Policies and General Course Information

TERMS AND CONDITIONS

A course may be cancelled without charge providing written notice is received within 7 working days prior to course commencement.  If notice is out of this time period 100% of the course fee is payable.  Ace Safety Academy Ltd reserve the right to alter or cancel courses due to insufficient delegates or absent attendees on the day[s] booked.  No offers or refunds are available for cancellations beyond our control, including adverse weather conditions, flooding or industrial action.  No offers or refunds are available should candidates be intoxicated due to misuse of drugs and/or alcohol.

Ace will securely retain your personal data on file for our records only.  We do not forward your data for any other marketing purposes (please refer to Privacy Policy below for further information).

Credit card payments will be subject to a cancellation fee in the event you have to cancel the course due to any unforeseen circumstances.

MEDICAL INFORMATION

In line with current guidelines, all delegates are required to be of a reasonable level of fitness in order to complete the confined space practical assessment requirements. Medical information will be requested and reviewed on the day of the course, and Ace Safety Academy withhold the right to refuse those who we feel do not meet the requirements for the performance assessment (the ability to participate in the final assessment).  Those with respiratory disorders, bronchitis, asthma, for example, may not be able to safely use self-contained breathing apparatus. Those with existing medical conditions which require medication or those who have a risk of sudden incapacitation again will be considered. Those with a BMI in excess of 35 will generally be too unfit to undertake the practical assessment.  All delegates intending to use Escape or Working Breathing Apparatus with a close fitting face mask will need to be clean shaven (any beard, stubble, thick sideburns, long hair or moustache in the region where a face mask is intended to seal to the face will cause leakage).  If in doubt please contact us prior to the course.

COURSE START TIMES

We ask that all delegates arrive promptly at 08.15 am on the day of your course, unless booking forms specify different.  All courses commence at 08.30 am and you may be turned away if you are late.  Please call 01706 843 508 if you are running late and we can advise further on the day.

ID REQUIREMENTS

You are required to bring photographic ID on the day of your course, such as a current passport or driving licence in order to validate your personal details (please refer to Privacy Policy below for further information).

PPE REQUIREMENTS

You are required to provide your own PPE for all courses, unless booking forms state otherwise.  You must bring suitable clothing / work overalls, high vis jacket / vest, hard hat / helmet, safety boots, gloves and ear defenders assessed for the course you are attending.

FACILITIES

Please note that most courses do not provide lunch.  Refreshments [tea/coffee/toast] are available and an on-site vending machine. Food can also be purchased from local shops and cafes, or delegates are able to bring a packed lunch.

PHOTOBOOTH

We have a photobooth on site in order to obtain passport style photographs as required for SWQR for Street Works cards.  The cost is £6.00 per strip.

PRIVACY POLICY

Ace Safety Academy Limited is committed to data security and the fair and transparent processing of personal data.  This privacy policy (Policy) sets out how employees of Ace Safety Academy treat personal data.

Please read this Policy carefully as it contains important information on who we are, how and why we collect, store, use and share your personal data, your rights in relation to your personal data, how to contact us, and how to contact supervisory authorities in the event that you would like to report a concern about the way in which we process your personal data.

Who are we?

For the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679), Ace Safety Academy Limited is the ‘controller’ of personal data.

Ace Safety Academy Limited (we, us or our) is a registered company ( 8501300 ) (England and Wales).  Our registered address is Prospect House, George Street, Shaw, Oldham, OL2 8DJ.

If you have any queries about this Policy, the way in which we process personal data, or about exercising any of your rights, you may contact our Privacy Representative by sending an email to andrea.nixon@acesafetyacademy.co.uk or writing to Andrea Nixon, Centre Manager / Privacy Officer, Ace Safety Academy Limited, Prospect House, George Street, Shaw, OL2 8DJ.

What personal data do we collect?

We may collect the following data:-

  • Name
  • Gender
  • Date of birth
  • National insurance number
  • Address
  • Bank / payment details
  • ID verification such as passport or driving licence (last four digits)
  • Email address

We may collect other personal data if required to administer our quality assurance processes, investigations, complaints and appeals. This personal data is provided to us by you to register that you wish to receive training, learning, assessment and / or certification products and / or services provided by us.

In some circumstances we may also be provided with sensitive personal data, such as information about your physical or mental health / learning conditions, to enable us to administer requests for reasonable adjustments or sensitive personal data relating to an investigations, complaint, or appeal.  Such information should only be provided to us if you have provided your explicit consent to sharing such sensitive personal data with us.

We assign a unique learner number to each learner at the point of learner enrollment which we also use in relation to your learning, assessment, and certification.

How do we use your personal data?

