At a glance
Vital Signs Scotland collects only the information reasonably needed to answer enquiries, arrange and deliver training, process bookings and payments, issue certification, meet legal or awarding-organisation requirements, and operate this website.
We do not sell your personal information. We share it only where necessary to provide our services, comply with the law, or where you have asked us to do so.
1. Who is responsible for your information?
Vital Signs Scotland is the data controller for the personal information covered by this policy. Vital Signs Scotland is a trading name of Frans Bedford-Visser, a sole trader based in Scotland.
71 Lanark Avenue, Deans
Livingston, West Lothian, EH54 8QN
Email: info@vitalsignsscotland.co.uk
Telephone: 01506 333310
2. Information we may collect
Depending on how you contact us or use our services, we may collect:
- your name, job title, employer or organisation;
- postal address, email address and telephone number;
- course enquiries, booking details, attendance and assessment information;
- information needed for learner registration and certification, which may include date of birth and photographic identification where required;
- payment, invoicing and transaction information (we do not normally receive or retain your full payment-card details);
- communications you send to us, including feedback, reviews and complaints;
- reasonable-adjustment, accessibility, dietary or relevant health information that you choose to provide so we can deliver training safely and inclusively;
- website and device information such as IP address, browser type, pages visited and cookie choices; and
- photographs or video from training only where there is an appropriate basis to use them.
Please do not send us medical or other sensitive information unless it is genuinely needed. Where we require it, we will limit access and use it only for the stated purpose.
3. How we obtain information
We usually receive information directly from you when you contact us, submit a website form, make a booking, purchase a course, attend training, complete learner paperwork or communicate with us.
We may also receive information from your employer or booking organisation, an awarding or certification organisation, a training-platform provider, a payment provider, or another person arranging training on your behalf.
4. Why we use your information
| Purpose | Usual lawful basis |
|---|---|
| Responding to enquiries and providing quotations | Steps taken at your request before entering a contract, or our legitimate interests in operating our business |
| Managing bookings, delivering training, assessments and certification | Performance of a contract and, where applicable, compliance with legal obligations |
| Registering learners with awarding, certification or training-platform organisations | Performance of a contract, legal obligation or our legitimate interests in providing accredited training |
| Processing payments, invoices, refunds and business records | Performance of a contract and compliance with legal obligations |
| Providing reasonable adjustments or responding to relevant health and safety needs | Legal obligations, substantial public interest conditions where applicable, or your explicit consent |
| Improving our services, protecting our website and preventing fraud | Our legitimate interests in running a secure and effective business |
| Sending optional marketing communications | Your consent, or our legitimate interests where permitted by law; you may opt out at any time |
| Using photographs, testimonials or identifiable case studies for promotion | Your consent, unless another lawful basis has been clearly identified and explained |
Where we rely on legitimate interests, we consider whether our use is necessary and balance it against your rights and reasonable expectations.
6. International transfers
Some of our technology providers may store or process information outside the United Kingdom. Where this happens, we require an appropriate safeguard recognised by UK data-protection law, such as UK adequacy regulations or approved contractual protections.
7. How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, tax, insurance, quality-assurance and certification requirements.
- Enquiry records that do not result in a booking are normally reviewed and deleted when no longer required.
- Booking, attendance, assessment and certification records are retained for the period required by the relevant awarding or certification organisation and for any appropriate claims period.
- Financial and transaction records are generally retained for up to six years to meet tax and accounting requirements.
- Marketing information is retained until you unsubscribe, withdraw consent or we determine that it is no longer current.
- Information concerning a complaint, incident or legal claim may be kept for as long as reasonably necessary to resolve it and protect legal rights.
When information is no longer needed, we securely delete it or anonymise it.
8. How we protect information
We use reasonable technical and organisational measures designed to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people and service providers who need the information for legitimate purposes.
No internet transmission or storage system can be guaranteed completely secure. If a personal-data breach creates a risk to individuals, we will respond in accordance with applicable law.
9. Your data-protection rights
Depending on the circumstances, you may have the right to:
- ask for access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase your information;
- ask us to restrict how we use it;
- object to processing based on legitimate interests or for direct marketing;
- receive certain information in a portable format; and
- withdraw consent at any time where consent is our lawful basis.
These rights are not absolute and exemptions may apply. To exercise a right, contact us using the details above. We may need to verify your identity before acting on a request. You will not normally have to pay a fee.
If you are unhappy with how we use your information, please contact us first so that we can try to resolve the matter. You may also complain to the Information Commissioner’s Office (ICO) or telephone 0303 123 1113.
11. Third-party websites and services
Our website may link to booking platforms, awarding organisations, social networks or other third-party services. Those organisations control their own websites and personal-data practices. Please read their privacy information before providing personal information to them.
12. Children and young people
Our public website is not directed specifically at children. We may process limited information about learners under 18 where training has been arranged by a parent, guardian, school, employer or other responsible organisation. We use additional care and collect only what is necessary for booking, safeguarding, assessment and certification.
13. Marketing choices
You may ask us to stop sending direct marketing at any time by using an unsubscribe option in the message or by emailing info@vitalsignsscotland.co.uk. This will not prevent essential service messages about an enquiry, booking, course, payment or certificate.
14. Changes to this policy
We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on this page and the date at the top will be revised.
15. Contact us
For questions, requests or complaints about this policy or your personal information, please contact:
Vital Signs Scotland
71 Lanark Avenue, Deans, Livingston, West Lothian, EH54 8QN
info@vitalsignsscotland.co.uk | 01506 333310
This privacy notice explains how Vital Signs Scotland handles personal information. It is not a substitute for individual legal advice.