Last updated: December 2022
This privacy notice tells you what to expect us to do with your personal information when you contact us or use one of our services.
We currently collect and process the following information:
- Personal identifiers - name, date of birth, email address, phone number,
- Course purchaser details - purchaser name, email address,
- Course information - course name, exam dates,
- Payment information - payment card details.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have booked a training course and an exam,
- You have provided information to facilitate payment for a course.
We use the information that you have given us to:
- Book you onto a course,
- Book an exam with the awarding body partner, “Highfield Awarding Body”,
- Process payment for the course and the exam,
- Confirm the details of the course and the exam.
We may share this information with:
- Our payment processing partner,
- Our awarding body partner, “Highfield Awarding Body”,
- Other companies within our group:
- Mapal Software S.L, with its head office at C/Arte, 21 6ª Planta, Madrid 28033 (Spain);
- Ideolys SAS, with its head office at 52 Rue Jacques-Yves Cousteau, 8500 La Roche-sur-Yon (France); and
- GetCompliant 2013 AB, with its head office at Hornsbruksgatan, 23b, Stockholm 117 34 (Sweden).
- Third-party data processors, such as Microsoft, who provide general office services.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Contractual obligation - we process your data to allow us to deliver training services to you.
- Legal obligation - we process your data to allow us to fulfil our legal obligations such as financial reporting.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How we store your personal information
Your information is securely stored and encrypted at rest and in transit. Access to your information is restricted and controlled.
We keep your personal identifiers, course purchaser information, and course information for up to ten years after the date of invoice to comply with financial reporting requirements.
We keep payment information until our payment processor completes the transaction. We will then delete your payment information.
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at https://www.flowhospitalitytraining.co.uk/contact-us if you wish to make a request.
If you have any concerns about our use of your personal information, you can make a complaint to us at https://www.flowhospitalitytraining.co.uk/contact-us
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
- Information Commissioner’s Office
- Wycliffe House
- Water Lane
- Wilmslow
- Cheshire
- SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
