Introduction

  1. We are committed to safeguarding the privacy of Epic Training visitors and service users. This policy applies where we are acting as a data controller with respect to the personal data of Epic Training visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.
  2. We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of Epic Trainings website or services, we will ask you to consent to our use of cookies when you first visit our website.
  3. Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can limit the publication of your information. You can access the privacy controls via epic-training.co.uk.
  4. In this policy, “we”, “us” and “our” refer to Epic Training and those directly associated with the company.
  5. In this Section 2 we have set out:
    • the general categories of personal data that we may process;
    • the purposes for which we may process personal data; and
    • the legal bases of the processing.
  6. We may process data about your use of our website and services (“usage data“). The usage data may include your IP address and referral source. The source of the usage data is our analytics tracking system. This usage data may be processed for the purpose of monitoring the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services
  7. We may process your account data (“account data”) The account data may include your name, e mail address and contact telephone number. The source of the account data is you or your employer. The account data may be processed for the purpose of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.  The legal basis for this processing is our legitimate interests, namely the administration of our website and business or the performance of a contract between you and us and/or taking steps at your request, to enter into such a contract
  8. We may process your information included in your personal profile on our website (“profile data”). The profile data may include your name, address, telephone number and e mail address.  The profile data may be processed for the purpose of monitoring your use of our website and services.  The legal basis for processing is your consent or the legitimate interests namely the proper administration of our website and business, or the performance of a contract between you and us and/or taking steps, at your request to enter into such a contract.
  9. We may process your personal data provided in the course of your use of our services. (“service data“). The service data may include attendance on courses, distance learning and general enquiries. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining backups of our databases and communicating with you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract
  10. We may process information that you post for publication on our website or through our services (“publication data“). The publication data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining backups of our databases and communicating with you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract
  11. We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data“). The enquiry data may be processed for the purpose of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
  12. We may process information relating to customer relationships, including customer contact information (“customer relationship data“). The customer relationship data may include your name, your employer, your job title or role, your contact details and information contained in communications between us and you or your employer.  The source of the customer relationship data is your or your employer. The customer relationship data may be processed for the purpose of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent OR our legitimate interests, namely the proper management of our customer relationships.
  13. We may process information relating to transactions, including the purchase of goods or services, that you enter into with us and/or through our website] (“transaction data“). The transaction data may include your contact details and transaction details. The transaction data may be processed for the purpose of supplying goods and services and keeping proper records of transactions.  The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests namely the proper administration of our website and business,
  14. We may process information that you provide to us fro the purpose of subscribing to our email notifications. (“notification data“). The notification data may be processed for the purpose of sending you relevant notifications. The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract
  15. We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record keeping. The legal basis for this processing is is your consent or the legitimate interests namely the proper administration of our website and business and communication with users.
  16. We may process any of your personal data identified in this policy. Where necessary for the establishment exercise or defence of legal claim, whether in court proceedings or in an administrative or out-of-court procedures. The legal basis for this processing is our legitimate interests, namely `the protection and assertion of our legal rights, your legal rights and the legal rights of others
  17. We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
  18. In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process [any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
  19. Please do not supply any other person’s personal data to us, unless we prompt you to do so.

Providing your personal data to others

  1. We may disclose your personal data to any member of our group of companies (this means our awarding bodies and verifiers) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy
  2. We may disclose your personal data to our insurance and/or professional advisors insofar as reasonably necessary for the purposes of obtaining or maintaining our insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure
  3. We may disclose your personal information including your name, date of birth and contact details to our awarding bodies. These can be found at epic-training.co.uk insofar as reasonably necessary for the awarding of qualifications.
  4. In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclsure is necessary for the establishment exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Retaining and deleting personal data

  1. This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
  2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
  3. We will retain your personal data as follows:
    • Names, addresses, contact details, dates of birth, ULN (Unique learner number) will be retained for a minimum period of 5 years following the completion of your course, and for a maximum period of 10 years following the completion of your course.
  4. In some cases, it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
    • the period of retention of all personal data will be determined based on the course you have undertaken.
  5. Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Amendments

  1. We may update this policy from time to time by publishing a new version on our website.
  2. You should check this page occasionally to ensure you are happy with any changes to this policy.
  3. We may notify you of changes to this policy via our website

Your rights

  1. In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
  2. Your principal rights under data protection law are:
    • the right to access;
    • the right to rectification;
    • the right to erasure;
    • the right to restrict processing;
    • the right to object to processing;
    • the right to data portability;
    • the right to complain to a supervisory authority; and
    • the right to withdraw consent.
  3. You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
  4. You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
  5. In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
  6. You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
  7. You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
  8. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
  9. To the extent that the legal basis for our processing of your personal data is:
    • consent; or
    • that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

  1. If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
  2. To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
  3. You may exercise any of your rights in relation to your personal data by written notice.

Our details

  1. This website is owned and operated by Epic Training
  2. We are registered as a sole trader, and our registered office is at 9 Plantation road, Boreham, Chelmsford, Essex CM33EA
  3. Our principal place of business is at 9 Plantation Road, Boreham, Chelmsford, Essex CM33EA.
  4. You can contact us:
    • By post at the address above
    • Using our website contact form
  • By Telephone on 01245 632750 Monday – Friday 0800 – 1700
  • By E Mail at [email protected],uk

Data protection officer

  1. Our data protection officer’s contact details are: [email protected]