PRIVACY POLICY
City Training Group Ltd Privacy Policy
This privacy policy gives you information about how City Training Group Ltd (“City Training”, “we”, “our” or “us”) collects and uses your personal data through your use of this website, including any data you may provide when you book/attend a course.
City Training provides study materials, training events and training services (a Course) to Customers and Delegates.
“Customer” means the individual, company or entity who has made a booking for the Delegate/s to attend the Course and is responsible for paying the Course fees. The Customer may be the same person as the Delegate.
“Delegate” means the individual/s who are booked to attend the Course.
We are registered in England and Wales under company number 10726389 and our registered office is located at 6 Lambourne Crescent, Cardiff Business Park, Llanishen, Cardiff, Wales, CF14 5GF.
City Training Group Ltd is the controller and responsible for your personal data.
If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 8), please contact the us using the information set out in the contact details section (paragraph 9).
This website is not intended for children, and we do not knowingly collect data relating to children.
1. The Types of Personal Data We Collect About You
Personal data means any information about an individual from which that person can be identified.
For City Training to provide its services, we may need to collect, retain and process certain personal data about the Customer and Delegates.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
· Identity Data includes first name, last name, marital status, title, date of birth and gender.
· Contact Data includes address, email address and telephone numbers.
· Financial Data includes [bank account and payment card details].
· Profile Data includes details of the Courses booked by the Customer/attended by the Delegate, your interests, preferences, feedback and survey responses.
· Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We do not collect any information about criminal convictions and offences.
2. How Is Your Personal Data Collected?
We use different methods to collect data from and about you including through:
· Your interactions with us. The Customer or Delegate may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
· as a Customer, book for a Delegate to attend a Course;
· as a Delegate, are booked onto a Course by a Customer and when you attend a Course;
· request marketing to be sent to you;
· give us feedback or contact us.
3. How We Use Your Personal Data
Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
· Where we need to perform the contract we are about to enter into or have entered into with you.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal obligation.
· We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to receiving emails about Courses we think may be relevant to you.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Purpose/Use Type of data Legal basis
To provide the Course to Delegates and to confirm attendance on the Course (a) Identity (b) Contact (a) Performance of a contract with the Customer and Delegate; (b) Necessary for our legitimate interests of providing the courses
To process payment of Course fees (please note that this may not involve any personal information if it is an invoice issued to a company) (a) Identity (b) Contact (c) Financial (a) Performance of a contract with the Customer and Delegate (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Dealing with your requests, complaints and queries (a) Identity (b) Contact (c) Profile (a) Performance of a contract with the Customer and Delegate (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you)
Send notifications to the Customer/Delegates to renew training through attendance of a Course (a) Identity (b) Contact (c) Profile (d) Marketing and Communications (a) Necessary for our legitimate interests of providing training services
To send you relevant marketing communications and make personalised suggestions and recommendations to you about Courses that may be of interest to you based on your Profile Data. (a) Identity (b) Contact (c) Profile (d) Marketing and Communications (a) Consent, having obtained your prior consent to receiving direct marketing communications
Direct marketing
You will receive marketing communications from us if you have requested information from us, purchased Courses from us or attended a Course, and you have not opted out of receiving the marketing.
We may also analyse your Identity, Contact, and Profile Data to form a view which other Courses may be of interest to you so that we can then send you relevant marketing communications.
Opting out of marketing
You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to Course confirmations, updates to our Terms and Conditions, and checking that your contact details are correct.
Cookies For more information about the cookies we use and how to change your cookie preferences, please see [LINK TO YOUR COOKIE POLICY].
4. Disclosures of Your Personal Data We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.
External Third Parties such as:
· IT and system administration services;
· professional advisors including lawyers, auditors, accountants and insurers;
· payment service providers;
· our banks
· HM Revenue & Customs, regulators and other authorities based in the UK; and
· third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We will share your personal information with the relevant accreditation bodies for the purpose of allowing them to deliver certificates. The relevant accrediting body will use your personal information as a data controller. To see how they use this information, please check their own privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will also share your personal data with the relevant accreditation/awarding bodies for the purpose of allowing them to deliver certificates for completed Courses. We have included a list of the bodies below. The relevant accrediting body will use your personal information as a data controller. To see how they use this information, please check their own privacy policy.
Course name Awarding Body
Level 2 – Award in Understanding Domestic Retrofit AIM
Level 3 – Award in Domestic Retrofit Advice AIM
Level 4 – Award in Domestic Retrofit Assessment AIM
Level 5 – Diploma in Retrofit Coordination & Risk Management AIM
Solar Thermal BPEC
Battery Storage BPEC
PV Solar Photovaltaic BPEC
ACS Natural Gas Renewal/Lapsed Cert-ain
ACS LPG Initial/Renewal Cert-ain
Heat Pumps – Core, ASHP, GSHP, Design Cert-ain
Gas Safety Awareness for Managers Cert-ain
Managed Learning Programme (MLP) gas diploma Cert-ain
Unvented Cert-ain
Energy Efficiency Cert-ain
Water Regulations Cert-ain
Legionella Cert-ain
Safe Electrical Isolation Cert-ain
BS7671 wiring Regulations 18th Edition EAL
18th Edition Amendment 2 EAL
Inspection and Testing EAL
Installation of Electric Vehicle Charging Points EAL
OFTEC Oil initial OFTEC
OFTEC Oil re-assessment OFTEC
Solid Fuel Initial (Dry & Wet Available) OFTEC
Solid Fuel Renewal (Dry & Wet Available) OFTEC
5. International Transfers
We do not transfer your personal data outside the UK.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
7. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our Customers and Delegates (including Contact, Identity, and Financial Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see paragraph 8 below for further information.
8. Your Legal Rights
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
· Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
· Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
· Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
· Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
· You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see opting out in paragraph 3 for details of how to object to receiving direct marketing communications).
· Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
· Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
· Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
· If you want us to establish the data’s accuracy;
· Where our use of the data is unlawful, but you do not want us to erase it;
· Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
· You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us (see Contact details at paragraph 9).
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
9. Contact Details
If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:
· Email address: info@citytraining.com
· Postal address: 6 Lambourne Crescent, Cardiff Business Park, Llanishen, Cardiff, Wales, CF14 5GF
10. Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
11. Changes to the Privacy Policy and Your Duty to Inform Us of Changes
We keep our privacy policy under regular review. This version was last updated in March 2024.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
12. Third-party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
