Defra SPS Training – Terms & Privacy

Terms of Use and Privacy Policy for the Defra SPS Training online Learning Platform

Terms of Use

  • My use of this Learning Platform shall comply with the published usage Policies of Defra or the organisation for which I work.
  • My use of the Learning Platform will be monitored and/or recorded for lawful purposes. This is to ensure that these services are used appropriately and are not abused.
  • Logs/data recorded through the above monitoring may be used in the process of an investigation.
  • I shall not
    • Attempt to access someone else’s account.
    • Attempt to disable measures that are in place to prevent unauthorised disclosure of information.
    • Attempt to bypass or subvert system security controls or to use them for any purpose other than that intended.  
    • Access, view, copy or otherwise manage information that I understand I should not access. Any such access should be reported immediately. 
    • Attempt to use or copy course content for my own or third party use, unless explicit permission has been granted by Defra.

Privacy Policy

Privacy notice – Training for Port Health Authority Staff on Official Controls at Border Inspection Posts 

Who is collecting your personal data?

The Controller of your personal data is the Department for Environment, Food and Rural Affairs (Defra). The personal data is managed by the Biosecurity, Borders and Trade Programme (BBTP) (Imports of Animals and Animal Products team) within Defra.

Defra is committed to the responsible handling and security of personal data. Your privacy is important to us and protected in law through the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and/or the Law Enforcement Directive.

Details of our Personal Information Charter can be found at:

What data are we collecting, and why?

We collect, store and use the following categories of personal information about you:

  • Personal contact details: such as first and last name and work email address.
  • Project launches – to gather insights into links between number of launches and passes/failures/non-completion.
  • UK Country, Organisation Type and Role (if you consent to this) – this provides insights into trends within delivery areas which could affect the adaption of existing course materials and the design of future courses.
  • Device type – this provides insights for us to adapt and improve future course design by understanding learner preferences in chosen device to access learning. Names and email addresses are removed from any analysis
  • Questions answered, project completions and passes/failures (where a pass mark is set) – this provides evidence individuals have been briefed on their responsibilities within the scope of the training subject.
  • All activities – to gather insights into screens (content) that have or have not been accessed, completed, abandoned etc. in order to identify adaptions to course materials and to improve future course design.  Names are not required.
  • Personal data will only be shared when there is a legal basis to do so, for example Health and Safety Executive Incident Investigation.  Should data be requested for a non-legal basis, all personal data will be removed.

Defra is processing personal data due to the public interest to safeguard public and animal health, maintain food chain supply and support UK economy. Staff carrying out Official Controls at Border Control Posts are required to complete this learning and demonstrate they have passed the assessment mark. 

What is our legal basis for processing your data?

Your personal data is being collected and used under Article 6(f) of the GDPR: “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

The legitimate interest for Defra is to meet the training needs for staff carry out Official Controls on imports of animal products at Border Control Posts (BCPs). 

What will we do with your data?

Defra uses third parties to provide training (as our processors), and so your data will be collected by and shared with these parties for the purpose of providing you with the training you have agreed to, and the background analysis described above.

We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime. We will also only share information when necessary to meet the statutory requirements of the Environmental Information Regulations 2004 and the Freedom of Information Act 2000.

No other data will be shared or disclosed to any other party without your explicit consent.  We will not: sell or rent your data to third parties; or share your data with third parties for marketing purposes.

The data you provide will remain in the UK, and will not be transferred outside the European Economic Area.

How long will we keep your data?

Defra’s data retention policy requires the department to keep your learning records for 7 years.  

Who can you contact on data protection issues?

Defra’s Data Protection Manager can be contacted with any questions about how we are using your personal data and your associated rights at:

Address: Data Protection Manager, Data Protection Team, Department for Environment, Food and Rural Affairs, Area 1E, Nobel House, 17 Smith Square, London, SW1P 3JR.   Email:

The Data Protection Officer responsible for monitoring that Defra is meeting the requirements of the legislation is available at:

Address: Defra Group Data Protection Officer, Department for Environment, Food and Rural Affairs, SW Quarter, 2nd floor, Seacole Block, 2 Marsham Street, London SW1P 4DF.  Email:

What are your rights?

A list of your rights under the General Data Protection Regulation, the Data Protection Act 2018 (DPA 2018), is accessible at:

You also have the right to lodge a complaint with the ICO (supervisory authority) at any time. Should you wish to exercise that right full details are available at: