Training sector and GDPR

Find out how to protect your learners' personal data through training and GDPR , as well as our comprehensive guide to GDPR compliance for training companies and organizations.

In the field of training, where personal data is systematically collected and processed, GDPR compliance is essential to protect learners' privacy.

Here are the important steps to GDPR compliance in the training industry.

5 Key points for compliance in the field of training

Make sure your tools comply with GDPR rules

The first key point is to ensure that all the training tools you use, whether commercially available or developed in-house, comply with the GDPR's data protection principles. This means that training tools must be designed to ensure the security of personal data collected and processed.

Data must be collected in a clear and transparent manner. In addition, learners must give their explicit consent before personal data is collected or processed.

If the tool comes from the market, it's vital to check its compliance with the GDPR and the provider's compliance. After all, they have access to your data and are therefore your processors.

If the tool is developed in-house, it is important to carry out an audit (or privacy by design) to ensure that the tool is compliant.

For GDPR and CNIL (National Commission for Information Technology and Civil Liberties) you are a processor and DPA is mandatory

The second key point concerns outsourcing. By training people to work in a company, you become a processor within the meaning of the GDPR. It therefore becomes mandatory to include the mentions in your GST.

This certifies the Accountability of the data processed. You'll have to deal with clients audits and documents to fill in. This is the second key point for its compliance. the GDPR is a subject that can speed up or slow down business.

✨ It's important to have GDPR subcontracting agreements with all processors involved in training. This includes service providers such as e-learning platform providers, cloud service providers, software publishers, marketing companies and recruitment agencies.

Subcontracting agreements must specify the purposes for which personal data is collected and processed.

Commercial prospecting: comply with GDPR rules

The third key point is this: Compliance with the regulation requires respect for the rules on commercial prospecting. This includes obtaining the explicit consent of individuals before sending commercial prospecting messages.

Training companies must obtain the explicit consent of learners before including them on their mailing lists or sending them prospecting messages.

Learners must also be able to unsubscribe at any time.

For more information about GDPR and commercial prospecting, check out our guide here.

✒️ Become HR and raise awareness among your teams

To meet the fourth key point and to be compliant with the regulation, HR processesmust maintain compliance with the GDPR, particularly with regard to employees' personal data.

Training companies must ensure that the personal data of employees and learners is collected and processed in accordance with regulations. Employees and learners must be informed of the data collected, its Purpose and their rights in terms of data protection.

What's more, to avoid a data leak or breach, you need to educate your employees so that they too comply with the GDPR, but at their level. In practical terms, this means deleting candidates' CVs from the computer desktop after 3 years, or saving every document or file on a cloud. ☁️

Make sure your technical providers are GDPR compliant

The fifth key point is to ensure the security of personal data. It is imperative to ensure GDPR compliance of all providers who process clients and employee data.

Training companies must ensure that external service providers and suppliers who process their clients ' personal data comply with GDPR rules.

Training companies must ensure that providers have all the necessary measures in place to comply with the GDPR and protect personal information.

Example of a company in the training sector

Mehdi Saoud

Chief Financial Officer | Livementor

< En tant qu’organisme de formation , nous sommes ravis (et désormais sereins) concernant l’accompagnement de DIPEEO au sujet de notre mise en conformité RGPD.
La thématique n’est pourtant pas simple de premier abord, mais la plateforme DIPEEO et l’accompagnement complémentaire de qualité rend le chantier agréable.
Nous ne pouvons que recommander. >

‍ Livementor is an online training platform offering a variety of professional training courses and programs. It also offers personalized coaching services to help learners achieve their professional goals.

It processes sensitive personal data of its learners, such as names, e-mail addresses, IP addresses and payment information. Data is collected when learners register for online courses, when they use the platform and personalized coaching services, and when they purchase online courses.

By complying with the GDPR, Livementor has been able to ensure its learners' privacy and the security of their personal data, boosting clients confidence and enhancing its reputation as a reliable e-learning service provider.

3 main benefits of GDPR compliance

Win tenders by complying with regulations

Many companies are looking for service providers that are GDPR compliant. By becoming GDPR, training companies can gain a competitive edge by being seen as trusted service providers that meet privacy standards. Indeed, some providers require compliance with the regulation!

By complying with the GDPR, training companies can avoid potentially costly sanctions and fines. Indeed, the CNIL (National Commission for Information Technology and Civil Liberties) ) can impose fines of up to €20 million or 4% of worldwide annual sales, whichever is higher.

Training companies that fail to comply with GDPR rules may also face damage claims from learners whose data has been compromised. GDPR compliance can therefore also help avoid these significant financial risks.

Reduce the risk of data leakage and data breaches

Training companies often process sensitive personal data such as names, email addresses and payment information. Non-compliance with the GDPR can lead to data leaks and breaches of learner privacy , which can have significant financial and reputational consequences for the company.

GDPR compliance can help reduce these risks.

Enhance corporate reputation and build confidence among learners and clients

GDPR compliance can help boost a company's reputation for privacy and data security. Training companies that comply with privacy standards can be seen as responsible businesses that care about the privacy of their learners.

What's more, it also boosts their learners' confidence when it comes to privacy and data security. Learners are increasingly aware of the importance of protecting their personal data, and are looking for training companies that take this issue seriously. ✨