B10.4 Record keeping Where RYA training leads to a certificate that must be registered online:
For certificates that are required to be registered online there is no requirement to keep a local record. You may keep records for your own business purposes but, if you decide to do so, you should make this clear to students in your privacy policy or notice.
The following statement, or similar, must be included at the time you collect the students’ data and/or in your privacy policy:
“On successful completion of your [insert course you deliver in this category] course your name, contact details, date of birth, certificate number and date of issue will be shared with the RYA through a secure web portal or
www.rya.org.uk . The data will be stored on the RYA’s central database. This information allows the RYA to record your qualification, to update any records they may hold for you, and to verify or replace your certificate if required. For further information on how the RYA will deal with your data, please see the RYA’s privacy policy.
Where an RYA certificate is issued which is not required to be registered online:
The RTC will keep records of certificates issued and a copy of the relevant booking terms and conditions. A record of certificates issued should be held for verification of lost certificates. It is recommended that records be kept for a period of up to seven years. Students should be made aware the fact that their certificate details will be retained at the centre, and for how long. If a candidate does not wish their details to be stored then you should honour their request. However the candidate should be made aware that neither your centre nor the RYA will be able to replace or verify their certificate in the future.
The following statement, or similar, must be included at the time you collect the students’ data and/or in your privacy policy:
“On successful completion of your [insert course you deliver in this category] course name, certificate number and date of issue will be stored for up to [insert number of years]. This information allows us to verify or replace your certificate if required.”
B10.5 Registering certificates with the RYA
Where stated for specific courses in the Practical Centres section, certificates must be registered online. Registration of these certificates is a central part of the RYA’s anti-fraud measures and verification of a certificate’s validity.
Every effort must be made to ensure that students’ personal data entered in the registration system is accurate and up to date.
Until a certificate has been registered online, the holder’s details completed in full on the certificate, the photo applied, and laminate sealed, the certificate is not valid.
Only certificates purchased by the issuing RTC can be registered.
Certificates can only be registered online by a person holding the relationship with their training centre of Principal, Primary Contact or Certificate Administrator. The relevant person must use their personal web login to access the Certificate Registration Hub.
Issued 21/06/2024. Information correct at time of publication. 48
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