We may use your personal data where this is necessary to pursue our legitimate interests as a provider of training, assessment and certification products and/or services, including to:

  • provide you with products and/or services which you have registered for;
  • undertake administration in relation to products and/or services which you have registered for;
  • provide you with a certificate, credential or other record of learning;
  • contact you directly in relation to our quality assurance processes, investigations, appeals, and complaints;
  • contact you directly in relation to new and existing products, services, news, awards and events offered by Ace Safety Academy;
  • assess and provide reasonable adjustments in relation to your learning or assessment where requested

We may also process your personal data if required by law, including to respond to requests by government or law enforcement authorities or for the prevention of crime or fraud.

Who do we share your personal data with?

We may share your personal data with relevant third parties, where necessary, in relation to your learning, assessment, or certification, including:

  • regulatory authorities, sector skills councils and similar industry bodies;
  • consortiums, authorised representatives, and partners; and
  • centres, training providers, awarding bodies and similar third parties.

We may also share your personal data with third party providers including:

  • legal and other professional advisers, consultants, and professional experts;
  • service providers contracted to us in connection with provision of learning, assessment, and training products and services such as markers, moderators, assessors, certification or credentialing providers, IT services and customer relationship management services; and
  • Analytics and search engine providers that assist us in the improvement and optimisation of our website.

We will ensure there is a contract in place with such third parties which include obligations in relation to the confidentiality, security, and lawful processing of any personal data shared with them.  Where a third party recipient is located outside the European Economic Area, we will ensure that the transfer of personal data is protected by appropriate safeguards, including the use of model data protection clauses adopted or approved by the relevant authority where the data protection authority does not believe that the country has adequate data protection laws.

We take all reasonable steps to ensure that our staff protect your personal data and are aware of their information security obligations.  We limit access to your personal data to those who have a genuine business need to know it.  We may also share personal data with law enforcement or other authorities if required by applicable law.

How long will we keep your personal data?

We will retain personal data relating to your learning, assessment and certification to enable us to provide information about your learning or a replacement certificate.

We will retain personal data relating to our quality assurance processes, appeals, or investigations for a period of 7 years to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.

Where do we store your personal data and how is it protected?

We take reasonable steps to protect your personal data from loss or destruction. We also have procedures in place to deal with any suspected data security breach.  We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights

Under the GDPR, you have various rights with respect to our use of your personal data:

Right to Access

You have the right to request a copy of the personal data that we hold about you by contacting us at the email or postal address given below.  Please include with your request information that will enable us to verify your identity.  We will respond within 1 month of request.  Please note that there are exceptions to this right.  We may be unable to make all information available to you if, for example, making the information available to you would reveal personal data about another person, if we are legally prevented from disclosing such information, or if there is no basis for your request, or if it is excessive.

Right to rectification

We aim to keep your personal data accurate and complete.  We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

Right to erasure

You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed.  If you would like to request that your personal data is erased, please contact us using the contact details provided below.

 Right to object

In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data, or if your data is being processed for direct marketing purposes.  If you would like to object to the processing of your personal data, please contact us using the contact details provided below.

 Right to restrict processing

In certain circumstances, you have the right to request that we restrict the further processing of your personal data.  This right arises where, for example, you have queried the accuracy of the personal data we hold about you and we are verifying the information, you have objected to processing based on legitimate interests and we are considering whether there are any overriding legitimate interests, or the processing is unlawful and you elect that processing is restricted rather than deleted.  Please contact us using the contact details provided below.

 Right to data portability

In certain circumstances, you have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.  This right arises where you have provided your personal data to us, the processing is based on consent or the performance of a contract, and processing is carried out by automated means.  If you would like to request make such request, please contact us using the contact details provided below.

Please note that the GDPR sets out exceptions to these rights.  If we are unable to comply with your request due to an exception we will explain this to you in our response.

 Contact

If you have any queries about this Policy, the way in which Ace Safety Academy processes personal data, or about exercising any of your rights, you can contact our Privacy Representative by sending an email to andrea.nixon@acesafetyacademy.co.uk or writing to Andrea Nixon, Centre /Manager Privacy Officer, Ace Safety Academy Limited, Prospect House, George Street, Shaw, Oldham, OL2 8DJ.

 Complaints

If you believe that your data protection rights may have been breached, and we have been unable to resolve your concern, you may lodge a complaint the applicable supervisory authority or to seek a remedy through the courts.  Please visit https://ico.org.uk/concerns/ for more information on how to report a concern to the UK Information Commissioner’s Office.

 Changes to our Policy

Any changes we may make to our Policy in the future, where appropriate will be notified to you by e-mail.

Ace Safety Academy Limited Privacy Policy Version 1, 24 April 2018

Bibliography : General Data Protection Regulation (Regulation (EU) 2016/679)