Privacy notice — McSport Academy

What is recorded

McSport Academy is an internal training system for McSport staff. When you use it, it records:

• Your name and work email address, from your Microsoft work account when you sign in.
• The training assigned to you, and its due dates.
• Which lessons and SOPs you open, and how long you spend reading them.
• Your test attempts and scores, including failed attempts. Practice runs are labelled as practice and don't count for or against you.
• Manager unlocks after a lockout, together with the manager's recorded reason.
• Practical sign-offs, observations, and inspection results recorded about your work, including any photos attached to them.
• Tasks assigned to you and the proof (such as photos) you submit when completing them.
• Which announcements you've read and acknowledged.
• Certificates you earn, and their expiry dates.
• An append-only audit log of meaningful actions in the system (who did what, and when).

The system does not currently record how long a test takes you — that measurement is switched off.

Why we record it

Training records exist so McSport can show — to ourselves, our insurers, and anyone entitled to ask — that people were trained before doing safety-relevant work:

• Safety — proof that nobody operates equipment or runs a procedure they haven't been trained and signed off on.
• Insurance & compliance — evidence of training in the event of an incident, claim, or audit.
• Audit — a reliable record of who completed what, and when, that can't be quietly edited.
• Support — so managers can see who needs help with what, rather than guessing.

[FOR LEGAL/HR REVIEW — the lawful basis for this processing under data-protection law has not been confirmed and is deliberately not stated here. HR/legal to confirm and insert.]

Who can see it

• You can see your own training record, attempts, and certificates.
• Your manager can see the training records of the people in the department(s) they manage.
• Platform administrators can see all records, and the audit log.
• Training editors can see course content and question banks, not personal records outside their remit.

[FOR LEGAL/HR REVIEW — confirm whether HR and any third parties (e.g. insurers, auditors) receive records, and under what circumstances, before publishing.]

How long it is kept

[FOR LEGAL/HR REVIEW — retention periods have not been decided and are deliberately not stated. HR/legal to set retention for training records, audit logs, photos, and leavers' data, and to sign this section off before publication.]

Questions

Ask your manager first, or contact HR. [FOR LEGAL/HR REVIEW — insert the named contact/DPO and email address here.]