Privacy policy

1. Who we are

Site Safety Training Consultants Limited ("Site Safety Training", "we", "us") is the controller of the personal information described in this policy. That means we decide how and why it's used, and we're responsible for looking after it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have a question about this policy or your information, call us on 07939 593032. Our full contact details are at the end of this page.

2. What we collect

If you make a booking

Your name, email address, phone number, company name and billing address, and, if you give them, a purchase order reference and your company's VAT number.

About each delegate

Name, email address and phone number, given to us by the person who books. If you book for someone else, please let them know you're sharing their details with us and point them to this policy.

During training

Attendance, assessment and exam results, and certificate details. For identity checks, the type of photo ID shown. For NVQs, the evidence in the portfolio, which can include information about the delegate's workplace and job.

Support needs

Information about a disability, medical condition or other need, if you tell us so we can make reasonable adjustments. This can be health information, which the law treats as especially sensitive.

Payments

Card payments are taken by our payment provider, Stripe. We receive confirmation of the payment and the amount, but never your full card number.

When you contact us

What you tell us by phone, email or through the website, and our replies.

When you use this website

Technical information such as your IP address, browser and device, which our servers record to keep the site secure and working. Analytics and advertising information is collected only if you agree to those cookies (see section 9).

3. How we use it, and our legal reasons

The law only lets us use personal information when we have a lawful basis. Ours are:

What we do	Lawful basis
Take and manage bookings, take payment, send booking confirmations	Contract with the booker
Send each delegate their joining details, and run the training and assessments	Contract (where the delegate booked themselves); otherwise our legitimate interest in delivering the training that was booked for them
Register delegates with the awarding body and claim their certificates	Contract and legitimate interests; legal obligation where awarding body rules require it
Make reasonable adjustments for a disability or health condition	Legal obligation under the Equality Act 2010, and your explicit consent for health information
Keep accounting and tax records	Legal obligation
Answer enquiries and handle complaints and appeals	Legitimate interests (and contract, where it's about a booking)
Keep our website and systems secure and prevent fraud	Legitimate interests
Understand how the website is used, and measure our advertising	Consent, through the cookie settings
Send marketing emails about courses and offers	Consent, which you can withdraw at any time

Where we rely on legitimate interests, we've balanced our interests against yours, and you can object (see section 8). We don't use personal information for automated decisions that have legal or similarly significant effects on you.

4. Who we share it with

We share personal information only where we need to, and never sell it. We share it with:

• Awarding bodies, such as CITB, NEBOSH, IOSH, EUSR and NVQ awarding bodies, to register delegates, record results and issue certificates.
• Trainers, assessors and training venues who deliver the course, so they know who is attending.
• Service providers who work for us: our course booking and records system, our payment provider (Stripe), our email delivery service, and our website hosting and IT providers. They may use the information only to provide their service to us.
• Analytics and advertising providers, only if you've agreed to those cookies (see our cookie policy).
• Professional advisers, such as our accountants and lawyers, and authorities such as HM Revenue and Customs, when the law requires it.

5. Transfers outside the UK

Some of our service providers store or process information outside the UK. When they do, we make sure it's protected by the safeguards the law requires, such as a UK adequacy decision or the UK's international data transfer agreement.

6. How long we keep it

• Booking, payment and certification records: 7 years after the booking, for awarding body and tax requirements.
• NVQ portfolios: 3 years after certification, as awarding bodies require.
• Information about support needs: only as long as we need it for the booking it relates to.
• Enquiries that don't lead to a booking: up to 2 years.
• Marketing preferences: until you unsubscribe or ask us to stop.

After that, we delete the information securely or make it anonymous.

7. Keeping it safe

The website uses encrypted connections (HTTPS), access to personal information is limited to the staff who need it, and the keys for our payment and email services are stored encrypted. Card details are handled by Stripe and never reach our systems. If a personal data breach is likely to put you at risk, we'll report it to the Information Commissioner's Office within 72 hours and tell you without undue delay.

8. Your rights

You have the right to:

• access the personal information we hold about you and get a copy;
• have inaccurate information corrected;
• have information deleted where there's no longer a good reason for us to keep it;
• restrict how we use it, for example while we check a correction;
• object to our using it on the basis of legitimate interests, and to direct marketing at any time;
• get information you gave us in a portable, machine-readable format;
• withdraw consent at any time, where we rely on it. This doesn't affect what we did before you withdrew it.

To use any of these rights, contact us using the details below. It's free, and we'll reply within one month. We may need to confirm your identity first.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

9. Cookies

We use a small number of cookies that the website needs to work. We use analytics or advertising cookies only if you agree to them. Our cookie policy lists them and explains how to change your choice.

10. Changes to this policy

We'll update this policy when the way we use personal information changes. The date at the top shows when it was last updated. If a change significantly affects you, we'll tell you.

11. Contact us

Site Safety Training Consultants Limited
Registered in England and Wales.
Registered address: 3 St Michaels Avenue, Swinton, Mexborough, S64 8NX.

Phone 07939 593032