Privacy Notice

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AP Safety Solutions Ltd respects your privacy and is committed to protecting your personal information. This notice explains what information we collect, why we use it and the rights you have under UK data-protection law.

Who we are

AP Safety Solutions Ltd is the data controller responsible for your personal information.

AP Safety Solutions Ltd
Company number: 16218154
208 Outwood Common Road
Billericay
Essex
CM11 2LG

Telephone: 07825 759212
Email: andy@apsafetysolutions.co.uk
Website: www.apsafetysolutions.co.uk

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Information we collect

Depending on how you interact with us, we may collect:

• your name, job title, employer and contact details;

• information submitted through our website or enquiry forms;

• course bookings, attendance and training records;

• assessment results, resits and certification information;

• identification details, photographs or identity checks required by EUSR or another certification scheme;

• recordings of remotely invigilated assessments where required;

• reasonable-adjustment or accessibility information;

• client, project, consultancy, audit and inspection information;

• quotations, contracts, invoices and payment records;

• correspondence, feedback and complaints;

• marketing preferences; and

• technical information such as your IP address, browser, device and website usage.

Please do not provide detailed medical information unless we specifically request it.

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How we collect your information

We may collect information:

• directly from you;

• through our website, email, telephone or social-media pages;

• from your employer or the organisation booking training for you;

• from clients, principal contractors or project representatives;

• from EUSR, Energy & Utility Skills or another certification body;

• from our authorised trainers, consultants or subcontractors;

• from publicly available business sources; and

• automatically through cookies and similar website technologies.

If your employer books training for you, it may provide the information needed to arrange your course, assessment and certification.

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How we use your information

We may use your information to:

• respond to enquiries and prepare quotations;

• arrange and deliver training, consultancy and fire safety services;

• confirm delegate identity and eligibility;

• conduct and invigilate assessments;

• register results and arrange certification;

• provide reasonable adjustments;

• communicate with clients and delegates;

• complete audits, inspections and consultancy reports;

• manage contracts, invoices and payments;

• maintain accurate financial and training records;

• deal with complaints or legal claims;

• manage suppliers, associates and subcontractors;

• protect our website, systems and business;

• improve our website and services; and

• send relevant business marketing where permitted.

Our lawful bases

We process personal information where:

• it is necessary to enter into or perform a contract;

• we must comply with a legal obligation;

• it is necessary for our legitimate business interests and those interests do not override your rights;

• you have provided consent; or

• it is necessary to establish, exercise or defend legal rights.

Where we process health or accessibility information, we will normally rely on your explicit consent or another lawful condition available under data-protection law.

You may withdraw your consent at any time. This will not affect processing carried out before your consent was withdrawn.

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When information must be provided

Some information is required to confirm a booking, verify identity, conduct an assessment, register a result, arrange certification or provide a contracted service.

If the required information is not provided, we may be unable to deliver the service or complete the relevant registration or certification.

Who we share information with

Where necessary, we may share relevant information with:

• your employer or the organisation booking or paying for the service;

• EUSR, Energy & Utility Skills and other certification or registration bodies;

• clients or principal contractors where reporting is part of the agreed service;

• authorised trainers, invigilators, consultants and subcontractors;

• Wix, Microsoft and other website, email, videoconferencing, cloud-storage or IT providers;

• accountants, insurers, professional advisers and payment providers;

• auditors, regulators and quality-assurance personnel; and

• public authorities or law-enforcement bodies where required or permitted by law.

We only share information that is reasonably necessary. We do not sell personal information.

Your attendance and assessment results may be reported to the employer or organisation that booked or funded your training.

International transfers

Some of our technology providers may process information outside the United Kingdom.

Where information is transferred internationally, we use an appropriate legal safeguard. This may include UK adequacy regulations, approved contractual protections or another transfer mechanism recognised by UK data-protection law.

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How long we keep information

We retain information only for as long as it is needed for the purpose for which it was collected.

Our usual retention periods include:

• enquiries and unsuccessful quotations: up to 24 months after the last meaningful contact;

• contracts, consultancy and service records: normally seven years after completion;

• accounting records: at least six years after the relevant financial year;

• training, assessment and certification records: for the period required by the relevant scheme and normally up to seven years;

• identity documents and assessment recordings: only for the verification, registration, audit or scheme period for which they are required;

• complaints and legal claims: for as long as needed to resolve the matter and normally up to seven years after closure; and

• marketing information: until you opt out or the information is no longer relevant.

A record may be retained for longer when required for an audit, investigation, legal claim, insurance condition or regulatory obligation. Information that is no longer required will be securely deleted, destroyed or anonymised.

Marketing

We may send relevant information about our services to existing clients and business contacts where permitted by law.

You can stop receiving marketing at any time by using the unsubscribe option in the communication or contacting:

andy@apsafetysolutions.co.uk

We may retain a minimal record of your opt-out so that we do not contact you again by mistake.

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Cookies

Our website uses cookies and similar technologies to operate correctly, maintain security, remember preferences and understand how visitors use the website.

Strictly necessary cookies may be used without consent. Non-essential cookies will only be used where you have provided consent through our cookie banner.

You can accept, reject or manage non-essential cookies through the cookie controls on our website. Further information about individual cookies, their purposes and how long they remain active is available through our Cookie Policy or cookie-preference centre.

How we protect your information

We use appropriate security measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures include secure systems, password protection, access controls, restricted access, secure disposal procedures and suitable arrangements with organisations processing information on our behalf.

Your rights

Depending on the circumstances, you may have the right to:

• access the personal information we hold about you;

• have inaccurate information corrected;

• request the deletion of your information;

• restrict how your information is used;

• object to processing based on legitimate interests;

• object to direct marketing at any time;

• receive certain information in a portable format;

• withdraw consent; and

• challenge certain automated decisions.

These rights are not absolute, and legal exemptions may apply.

To exercise your rights, email andy@apsafetysolutions.co.uk. We may request reasonable evidence of identity before responding.

We normally respond within one month and do not usually charge a fee.

Automated decisions

We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

Complaints

Please contact us first if you have concerns about how we use your information. We will investigate the matter and try to resolve it.

You also have the right to complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

Changes to this notice

We may update this Privacy Notice when our services, suppliers, legal obligations or data-handling practices change.

The latest version will always be published on this website with its updated date.