Privacy policy

This Privacy Policy explains how Knights Training Academy Limited collects, uses, stores and shares personal information when you visit our website, contact us, purchase a course or use our learning and assessment services.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, as amended.

This policy provides information about our processing. Using our website or accepting our Terms and Conditions does not, by itself, constitute consent to every use of your personal information.

2. Who we are

Knights Training Academy Limited is the controller responsible for the personal information described in this policy, except where another organisation independently determines how information is used.

Company number: 06469123

Registered office: Knoll House, Knoll Road, Camberley, Surrey, GU15 3SY

Trading office: St George’s House, Knoll Road, Camberley, Surrey, GU15 3SY

Website: https://knightstrainingacademy.com

Privacy enquiries: info@knightsltd.co.uk

Please use these contact details to ask questions about this policy or exercise your data protection rights.

Where an employer, funding body or awarding organisation acts as a separate controller, its own privacy notice also applies to its processing.

3. Who this policy covers

This policy covers website visitors, prospective learners, learners, purchasers, employer contacts, parents or guardians and other people who contact us about our training services.

Additional privacy information may apply to particular programmes, funding arrangements, recruitment activities or assessments. Where relevant, we provide that information when collecting the data or before the additional processing begins.

4. Information we collect

Depending on your relationship with us and the course or service involved, we may collect the following information.

Identity and contact information

Your name, date of birth where required, postal address, email address, telephone number and relevant employer or job information.

Account information

Information needed to create and manage your learning account, including your account identifier, preferences and account activity.

Enrolment and eligibility information

Your chosen course, previous qualifications, relevant experience, eligibility evidence and identity verification information where required by the qualification or assessment process.

Learning and assessment information

Course progress, learning activity, attendance, assignments, assessment evidence, feedback, results, appeals, qualification registrations and certification records.

This may include photographs, audio, video or workplace evidence where these form part of a disclosed assessment requirement.

Purchase and payment information

Orders, invoices, payment amounts, instalment schedules, transaction references, payment status, refunds and payment disputes.

Payments made through Stripe are processed through its payment systems. Information available to us depends on the payment method and integration used.

Communications

Enquiries, support requests, emails, platform messages, complaints and other correspondence.

Technical and website information

IP address, device and browser information, login records, pages visited and activity on our website or learning platform, where collected through the systems we use.

Preferences and consent records

Marketing preferences, cookie choices, the terms accepted at purchase and any express consent or request relating to early course supply.

We collect only information that is relevant and necessary for the purposes explained to you.

5. Sensitive information and safeguarding records

Some information requires additional protection. This may include information about health, disability, additional learning needs, ethnicity, religion or other special category information.

We collect this information only where necessary for a specified purpose, such as arranging reasonable adjustments, supporting a learner, meeting a legal requirement or handling a safeguarding concern.

We must have both an appropriate lawful basis and an additional legal condition for processing special category information. Depending on the circumstances, the condition may involve explicit consent, legal claims or a relevant substantial public interest condition supported by UK law.

Where criminal offence information is involved, separate legal requirements also apply.

We restrict access to sensitive information and share it only where necessary and lawful. We cannot promise absolute confidentiality where disclosure is necessary to protect someone or fulfil a legal duty.

6. How we obtain information

We obtain personal information:

Directly from you when you enquire, register, purchase, study, submit evidence or contact us.

Through your use of our website and learning platform.

From an employer, purchaser, parent or guardian where they arrange or support your learning.

From tutors, assessors, workplace witnesses and other people involved in delivering or verifying your learning.

From awarding organisations and relevant funding or regulatory bodies.

From payment providers concerning payment status, refunds or disputes.

Where information comes from another source, we provide the privacy information required by law, including relevant details of that source.

7. Why we use information and our lawful bases

We use personal information only where we have a lawful basis.

Enquiries and purchases

We use contact and enquiry information to answer questions and take steps you request before entering into a contract. We use order and account information to administer your purchase and perform our contract with you.

Course delivery and learner support

We use enrolment, learning and assessment information to provide the course, support, marking and certification services included in our agreement.

Where you are the contracting learner, this will generally be necessary to perform our contract with you.

