Privacy Policy

At Trainforce, we are committed to protecting your privacy and ensuring that personal information is collected, used, stored and handled securely and responsibly.

Trainforce, operating through trainforce.co.uk, is a trading style of Autec, registered in England and Wales under company number 05192184.

This Privacy Policy explains how we collect, use, share, retain and protect personal information when you visit our website, contact us, request a quotation, arrange training or enquire about our professional training and associated services.

1. Information We Collect

We may collect personal information when you complete an enquiry form, contact us by telephone or email, request a quotation, arrange training or use our services.

Depending on the circumstances, this information may include:

• Your full name
• Email address and telephone number
• Business or organisation name
• Job title or professional role
• Business, correspondence or billing address
• Training location or site address and postcode
• Details of your training requirements
• Preferred training dates and locations
• Number of delegates requiring training
• Types of machinery, equipment or training courses involved
• Previous experience and relevant qualifications
• Existing training credentials or operator cards where relevant
• Course selection and booking information
• Delegate names and contact details
• Information necessary to assess course eligibility
• Relevant accessibility or reasonable adjustment requirements
• Training attendance and assessment records
• Examination or practical assessment results
• Certification and qualification records
• Course feedback and customer correspondence
• Enquiry, quotation, booking and service history
• Billing, invoicing and payment information
• IP addresses, browser information, device characteristics and website usage data

Where necessary, we may collect limited health or accessibility information to arrange reasonable adjustments or support safe participation in training. Such information will only be processed where an appropriate lawful basis and, where required, an additional condition under data protection legislation applies.

We may also receive relevant information from employers, site managers, training coordinators, contractors and authorised representatives arranging training on behalf of delegates.

We aim to collect only the information reasonably necessary to respond to enquiries, arrange training, manage bookings and deliver our services.

2. How We Use Your Information

Trainforce may use your personal information to:

• Respond to enquiries and requests for information
• Discuss professional training requirements
• Prepare quotations and training proposals
• Arrange construction plant and machinery training where available
• Coordinate powered access and MEWP training where available
• Organise workplace safety and equipment training where applicable
• Arrange relevant accredited training and assessments
• Organise on-site and training centre-based courses
• Confirm course availability and booking arrangements
• Register delegates for training and assessment
• Verify relevant experience or existing qualifications
• Coordinate instructors, assessors and training facilities
• Communicate course instructions and attendance requirements
• Manage reasonable adjustments where appropriate
• Record attendance and assessment outcomes
• Arrange the issue or renewal of relevant training certificates and operator cards
• Maintain appropriate training and certification records
• Communicate with employers and authorised training coordinators
• Manage contracts, invoices, payments and accounts
• Respond to complaints and customer support requests
• Improve website functionality and visitor experience
• Analyse website performance where permitted
• Maintain financial and administrative records
• Comply with legal, contractual and regulatory obligations
• Send relevant marketing communications where legally permitted

We do not sell personal information to third parties.

We do not use personal information for purposes incompatible with those for which it was originally collected unless permitted or required by law.

3. Legal Basis for Processing Personal Information

Under the UK General Data Protection Regulation (UK GDPR), we must have an appropriate lawful basis for processing personal information.

Depending on the circumstances, these may include:

Contractual Necessity

Where processing is necessary to enter into or fulfil a contract with an individual, including arranging training courses, managing bookings and providing certification services.

Legitimate Interests

Where processing is necessary for legitimate business purposes, such as responding to enquiries, maintaining customer relationships, coordinating training, managing records, protecting our website and operating our business, provided those interests do not override your rights.

Legal Obligations

Where information must be processed or retained to comply with applicable legal requirements, including accounting, taxation, health and safety and data protection obligations.

Consent

Where you have provided consent for a specific purpose, such as certain marketing communications, optional processing of personal information or the use of non-essential cookies.

Where we rely on consent, you may withdraw it at any time.

Special Category Information

Where health or other special category information is required, we will identify an appropriate lawful basis and an additional condition under Article 9 of the UK GDPR before processing it.

Some information, including contact details, delegate information and course requirements, may be necessary to respond to an enquiry or arrange training. Without it, we may be unable to complete a booking or provide the requested services.

4. Sharing Your Information

We may share relevant personal information with third parties where necessary to deliver services, operate our business or meet legal obligations.

These may include:

• Professional training instructors
• Qualified training assessors and examiners
• Training centres and course providers
• Relevant accreditation and certification organisations
• Training scheme administrators
• Employers and authorised training coordinators
• Site managers and training location representatives
• Specialist equipment and training facility providers
• Health and safety advisers
• Operator card and certificate issuing organisations
• Website hosting and IT support providers
• Customer relationship management and communication platforms
• Booking and training administration systems
• Payment processing and financial service providers
• Accountants, insurers and professional advisers
• Regulatory bodies and public authorities where legally required

Relevant information shared for training delivery may include delegate names, contact details, course requirements, training dates, site locations, attendance records and assessment outcomes.

