Privacy notices

Registers (attendance)

We collect your name and attendance to confirm course participation and for safety/quality records. We do not use register details to contact you directly. Registers may be shared with your employer, but not with other organisations. Registers may be used to help create an assessment matrix. If we must share for external audit, we will anonymise the data wherever possible. Your name will be held on record for six (6) years and then deleted for audit and certification verification (unless a longer period is required by law or contract).

Exams

Exam data is used to evidence knowledge and verify eligibility to sit the exam. Personal information is used only for identity and eligibility checks. It will not be used to contact you. Your overall result (Pass/Fail/Viva outcome) may be shared with your employer; individual answers are not shared. If external sharing is required (e.g., audit), we will anonymise responses wherever possible. Your name will be held on record for six (6) years and then deleted for audit and certification verification (unless a longer period is required by law or contract).

Feedback

Feedback is used for internal quality monitoring. We will only contact you if you explicitly request contact within the feedback form. Anonymised feedback may be shared with your employer. If you put your contact details onto the feedback form, these will be deleted after two (2) years. Anonymised feedback records may be kept for up to six (6) years.

Accident Reports (Training examples)

These accident reports are fictional training examples and should not contain real personal information. Any names or contact details entered will be automatically anonymised within twenty-four (24) hours to prevent accidental storage of personal data. These details are never used to contact anyone and are processed only for training purposes.

Lawful basis

We process attendance and exam results under legitimate interests (training delivery and quality assurance) and, where relevant, contract (providing training services to your employer). Feedback processing is based on legitimate interests, and contact from feedback occurs only if you clearly consent to being contacted.

Retention

We retain registers and exam results for up to 6 years to meet training and audit requirements, unless a longer period is required by a contractual or regulatory obligation applicable to a specific course. Feedback records are typically retained for 2 years for quality monitoring. We periodically review and securely delete data that is no longer required.

Storage location

Data is stored on secure servers hosted by our cloud provider(s). Infrastructure location may change over time, but we require providers to meet appropriate security and compliance standards. Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place.

Future employer portal

If an employer portal is enabled, employers will have read-only access to the registers and results of their own staff only. Access will be role-based and restricted to authorised employer contacts.

Your rights & contact

You can request access to your data, ask for corrections, or raise concerns about processing. You can also request deletion where we have no continuing lawful basis to retain the data. To exercise your rights, contact [email protected].