Where an employer or another person purchases the course, we may rely on legitimate interests in delivering the arranged training and supporting the learner, where appropriate.

Assessment and quality assurance

We use relevant information to assess work, verify identity and authenticity, investigate malpractice, manage appeals and meet applicable awarding organisation requirements.

The lawful basis may be contract, legitimate interests or a legal obligation, depending on the particular activity. An awarding organisation requirement is not automatically a legal obligation.

Payments and financial records

We use payment information to collect agreed fees and manage instalments, refunds and invoices. We also retain relevant records to meet accounting and tax obligations.

Security and administration

We use relevant technical records and correspondence to secure accounts, prevent fraud, investigate misuse, maintain our systems and administer our services. We generally rely on legitimate interests for these activities.

Complaints and legal claims

We use relevant records to investigate complaints, resolve disputes and establish, exercise or defend legal claims. We generally rely on legitimate interests, or a legal obligation where applicable.

Safeguarding and learner welfare

We use necessary information to assess concerns, protect people and make appropriate referrals. The lawful basis depends on the circumstances and may include legal obligation, legitimate interests or vital interests in an emergency. Additional conditions apply to sensitive information.

Marketing

We use contact information and preferences to send marketing where we have consent or another lawful basis and the communication is permitted by applicable marketing rules.

Service improvement

We may use feedback and appropriate usage information to understand and improve our services. We rely on legitimate interests where appropriate and obtain consent for tracking technologies where required.

Our legitimate interests include delivering effective training, protecting learners and staff, securing our systems, maintaining quality and resolving disputes. We consider the effect on your rights before relying on those interests.

8. Information you need to provide

Some information is necessary to enter into or perform your course contract, verify eligibility, complete assessments or meet legal requirements.

If you do not provide necessary information, we may be unable to enrol you, provide a particular service, complete an assessment or arrange certification. We explain this when requesting the information.

Optional information will be identified where appropriate. Refusing optional marketing consent does not prevent you from purchasing or completing a course.

9. Who receives your information

We share personal information only where necessary, proportionate and lawful.

Depending on your course and the services used, recipients may include:

LearnWorlds, which supports our website, learning accounts, course delivery and learning records.

Stripe, which supports payment processing, recurring collections where agreed, refunds and payment security.

Tutors, assessors, internal quality assurers and authorised staff involved in your learning.

Awarding organisations, external verifiers and relevant qualification regulators.

Employers or sponsors, where appropriate reporting arrangements have been explained to you.

Funding bodies, auditors or public authorities where relevant to your programme and supported by a lawful basis.

Providers of hosting, email, business systems, technical support and other services used to operate our business.

Professional advisers, insurers, courts or authorised bodies where necessary for advice, legal claims or compliance.

Safeguarding agencies or emergency services where disclosure is necessary and lawful.

We do not automatically disclose all learner information to an employer, purchaser, parent or guardian. Sharing depends on the purpose, the learner’s circumstances and rights, and any applicable legal requirements.

Service providers acting on our instructions are subject to appropriate contractual obligations. Some recipients, including certain payment providers and awarding organisations, may act as independent controllers for particular activities.

10. International transfers

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

Where a transfer is restricted under UK data protection law, we use a lawful transfer mechanism. Depending on the destination and circumstances, this may involve UK adequacy regulations or approved contractual safeguards, together with any required assessment and additional protections.

You can contact us for information about relevant safeguards and how to obtain a copy, subject to appropriate redaction.

11. How long we keep information

We keep personal information only for as long as necessary for its purpose, taking account of legal requirements, qualification rules, safeguarding needs and the handling of complaints or legal claims.

Different records may need different retention periods. A 12-month course access period does not mean that all learner or payment records are deleted after 12 months.

Where necessary, we may preserve relevant records for longer while a complaint, investigation or legal claim is ongoing.

When information is no longer needed, we delete it securely or anonymise it. Backup copies are managed through our backup retention and deletion arrangements.

We may retain a minimal suppression record to respect a request not to receive marketing.

12. Marketing communications

We send electronic marketing to individuals only where we have valid consent or an applicable legal exception permits it.

