ensuring equal access to the examination.

4. Examination Security

Confidentiality: All examination materials and related information will be treated with the utmost confidentiality.
Storage: Secure storage and access control measures will be implemented to prevent unauthorised access to examination materials.
Distribution: Examination papers will be distributed securely to authorised personnel only.

5. Examination Integrity

6. Examination Review

7. Results and Grading

8. Continuous Improvement

9. Compliance with Regulations

10. Communication

11. Contact Information

For any inquiries or concerns related to the Examination Policy/Procedures, please contact our Examination Coordinator at support@globaltalentsolutionhub.com.

This policy is subject to periodic review to ensure its effectiveness and relevance to the educational objectives of Global Talent Solution.

GDPR Policy

1. Introduction

Global Talent Solution is committed to ensuring the protection of individuals’ personal data and complying with the General Data Protection Regulation (GDPR). This policy outlines our approach to data protection, our commitment to transparency, and our responsibilities in handling personal information within our non-profit organisation.

2. Scope

This policy applies to all personal data processed by Global Talent Solution, including data related to employees, volunteers, clients, partners, and stakeholders.

3. Principles of Data Protection

This policy applies to all personal data processed by Global Talent Solution, including data related to employees, volunteers, clients, partners, and stakeholders.

Purpose Limitation: Personal data will be collected for specified, explicit, and legitimate purposes, and will not be further processed in a manner incompatible with those purposes.
Data Minimisation: We will collect only the personal data that is necessary for the intended purpose.
Accuracy: We will take reasonable steps to ensure the accuracy of personal data and update it when necessary.
Storage Limitation: Personal data will be stored for no longer than necessary for the purposes for which it is processed.
Integrity and Confidentiality: Appropriate technical and organisational measures will be implemented to ensure the security and confidentiality of personal data.

4. Data Collection and Consent

5. Data Security

Security Measures: Global Talent Solution will implement technical and organisational measures to ensure the security of personal data.
Access Control: Access to personal data will be restricted to authorised individuals based on the principle of least privilege.
Data Breach Response: Procedures are in place to detect, report, and investigate any personal data breaches promptly.

6. Individual Rights

Access and Rectification: Individuals have the right to access their personal data and request corrections.
Erasure and Restriction: Individuals have the right to request the erasure or restriction of their personal data under certain circumstances.
Data Portability: Individuals have the right to receive their personal data in a structured, commonly used, and machine-readable format.

7. Data Sharing and Third-Party Processing

8. Data Protection Officer (DPO)

9. Training and Awareness

10. Records of Processing Activities

11. Data Impact Assessments

Data Protection Impact Assessments (DPIAs) will be conducted for high-risk processing activities.

12. Review and Continuous Improvement

This policy will be reviewed periodically to ensure its effectiveness and compliance with GDPR requirements.

13. Contact Information

For any inquiries or concerns related to GDPR compliance, please contact our Data Protection Officer at support@globaltalentsolutionhub.com.

Global Talent Solution is committed to maintaining the highest standards of data protection and privacy in accordance with GDPR.

Complaints & Appeals Policy

1. Introduction

Global Talent Solution is dedicated to maintaining a high standard of service in our capacity as a non-profit organisation. This policy outlines the procedures for addressing complaints and appeals in a fair, transparent, and timely manner. We encourage open communication and value feedback to enhance our services.

2. Definitions

3. Contact Information

Our primary mode of communication for complaints and appeals is through email. You can reach our support team at:

Email: support@globaltalentsolutionhub.com.

4. Working Hours

Our support team is available during the following hours:

Days: Monday to Friday

Hours: 9:00 AM to 5:00 PM (GMT)

5. Response Time

We aim to resolve queries within 14 business days from the date of receipt. If, for any reason, a resolution is not possible within this timeframe, we will communicate the status of the investigation and provide an estimated timeframe for resolution.

6. Submission of Complaints and Appeals

All complaints and appeals should be submitted via email to support@globaltalentsolutionhub.com. Ensure that the subject line clearly indicates whether it is a “Complaint” or “Appeal.”

7. Procedure for Handling Complaints and Appeals

Upon receiving a complaint or appeal, Global Talent Solution will acknowledge receipt within three business days.

An assigned representative will conduct an impartial investigation, considering all relevant information.

The complainant or appellant will be informed of the outcome and any actions taken to address the issue.

8. Confidentiality

All information related to complaints and appeals will be treated with utmost confidentiality. Only individuals directly involved in the resolution process will have access to the information.

9. Review and Improvement

Global Talent Solution is committed to continuous improvement. Feedback from complaints and appeals will be used to enhance our services and prevent the recurrence of similar issues.

10. Contact Information for Escalation

If the resolution provided is unsatisfactory, or if you have additional concerns, you may contact our escalation team at support@globaltalentsolutionhub.com.

This policy is subject to periodic review to ensure its effectiveness and relevance to the needs of Global Talent Solution and its stakeholders.

Malpractice Policy

What is Malpractice?

