Privacy Policy
Privacy Notice
Information About Us
Equinox Training is a limited company registered in England under the company number 13772454
Registered office:
Grosvenor House, 11 St Pauls Square, Birmingham, B3 1RB
We are registered with and regulated by the Information Commissioner’s Office, registration number ZB285891
Contacting us
By Email: [email protected]
By post: Equinox Training Limited, Grosvenor House, 11 St Pauls Square, Birmingham, B3 1RB
About this Notice
Equinox Training Limited is committed to providing high quality training for all of our clients, as part of that we take data compliance seriously. The purpose of this Privacy Notice is to provide information regarding how and why we collect, process and store data, as well as providing the contact information should you wish to request the information we hold about you, withdraw from processing or request deletion of any data we hold about you.
The information you provide to us will be processed and protected in accordance with applicable law and this privacy notice. Data protection law says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely
Under the General Data Protection Regulation (GDPR) there are six lawful basis for processing personal data. These are detailed as follows:
- a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
(d) Vital interests: the processing is necessary to protect someone’s life.
(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
Further information regarding the lawful basis for processing personal data can be found at ico.org.uk
Equinox Training Limited has assessed all six grounds for lawful processing of personal data and has selected ‘Legitimate Interests’ as the most suitable lawful ground for the processing of data for the purposes of our training services.
Children’s Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.
Student Information
When you use the training services as a student, you may be asked for personally identifiable information such as:
- Your name
- Business/agency/force address
- Home address (this is only asked for if you are a private individual seeking our training services) including time spent at this address.
- Date of birth/Nationality
- Personal email address
- Business email address
- Telephone number
- Your force/agency/business/company name
- Employee number/Current employment
- Rank, title, position
If you undertake one of our training programmes, we may hold the details of the course undertaken, details of any assessment undertaken and the start and completion date.
We collect, process and store information for making contact with you to deliver our training services either in the classroom or online and to update you with new information directly related to the training that you have received or further training products that we offer that we believe you may be interested in.
We also collect information relating to your booking and attending courses; this information is generally limited to first name, last name, email addresses, and a telephone number. We collect information provided to us by you or your employer/organisation if they are paying for the training and have nominated your attendance on the training course. If your employer/organisation provides us with the information they should inform you, and direct you to this policy and your organisation’s privacy policy. We use this as necessary for our legitimate interest in managing our relationship with your employer/organisation.
We will never share your information with third parties for marketing purposes.
Special Category Data
We may collect and use the following information, which is more sensitive, and personal information in the following circumstances:
- Information you provide about your dietary needs in the booking process, for the purpose of supplying appropriate food and drinks
- Information you provide about your health, including any medical condition, learning support needs (including visual impairment, hearing impairment, mobily, social and emotional difficulties, mental health, moderate learning difficulties, severe learning difficulties, dyslexia, dyscalculia, autism spectrum disorder, aspergers syndrom, temporary difficulty, speech language and/or communication needs, other physical disability, other specific learning difficulty, other medical condition) to enable reasonable adjustments to be made in the delivery of our services.
If we collect this category of data it requires higher levels of protection and by law we need to have further justification for collecting, storing and using this type of personal information. We may process this information in the following circumstances:
- In limited circumstances, when you have provided it
- Where we collect information about your health or dietary needs, this will be destroyed at the completion of any training you undertake with us.
Contract information
When you enter into a contract with us, there will be personal information about you collected. In order to carry out a contract for us or for us to deliver a contract to you, you must provide us with certain information, if you do not then we may not be able to carry out or deliver or enter into a contract. You must provide the following:
- Your name and contact details
- Your address (business or otherwise to enable the contract to be delivered)
- Your payment details
- Information to verify who you say you are and other information for the purposes of conducting anti-money laundering checks as required at the time
- Name and contact details of individual consumers of our products or services covered by the contract
There will be communication and correspondence between you and us, this may be by telephone, email, post or via our website, this will include personal information, such as names and addresses and contact details, in that correspondence, communication or interaction. This may include enquiries, reviews, follow-up comments or complaints made by you and disputes with you or your organisation.
We may collect telephone numbers used to call you, the date time and duration of the call. The calls may be recorded to or from us for quality assurance and training purposes.