Where we rely on the existing-customer exception, we meet its conditions, including marketing our own similar services and providing an opportunity to opt out when details are collected and in subsequent messages.

You can unsubscribe using the link in a marketing email or contact info@knightsltd.co.uk.

You may withdraw marketing consent or object to direct marketing at any time. This does not affect the lawfulness of processing before withdrawal.

Important service messages about your order, payments, learning access, assessment or safeguarding are separate from marketing and may still be sent where necessary.

13. Cookies and similar technologies

Our website and learning services may use cookies and similar technologies for functions such as signing in, maintaining security, remembering preferences and understanding website use.

We obtain consent before using technologies that require it. Where a legal exception applies, we meet the relevant conditions.

You can manage choices through our cookie controls where available. Rejecting optional cookies does not remove your paid course entitlement, although blocking essential technologies may affect functions such as signing in.

Our Cookie Policy explains the technologies used, their purposes, providers and duration:

https://knightstrainingacademy.com/cookies

14. Recordings and remote assessments

Where a course involves recorded teaching, video evidence, remote observation or examination monitoring, we explain the relevant arrangements before the activity.

This includes what is recorded, why it is needed, who can access it, the lawful basis, retention and any external provider involved.

We do not treat general acceptance of this policy as permission for unrestricted recording or monitoring. Where consent is the appropriate basis, we obtain it separately.

15. Automated decisions

Where we use automated quizzes or marking tools, we explain their role and any relevant review or assessment appeal route.

If we use profiling or solely automated decisions that have legal or similarly significant effects, we provide the additional information and safeguards required by law, including information about human review where applicable.

16. How we protect information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These include appropriate access controls, staff responsibilities, secure systems and procedures for handling suspected data breaches.

No online system is completely secure. If a personal data breach occurs, we assess it and notify the relevant regulator and affected individuals where legally required.

Keep your account credentials secure and contact us promptly if you suspect unauthorised access.

17. Your data protection rights

Depending on the circumstances, you may have the right to:

Obtain a copy of your personal information.

Correct inaccurate or incomplete information.

Request deletion.

Request restriction of processing.

Object to processing based on legitimate interests.

Object to direct marketing.

Receive or transfer certain information in a portable format.

Withdraw consent where processing relies on consent.

Exercise applicable rights concerning automated decisions.

These rights are subject to legal conditions and exceptions. For example, we may need to retain some information to comply with legal obligations or handle legal claims.

To make a request, email info@knightsltd.co.uk or write to our registered office.

Requests are normally free. We respond without undue delay and normally within one month, subject to any lawful extension or permitted adjustment to the response period. We may request reasonable information to verify identity or clarify a request where appropriate.

Where the law permits a fee or refusal, we explain the reason and your available complaint rights.

18. Children and young learners

Where our courses accept learners under 18, we provide age-appropriate privacy information and apply suitable safeguards.

A parent or guardian does not automatically have unrestricted access to a young person’s information. We consider the learner’s understanding, rights, safeguarding needs and applicable law when handling requests or sharing information.

19. Changes to our business

If our business is reorganised, sold or transferred, relevant information may be shared with advisers and prospective or new owners where necessary and lawful, subject to appropriate confidentiality and safeguards.

We provide any notices required by law and explain material changes to who controls your information or how it will be used.

20. Other websites

Our website may link to other websites or services. Their operators are responsible for their own processing, and their privacy notices apply.

Using third-party providers to deliver our services does not remove our own data protection responsibilities.

21. Questions and complaints

Please contact us if you have a question or concern about how we use personal information:

Email: info@knightsltd.co.uk

Post: Knights Training Academy Limited, Knoll House, Knoll Road, Camberley, Surrey, GU15 3SY

You may also complain to the Information Commissioner’s Office, the UK data protection regulator:

Website: https://ico.org.uk/make-a-complaint/

You do not have to complete our internal complaints procedure before contacting the ICO.

22. Changes to this policy

We review this policy and update it when our practices or legal requirements change.

The latest version will appear on our website with an updated date. Where required, we will bring significant changes to your attention.

Updating this policy does not retrospectively create consent or remove your data protection rights.