Malpractice is any deliberate activity, neglect, default or other practice that compromises the integrity of the assessment or examination process and/or the validity of certificates. For the purpose of this procedure this term also covers misconduct and forms of unnecessary discrimination or bias towards certain or groups of learners.

Candidate Malpractice

Examples of candidate malpractice include:

Plagiarism – failure to acknowledge sources properly and/or the submission of another person’s work as if it were the candidate’s own
Collusion with others when an assessment must be completed by individual candidates
Copying from another candidate (including using any software to do so)
Personation – pretending to be someone else
Inclusion of inappropriate, offensive, discriminatory or obscene material in assessment material
Frivolous content – producing content that is unrelated to the assessment
Unauthorised aids – physical possession of unauthorised material (including mobile phones, MPs players, notes, etc) during the internal assessment
Inappropriate behaviour during an internal assessment that causes disruption to others. This includes shouting and/or aggressive behaviour or language

Centre Malpractice

Examples of centre malpractice include:

Misuse of assessments, including repeated re-assessment contrary to requirements, or inappropriate adjustments to assessment decisions
Insecure storage of assessment instruments and marking guidance
Failure to comply with requirements for accurate and safe retention of candidate evidence, assessment and internal verification records
Failure to comply with SQA’s procedures for managing and transferring accurate candidate data
Excessive direction from assessors/trainers to candidates on how to meet national standards
Deliberate falsification of records in order to claim certificates

What is Maladministration?

Maladministration is any activity or practice which results in non-compliance with administrative regulations and requirements and includes the application of persistent mistakes or poor administration.

Process for Making an Allegation of Malpractice or Maladministration

Malpractice/maladministration may be discovered or suspected by Global Talent Solution staff or by others involved in our qualifications, including learners. Anybody who identifies or is made aware of suspected or actual cases of malpractice or maladministration at any time must immediately report the information to the authorities verbally or by email. To fully investigate any report, as much as possible of the following information should be provided in writing:

Learner’s name
Trainer/Invigilator details (name, job role) if they are involved
Title of the training course/qualification affected or nature of the service affected
Date(s) suspected or actual malpractice occurred
Full nature of the suspected or actual malpractice
Date of the report and the informant’s name, position and signature

Reporting Suspected Malpractice During a Licensed Trade Qualification Exam

Identified by Centre Staff

Physical possession of unauthorised material – must be told discreetly, to stop and, if applicable, to hand over the unauthorised aid. The candidate can be permitted to resume the paper.
Inappropriate behaviour – must be told to stop and warned that failure to do so will lead to their removal from the room, which may result in cancellation of the entry for their course
An Invigilator Incident Report Form must be completed and sent to SQA along with the Marker’s Report
The candidate must not be certificated until the incident has been investigated and a decision has been reach

Identified by Candidates

Confidentiality

Sometimes a person making an allegation of malpractice or maladministration may wish to remain anonymous. However, it is always preferable to reveal your identity and contact details to us, and if you are concerned about possible adverse consequences, request us not to divulge your identity. While we are prepared to investigate issues which are reported to us anonymously, we shall always try to confirm an allegation by means of a separate investigation before taking up the matter with those to whom the allegation relates.

Responsibility for the Investigation

All suspected cases of maladministration and/or malpractice will be examined in accordance with the Awarding Body’s requirements. Investigations will be carried out by the authorities and may include:

Global Talent Solution will agree the appropriate course of remedial action with the Awarding Body and in exceptional cases, the Awarding Body may lead the investigation. Where Global Talent Solution believes the allegation may affect another Awarding Body, we will inform them in accordance with the regulatory requirements.

Investigation Timelines and Process

Global Talent Solution aims to action and resolve all stages of the investigation within one month of receipt of the allegation. Please note that in some cases the investigation may take longer; for example, if a centre visit is required. In such instances, we’ll advise all parties concerned of the likely revised timescale. We expect all parties, who are either directly or indirectly involved in the investigation, to fully cooperate with us. Where a member of Global Talent Solution’s staff is under investigation we may suspend them until the investigation is complete.

Investigation Report

After an investigation, the authorities will produce a draft report for the parties concerned to check the factual accuracy. Any subsequent amendments will be agreed between the parties concerned and ourselves. We shall make the final report available to the parties concerned and to the Awarding Bodies. If it was an independent person or organisation that notified us of the suspected or actual case of malpractice, we shall also inform them of the outcome, normally within 10 working days of making our decision. In doing so we may withhold some details if to disclose such information would breach a duty of confidentiality or any other legal duty. If there has been an internal investigation against a member of our staff the report will be agreed by the authorities and an HR consultant and appropriate internal procedures will be applied.

If the malpractice involves a criminal act, the matter will be reported to the police.

Actions and Sanctions if Malpractice is Proven

After investigation, those cases of malpractice and/or maladministration which are proven the following actions may be taken:

Staff Malpractice

Candidate Malpractice

Investigation Outcomes

At the end of any investigation Global Talent Solution will review the issues raised, record any lessons learned from the investigation and update policies and procedures as necessary with the aim of preventing further maladministration or malpractice. If any party wishes to appeal any decision relating to action to be taken against a learner or centre following a malpractice or maladministration investigation, please refer to the Awarding Body’s Appeals Procedure.