We will keep the information in order to carry out the contract, to comply with any legal requirements, to maintain records or conduct verifications, and for our legitimate interests in dealing with a complaint, enquiry and administering your account or the services we provide, as well as reviewing the services that we provide, correcting problems and data analysis.
Information in relation to a contract will be kept for 7 years after your account is closed to enable us to deal with any after sales enquiries or claims and as required for the relevant tax authorities.
If you are a business or organisation that has done business with us we may use your details as necessary for our legitimate interests in marketing to you and maintaining a list of potential customers.
We will never share your information with third parties for marketing purposes.
Information collected at premises used by us during the course of our business
Visitor information will be collected, to include, date, time, who you are visiting, your name, employer, and contact detail. If you have an accident at the premises, this may include your account of the accident. This may also be subject of third party privacy policy at the premises that we used at that time. We will keep the information for three months or 3 years in the event of an accident. There may also be third party privacy policy at the premises that we use and information collected separately from us, you should consult their policy.
CCTV and recordings may be in operation at any premises we use and subject to a third party privacy policy, we will not have any control over this and you should consult their policy.
Website Contact/Use
When Equinox Training Limited receives an enquiry via our website, or via other portals where we market our course detail, we request or are provided with basic contact details such as name, contact number, address and job function. We will use the data provided to process the request and may use it to inform the person who has contacted us by email or telephone about other training products and services that we feel may be of interest. It is deemed that as our website has been visited and we have been provided with contact information that the person entering the details is legitimately interested in our products and services. A person has the right to object from any method of correspondence at any time by contacting us via any of the methods detailed in this notice.
We may collect information about you and your use of our website via technical means such as cookies, web page counters and other analytics tools. We use this as necessary for our legitimate interests in administering our website and to ensure it operates effectively and securely.
For detailed information on the cookies we use and the purposes for which we use them see our cookies policy
We keep this website information about you from when it is collected until the relevant cookie expires or you disable it.
Our website may, from time to time, contain 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 notice of every website you visit..
When do we need your consent to use personal information?
Whilst we always want you to be aware of how we are using your personal information, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal information without asking for your consent where:
- We are entering into and carrying out our obligations under a contract with you or your employer/organisation; or
- We need to use your personal information for our own legitimate purposes (or those of a third party) and our doing so will not interfere with your fundamental privacy rights.
- We need to comply with a legal or regulatory obligation.
In exceptional circumstances we may wish to use your personal information for a different purpose, which does require your consent. In these circumstances, we will contact you to explain how we wish to use your personal information and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
How do we store your personal information?
We take every care to ensure that your personal information is kept secure. The security measures we take include:
We limit access to personal information to those employees, agents, contractors or third parties who have a business need to know;
- Only storing your personal data in a secure cloud environment;
- Ensuring that our staff receive regular data security awareness training;
- Keeping paper records to a minimum and ensuring that those we do have are transferred to an electronic format for storing, the paper record will be destroyed unless there is a legal obligation to retain it in its original form;
- Maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long do we keep your personal information?
We will not keep your personal information for any longer that is necessary in light of the reason(s) for which it was first collected.
In some cases we may anonymise your information, in which case we will use the information without further notice to you.
Disclosing Your Information
We do not sell, trade or otherwise transfer to outside parties any personally identifiable information; this does not include trusted third parties or subcontractors who assist us in conducting our business or service your requirements. Such trusted parties may have access to personally identifiable information on a need-to-know basis and will be contractually obliged to keep your information confidential.
We may disclose your personal information as follows:
- Feedback to your employer, if they have provided the funds for the course, this may include attendance information, start/completion date, assessment information
- Any third party we contract to act on our behalf
- Partners with whom we work to provide Services
- Any third party that purchases all or substantially all of our assets and business;
- Any law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party.
Information we receive from third parties
We obtain information from publicly available sources; this includes organisation websites, social media (including LinkedIn), Companies House
Legal Claims
Where we find ourselves in a situation where we need to defend or bring legal claims, we may retain your information for our legitimate interests ensuring that we can bring those claims or defend any claims. Your information may also need to be shared with our legal advisers or insurers. The time that we need to keep this information will depend upon any proceedings reaching a conclusion.
Your Rights
Your data protection rights
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 [email protected] if you wish to make a request.
Policy changes
Changes in this policy will be posted on our Website. You are advised to check our website regularly to view our most recent privacy policy.
This policy dated 29th December 2021
Policy updated 22nd January 2024