Where appropriate, training results and certification information may be shared with employers, authorised booking representatives and relevant accreditation bodies.

We only share personal information where there is an appropriate business or legal reason.

Where service providers process personal information on our behalf, we require suitable data protection arrangements and safeguards.

5. How We Protect Your Information

Trainforce takes reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Depending on the systems used, these measures may include:

• Secure electronic storage
• Password protection and access controls
• Restricted access to customer and delegate information
• Appropriate website security measures
• Secure handling of training and certification records
• Confidential handling of relevant health or accessibility information
• Staff and contractor confidentiality arrangements
• Procedures for managing information security incidents

Access to personal information is limited to individuals and service providers who require it for legitimate operational purposes.

We also take reasonable steps to protect information contained in quotations, course bookings, assessment records and customer correspondence.

Although we take precautions to protect information, no electronic transmission or storage system can be guaranteed to be completely secure.

6. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, contractual and regulatory requirements.

Retention periods depend on the nature of the information.

• Enquiry records: May be retained for a reasonable period to respond to requests and manage follow-up communications.
• Customer and booking information: May be retained while training is being arranged or delivered and for an appropriate period afterwards.
• Delegate attendance records: May be retained where necessary to support training administration and verification.
• Assessment results: May be retained in accordance with relevant training scheme and certification requirements.
• Training certificates and operator card records: May be retained where necessary to verify qualifications, manage renewals and meet accreditation requirements.
• Health and accessibility information: Retained only for as long as necessary for the relevant purpose and applicable legal requirements.
• Financial and accounting records: May need to be retained for six years or longer where legally required.
• Marketing records: May be retained until you unsubscribe, object or withdraw consent, as applicable.

Certain training and certification records may need to be retained for longer periods where required by accreditation schemes, contractual obligations or applicable legislation.

When information is no longer required, we take reasonable steps to delete or anonymise it securely.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to support functionality, improve performance and understand how visitors use our website.

Cookies are small files stored on your device when you visit a website.

The categories of cookies that may be used include:

• Essential Cookies: Support core website functionality, security and navigation.
• Analytics Cookies: Help measure website traffic and visitor interactions.
• Functional Cookies: Remember settings and improve website usability.
• Marketing Cookies: Support advertising and campaign measurement where implemented.

Where required by applicable law, we obtain consent before using non-essential cookies or similar technologies.

You can manage cookies through your browser settings and any consent management tools available on our website.

For more information, please refer to our Cookie Policy.

8. Your Data Protection Rights

Under UK data protection legislation, you have certain rights concerning your personal information.

These may include:

• Right of Access: Request a copy of the personal information we hold about you.
• Right to Rectification: Ask us to correct inaccurate or incomplete information.
• Right to Erasure: Request deletion of personal information in certain circumstances.
• Right to Restrict Processing: Request that we limit how your information is used.
• Right to Data Portability: Request transfer of certain personal information where applicable.
• Right to Object: Object to certain processing activities, including direct marketing.
• Right to Withdraw Consent: Withdraw consent where consent is our lawful basis for processing.

You can object to the use of your personal information for direct marketing at any time.

These rights are subject to applicable conditions and exemptions. Certain records may need to be retained to comply with legal, contractual or regulatory requirements.

To exercise your rights, please contact us using the details provided on our website.

9. Third-Party Websites

Our website may contain links to external websites operated by third parties.

Trainforce is not responsible for the content, security or privacy practices of external websites.

We recommend reviewing the privacy policies of third-party websites before submitting personal information.

10. International Data Transfers

Some service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards will be applied in accordance with UK data protection legislation.

These may include transfers to countries covered by UK adequacy regulations or the use of approved contractual safeguards.

You may contact us for further information about the safeguards applicable to international transfers of your personal information.

11. Children's Privacy

Our website and services are intended primarily for adults, employers, contractors, construction companies, site managers and organisations requiring professional training.

We do not knowingly collect personal information directly from children through our website except where necessary and lawful for an eligible training arrangement.

Where information relating to younger delegates is processed, we take appropriate steps to ensure it is handled lawfully and with suitable safeguards.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our website, services, business operations or applicable legal requirements.

Any changes will be published on this page.

We recommend reviewing this policy occasionally to remain informed about how personal information is handled.

13. Contact Us

If you have any questions about this Privacy Policy, how we process personal information or your data protection rights, please contact us through our website at trainforce.co.uk.

Trainforce
A trading style of Autec
Registered in England and Wales
Company Number: 05192184

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

We encourage you to contact us first so that we can address any concerns directly.