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Privacy Policy

HFI Training Privacy Policy 

This Privacy Policy will be effective as of May 23, 2018. 

HFI Training (“we” / “us” / “our” is  committed to the security and fair processing of personal and/or sensitive data. This privacy policy (“Policy”)  explained what data we collect and how we process it there after in accordance with applicable data protection law,  in particular the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

Please read this Policy carefully, as it contains important information about what information we collect, how and why we do so, how we process and protect this data after collection, your rights in relation to your personal data and how to contact us and / or the appropriate external authorities in the event that you wish to report a way we process your data. 

Through our day-to-day business interactions with customers we may,  where applicable, collect and process at the following personal and / or sensitive data:

  • Your name
  • Your date of birth
  • Your gender
  • Your specific learning requirements
  • Your contact details (phone numbers,  postal address(es) and email address(es)
  • Your job title
  • Your personal or company credit card / billing information
  • The Information about how you have engaged with our website (e.g.  what do webpages you have visited,  your IP address and the device used)

 How do we collect this data?

  • Data is either sent directly to us via mean such as email and online services (e.g. into our registration and certification system)  or collected automatically via our website (e.g. Items such as IP address and browser type).  To find out more about the website data that is collected automatically,  please see our Cookie Policy.
  • It is important for individuals undertaking qualifications and / or accessing other HFI Training services to know that certain elements of the personal data (e.g. name and date of birth) will typically need to be shared with Active IQ and ACSM/Pearsonvue).  
  • Wherever personal information is shared with us by anyone other than the person whose information we are collecting (the “data subject”) ,  it is the responsibility of the third party to ensure that the data subject is fully aware that their information will be shared with us and has provided their consent for this to happen prior to the information being shared.  An example would be that an employer, booking an employee onto a course, has consent of the learner to their personal information being shared with us during the sign-up process. 

Why do we collect this data and how do we use it?

  • We collect data in order to fulfill a variety of obligations, and we ensure that those sharing data with us are aware of what information is mandatory and what is optional in order for us to fulfill those different obligations.
  • Under the terms of the GDPR, we collect and process this data on one or more of the following bases:
  • Consent:  for example,  when you provide us with your email address and formally opt in to receive marketing communications from us
  • Contractual obligations:  for example,  in order to deliver contracting services to individuals,  we may use an individuals personal information to contact them directly
  • Legitimate interests: for example, in order to assist with complaint or appeals or to optimize your website experience
  • Legal obligations:  for example,  to assist us and /  or law enforcement agencies with fraud investigations

 Who do we share your data with? 

  • We take all reasonable steps to ensure that personal data is suitably protected and can only be accessed and processed by those with a legitimate reason to do so. Aside from the applicable HFI training staff,  personal data may be shared with the following third parties:
  • Members of staff at a learner’s employer
  • Our service providers (for example,  the awarding bodies,  Active IQ and the ACSM; print service  supplier of Active IQ; and companies that supply and / or host our IT services)
  • Consultants and / or professional experts whose remit specifically requires access to personal data
  • Law enforcement agencies,  in the event that we are with wired to assist with legal proceedings
  • Active IQ also share aggregated (usually anonymised) achievement dates out with regulatory bodies such as Ofqual.
  • Where personal data needs to be transferred to countries outside of the European Economic Area (“EEA”),  we take appropriate steps to ensure your personal information is afforded the same level of protection as described in this policy.
  • Any personal information that you voluntarily post my public platforms (for example,  within the forum on the Active IQ e-learning platform)  may become accessible to others. We cannot be held responsible for any personal information you have shared in this way,  so you are advised to  exercise caution when deciding when and where to show your information. 

How long do we keep your data for? 

  • Please refer to the next section of this policy and the “how to contact us”  section if you feel that we are retaining your date for longer than necessary and wish to exercise your “right to erasure”.
  • Where you have opted into marketing communications,  please note that you can unsubscribe at any time.

 What rights do you have?

  • The GDPR  outlined the various right that a data subject has with regard to their personal data.  Please see a summary below:
  • The “Right to be informed”: individuals must be made aware of how and why that data is collected.  In providing this Policy,  HFI training meet this requirement
  • The “Right of access”: individuals can request access to copies of their personal data in order to  verify that it is being processed in a lawful and correct way
  • The “Right to rectification”: individuals can request that inaccurate personal data is corrected (all completed if it is incomplete)
  • The “Right to erasure”:  under certain circumstances,  an individual can request is that their personal data is deleted (for example, if they wish to unsubscribe from receiving marketing communications and also have their contact details are completely deleted from our systems.  This would be possible provided there was no legitimate ongoing reason for us to detain details)
  • The “Right to restrict process”: under certain circumstances and individual  cannot request the suppression of their personal data (e.g. allowing us to continue holding their data, but pausing all processing of that data whilst they seek to verify that it is accurate and / or being processed lawfully)
  • The “Right to portability”: under certain circumstances,  an individual can request that their personal data is electronically transferred from last to another data controller
  • The “Right to object”: under certain circumstances,  an individual can object to the way in which the data is being processed (for example,  if they believe that we do not have legitimate grounds for collecting and processing certain information about them).  If the objection is upheld, we are required to stop processing the information

 How to contact us

  • If you have any queries or concerns about this policy all wish to exercise your rights,  please email us at privacypolicy@hfigroup.com or submit your communications in writing to Data Protection,  HFI Training Ltd.  Lots Ait, 41 High Street, London, TW8 0BB.