Record Retention

All records of investigations of suspected malpractice and the outcomes of these will be kept following SQA requirements:

Where an investigation of suspected malpractice is carried out, Global Talent Solution will retain related records and documentation for three years for non-regulated qualifications and six years for regulated qualifications. Records to be included will be any work of the candidate, assessment, examination and verification records relevant to the investigation.
In the case of appeal to SQA against the outcome of a malpractice investigation, assessment and examination records will be maintained for six years.
In an investigation involving a potential criminal prosecution or civil claims, records and documentation will be retained for six years after the case and any appeal has been heard. If Global Talent Solution is in doubt about whether criminal or civil proceedings will take place, it will keep records for the full six-year period.

Internal Quality Assurance Policy

Scope of the Policy

This policy is provided for Global Talent Solution customers, learners and staff members who are using or delivering courses and qualifications offered by Global Talent Solution.

Review arrangements

Global Talent Solution will review this policy annually in line with self-assessment arrangements. This policy will also be revised as and when necessary, in response to customer and learner feedback, or good practice guidance issued by an awarding organisation or other regulatory body.

Location of the Policy

This policy is available for all staff members, third parties and learners to access.

Communication of the Policy

Every staff member involved in the management, delivery, assessment and quality assurance of qualifications offered by Global Talent Solution, shall be made aware of this policy during their induction period of employment. Learners undertaking Global Talent Solution qualifications shall be informed of this policy during their induction process.

Policy Statement

Internal Quality Assurance (IQA) is concerned with monitoring the learner journey throughout their time undertaking a qualification at Global Talent Solution.

IQA involves monitoring the training and assessment activities and the quality of work learners produce, in terms of meeting the correct grading criteria. Internal quality assurance helps to ensure that assessment and IQA activities are valid, authentic, sufficient, fair and reliable.

Internal quality assurance measures the quality, delivery, processes, procedures and learner achievements.

Statement of Principles

Key concepts and principles of internal quality assurance of assessment include:-

ensuring quality standards throughout the learner journey
ensuring accuracy and consistency of assessment decisions made by assessors
identifying issues and trends that develop
supporting and developing assessors and tutors
ensuring accountability for assessment decisions and quality standards, awarding body procedures and policies are maintained
ensuring achievement made by learners and judged by assessors is recognised and meets the grading criteria
ensuring the correct and appropriate assessment strategies are used by assessors
ensuring the confidentiality of the learner and provider are maintained at all times
ensuring sampling both interim and summative is occurring

Internal quality assurance principles include; ensuring standardisation activities take place, assessment decisions embrace inclusion, equality is promoted with learners and the diversity of learners is valued by all staff. It ensures that fairness is apparent in all assessment decisions and that there are auditable records to show this.

Other principles include maintaining health and safety practices, such as risk assessments. Also ensuring all staff have access to training and CPD, that assessors and staff members are motivated and that clear communication takes place regularly.

IQA Activities

Global Talent Solution will undertake sampling of assessment judgements in line with the sampling plans in place for all qualifications offered.

Sampling may take place formatively.

All completed qualifications will be formatively sampled.

An assessor will receive a sampling report within three days of submitting a learner portfolio for sampling.Any disagreements with an IQAs findings will be reviewed by the Board of Global Talent Solution, who will have the final say on any judgements.

Sampling plans will identify learners, assessors and the assessment criteria to be sampled. Sampling activities will meet the requirements of the awarding organisations Global Talent Solution are approved with.

Standardisation activities will be undertaken regularly (at least every eight weeks) with IQAs, Assessors, Trainers and relevant line managers present. Standardisation activities will meet the requirements of the awarding organisations Global Talent Solution are approved with.

All meetings will have a set agenda and minutes shall be produced and disseminated to all relevant staff members.

Example Standardisation Meeting Agenda:

Actions from previous standardisation meetings
Resources, H&S, E&D issues
Progression and achievement of learners
Examples of learners work to standardise
Good practice from assessors
Areas for improvements
Internal quality assurance reports
External quality assurance reports
AO and qualification updates

Observations of staff members will be determined by a yearly cycle, with all training and assessing staff members receiving a minimum of two observations per year. All staff members will be required to be observed at grade two or above. Action plans and support will be in place for any staff members identified as ‘requiring improvement’.

All observations will be documented and moderated.

All Global Talent Solution staff members will receive access to regular, continuous professional development (CPD) and shall be encouraged to undertake reflective practice.

Learner feedback shall be collected through surveys, focus groups and comments, complaints and compliments cards. Learner feedback will be regularly obtained and analysed and improvements shall be highlighted and implemented across the organisation, where required.

All documents relating to IQA activities will be held securely, in line with Data Protection and confidentiality requirements. Access will be granted to all relevant awarding organisations to any assessment documents and related materials.