Privacy Policy

This Privacy Policy explains how Staffordshire Operator Training Ltd ("we", "us", "our") collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Data Controller

Staffordshire Operator Training Ltd is the data controller responsible for your personal data.

2. Information We Collect

Depending on the training course, qualification, or service provided, we may collect and process the following personal data:

• Full name
• Address, email address, and telephone number
• Date of birth
• National Insurance number (where required for certification, funding, or compliance purposes)
• Booking, course, and attendance information
• Assessment results, certification, and qualification records
• Employer or sponsor details (where training is arranged by a third party)
• Payment confirmation and transaction reference details

We only collect personal data that is necessary for delivering training, assessment, certification, and related services.

3. How We Collect Personal Data

Personal data is collected:

• Directly from learners when they make enquiries or bookings
• From employers or sponsors when training is booked on behalf of learners
• Through secure online forms following course booking or payment
• Through correspondence by email, telephone, or in person

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Contract – to manage bookings and deliver training and assessment services
• Legal obligation – to meet awarding body, certification, funding, and regulatory requirements
• Legitimate interests – to manage our training operations, maintain records, and communicate with learners and clients

Where high-risk personal data (such as National Insurance numbers) is required, it is collected only where necessary and solely for compliance and certification purposes.

5. How We Use Your Information

We use personal data to:

• Manage course bookings and learner records
• Deliver training, assessments, and qualifications
• Issue certificates and maintain compliance records
• Communicate with learners, employers, and clients
• Meet awarding body, accreditation, and regulatory requirements
• Maintain internal administrative and audit records

Personal data is processed within our internal administration and training management systems and is accessed only by authorised staff on a need-to-know basis.

6. Payments

Payments are processed securely by third-party payment providers including Stripe and Klarna (Buy Now, Pay Later).

• We do not store credit or debit card details
• Payment providers process payment data in accordance with their own privacy policies
• We receive confirmation of payment status and transaction references only

7. Data Sharing

We may share relevant personal data with:

• Awarding bodies and certification organisations
• Accreditation and assessment partners
• Regulatory or compliance bodies where legally required

Data is shared only where necessary and only for legitimate training, certification, or compliance purposes.

8. International Data Transfers

Some of our service providers (such as payment processors or hosting providers) may process data outside the United Kingdom.

Where personal data is transferred outside the UK, appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses, to ensure data protection standards are maintained.

9. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

• Secure systems and controlled access
• Restricted staff access based on role and necessity
• Secure storage of learner and certification records
• Reasonable steps to prevent unauthorised access, loss, or misuse

10. Data Retention

We retain personal data only for as long as necessary to meet:

• Legal and regulatory obligations
• Awarding body and certification requirements
• Audit and compliance needs

Once personal data is no longer required, it is securely deleted or anonymised.

11. Cookies

Our website uses cookies to ensure it functions correctly and securely, in accordance with the Privacy and Electronic Communications Regulations (PECR).

Essential Cookies

Essential cookies are used to enable core website functionality, including:

• Site navigation
• Security
• Payment processing

These cookies are required for the website to operate and do not require user consent.

Non-Essential Cookies

We may use non-essential cookies (such as analytics cookies) to help us understand how visitors use our website and to improve our services.

Non-essential cookies are used only where you have provided consent, which can be managed through our cookie banner or browser settings.

12. Automated Decision-Making

We do not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

13. Children's Data

Our training services are primarily intended for adults.

Where we process personal data relating to learners under the age of 18, this is done only where necessary and with appropriate safeguards in place.

14. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your data (subject to legal and certification obligations)
• Restrict or object to processing
• Request data portability

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled improperly.

Website: https://www.ico.org.uk

15. Contact Us

For privacy-related enquiries or to exercise your rights, please contact:

Last updated: January 2026