Privacy Notice


Velocity Training – Privacy Notice

Last updated: 27 February 2026

Velocity Hire & Training Solutions Ltd t/a Velocity Training (“we”, “us”, “our”) is committed to protecting the privacy of our customers, delegates, suppliers and website users.
This Privacy Notice explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

1. Who We Are

Velocity Training
Galveston Grove
Stoke-on-Trent
ST4 3PE

Phone: 01782 367 387
Email: info@velocity-training.co.uk
Website: https://velocity-training.co.uk

We are the “data controller” for all personal data collected during training bookings, course delivery, assessments and website usage.

 

2. What Personal Data We Collect

We may collect the following types of information:

a) Identity Information

  • Full name
  • Date of birth (required for some accredited schemes e.g., IPAF/PASMA)
  • Proof of ID (ID numbers may be required by awarding bodies)

b) Contact Information

  • Email address
  • Phone number
  • Postal address

c) Course & Employment Information

  • Job role and employer details
  • Training history
  • Assessment or test results
  • Attendance records

d) Payment Information

  • Billing details and transaction records (we do not store card numbers)

e) Website & Technical Data

  • IP address
  • Browser information
  • Cookies (see website cookie notice if applicable)

f) Special Category Data (rare)

We do not routinely process sensitive data.
However, if you request reasonable adjustments (e.g., learning support, accessibility needs), we may collect relevant information with your explicit consent.

 

3. How We Use Your Data

We process personal data for the following purposes:

a) To manage bookings and deliver training

  • Creating booking records
  • Sending joining instructions
  • Verifying prerequisites and ID
  • Contacting you about course changes

b) To register delegates with awarding bodies

Example: IPAF, PASMA, or other accrediting organisations.
These bodies require personal data to generate licences, digital cards, and certificates.

c) To issue certificates and maintain training records

We retain training data for 5 years, or longer if required by an awarding body.

d) For invoicing and financial administration

  • Sending invoices
  • Processing payments
  • Accounting and auditing compliance

e) For customer support and communication

  • Responding to enquiries
  • Sending confirmations and reminders
  • Handling complaints

f) To meet legal and regulatory obligations

Including health & safety, auditing requirements and fraud prevention.

We do not sell, rent, or trade your personal data.

 

4. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract – to deliver the training you book
  • Legal obligation – financial records, regulatory requirements
  • Legitimate interests – improving services, internal administration
  • Consent – only for optional/extra data such as adjustments or marketing communications

You can withdraw consent at any time.

 

5. Who We Share Your Data With

We only share your data when necessary, including with:

a) Awarding Bodies

Such as:

  • IPAF
  • PASMA
  • Additional accrediting bodies depending on your course

This is required for certification and licence processing.

b) Trainers and Assessors

Approved subcontracted trainers may access the data required to deliver your course.

c) Payment and Finance Providers

Banks, card processors, accountants, or auditing bodies.

d) IT & System Providers

Secure platforms used for hosting, email services, scheduling or learning systems.

We ensure all third parties comply with UK GDPR and handle data securely.

 

6. International Transfers

If any data is transferred outside the UK (e.g., awarding body systems hosted abroad), we ensure equivalent protections using:

  • Adequacy decisions, or
  • Standard contractual clauses (SCCs)

 

7. Data Retention

We retain personal data for:

  • 5 years for training and certification records
  • 6 years for financial and invoicing data (legal requirement)
  • Longer if required by specific awarding body rules

After this period, data is securely deleted or anonymised.

 

8. How We Protect Your Data

We use appropriate technical and organisational measures, including:

  • Secure servers & encrypted storage
  • Access controls for authorised staff only
  • Staff training on data protection
  • Regular auditing

 

9. Your Data Rights

Under UK GDPR, you have the right to:

  • Access your data
  • Rectify incorrect data
  • Erase your data (in certain circumstances)
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent (where used)

To exercise your rights, email: info@velocity-training.co.uk

If you believe your data has been mishandled, you can complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

 

10. Marketing

We will only send marketing communications if you have opted in.
You can unsubscribe at any time by emailing us or using the “unsubscribe” link where provided.

 

11. Cookies

If your website uses cookies, you may include:

“Our website uses cookies to improve user experience and analyse site traffic. You can control cookies through your browser settings.”

 

12. Updates to This Privacy Notice

We may update this Notice periodically. The latest version will always be available on our website.