Privacy Policy

Purpose & Scope

This Policy explains when and why Coaction Training CIC collects personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you're happy with any changes. By using our website, you're agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to hello@coaction.org.uk or by writing to Coaction Training CIC, 3 Admirals Hard, Plymouth PL1 3RJ. Alternatively, you can contact us at +44 (0)1752 686 890.

Who are we?

We are Coaction Training CIC a social enterprise and private company limited by guarantee.

Address: Coaction Training CIC, 3 Admirals Hard, Plymouth, PL1 3RJ
Company Registration Number: 14439430
Tel: +44 (0)1752 686890
Email: hello@coaction.org.uk
Website: https://www.coaction.org.uk

Coaction Training is registered with ICO, number ZB436322

Our key contact for data protection matters is: Emma Braun

Why do we process personal data?

We collect personal data for the purpose of fulfilling our role as training service providers.

How do we collect information from you?

We may collect information from you when you book one of our courses or events (when registering via email, phone, booking online); attend one of our courses (online or in person), and when you sign-up to our mailing list on our website.

What type of information is collected from you?

The data we collect from you and held by Coaction may include: name, job title, company name, postal address, email address, professional membership details and telephone number(s).

If you pay for an activity via BACS or cheque, we will also collect your payment information. If you charge us for a product or service, we will collect details of how you receive payment. See below for details of how we collect and store financial information.

We record our online training events to provide wider access to the content. All presenters will have their image and audio captured in the recording. If you are a participant you may have the option of sharing your image and audio during the session. If you choose to do so, this may also be captured in the recording.

Some training events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.

If an event is being recorded we will always notify you in advance.

How do we manage financial information?

Payments to us

If you book our training online, your payment information is not held by us, it is collected and processed by Paypal, whose privacy policy can be viewed here and security guide here.

If you pay us directly, then your bank account details (account name, sort code and account number) will be used and stored by our bank, currently Unity Trust Bank, who have secure and encrypted processing methods, as explained here.

Payments by us

If you invoice us directly, then your bank account details (account name, sort code and account number) will be stored on our accounts system, currently Xero, which is accessible by Coaction's Directors, Accounts Team and external accountant (currently Thomas Westcott Accountants). This information is stored on a secure cloud-based server. We will store this information for at least six years, as required by current legislation.

How is your information used?

We may use your information to send you communications about our latest news, events and training administration.

By signing up to our training courses or for training updates, you agree to receive non- marketing emails from us in order to manage your enrolment and obtain details of training courses.

On occasion we may share your data with other trusted third parties, when deemed necessary for the successful delivery of our services. We will notify you should such an occasion arise.

We do not disclose personal data to other organisations. We will not share, sell, or distribute your personal data with unrelated third parties.

Training Courses

By signing up to our training courses you are opting in and agreeing for us to share your name and postal address with our chosen printers and material suppliers in order to send you appropriate course materials only, as outlined in our course information.

For all our courses your name, company, telephone number and email address will be shared with the trainer for the purposes of course delivery only. Delegates on your course will be able to see the profile information you use on Zoom during the webinars. You can find further information regarding Zoom's privacy policy here.

For our Passivhaus Designer Training we will also use your information (name and email address) to add you to a dedicated Microsoft Teams Channel for your course. This information is visible to other course participants on Microsoft Teams. You can find further information regarding Microsoft Teams privacy policy here.

For training participants, we will store your non-sensitive details (name and company only) for our records so that we may provide details of attendance for CPD records etc. Your personal data will be retained for the duration of our business relationship, or for as long as there is a legal requirement to do so as per our data protection policy.

By enrolling to take the Certified Passivhaus Designer/Consultant and Certified Passivhaus Tradesperson examinations, you are opting-in and agreeing for us to share your information (name and email address) with the Passivhaus Institut.

Webinar / Live Broadcast Event

We use your email address to provide you with the event details. This will include information about any recording taking place. For recorded events we may also email you a link to the recording once the event has concluded when deemed necessary.

We don't publish delegate lists for video conferences, webinars, or live broadcast events but your name and email address may be visible to others in attendance during the event.

Recorded content is stored in the Zooms cloud for 90 days, after which time they are deleted.

Updates

Subscription to our Updates is via Mailchimp sign up forms. You will be asked to give verifiable permission to be added to our Mailchimp database. By subscribing to our updates, you agree to receive communications about projects, news, course updates and items we deem of interest.

If you no longer want to receive communications from us, then you can unsubscribe from our mailing list at any time by clicking on the 'Unsubscribe' link on the bottom of any of our mailings. You can also email us at hello@coaction.org.uk or write to us at Coaction Training CIC, 3 Admirals Hard, Plymouth PL1 3RJ.

When you unsubscribe, your details will be deleted from our Mailchimp Contact Database. Your details will still be stored on our Mailchimp mailing lists, so that they can record your mailing preferences in order to prevent future mailings. See Mailchimp's privacy policy here and security information here.

How you can access & update your information

You can ask us if we are keeping any personal data about you, and you can also request to receive a copy of that personal data. You have the right to ask for a copy of the information Coaction holds about you and you may delete or correct the personal information we hold for you at any time.

For such requests, please contact hello@coaction.org.uk or write to us at Coaction Training CIC, 3 Admirals Hard, Plymouth PL1 3RJ. Alternatively, you can contact us at ++44 (0)1752 686890.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex, or you have made several requests. In this case, we will notify you and keep you updated.

Security

Access to your personal data is limited to those employees, agents, contractors and other third parties who have a business need to know. They are subject to a duty of confidentiality and will only process your personal data on our instruction.

Your data is maintained on our secure server in what we believe to be a well-protected environment which is regularly monitored and reviewed by a professional IT partner. When your information is received, we make our best effort to ensure its security on our systems.

We cannot guarantee complete security for non-sensitive details, for example your name and email address, transmitted normally over the internet in the course of service delivery.

Use of cookies

Like many other websites, the Coaction website uses cookies. 'Cookies' are small pieces of information sent by a website to your computer and stored on your hard drive to allow that website to recognise you when you visit. They only collect statistical data about your browsing actions and patterns and do not identify you as an individual.

It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website. For more information about cookies, click here.

Links with third party websites

Our website may contain links to other websites run by our partners and other organisations. This Policy applies only to our website. We encourage you to read the privacy policies on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website. In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check that site's own privacy policy.

Review of Policy

This Policy will be reviewed by the Board of Directors every year at minimum, or sooner if warranted by internal or external events or changes. Changes to the Policy will be recommended by the Head of Training to the Board of Directors for approval.

Created/Updated: 01/01/2023
Person Responsible: Head of Training
Next Review date: 01/01/2024