Last updated: 18 August 2026

Close Protection Academy Ltd. (“CPA”, “we”, “us” or “our”) is committed to protecting your privacy and personal information.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and your rights under UK data protection law.

Close Protection Academy Ltd. is the Data Controller for the personal information covered by this policy and is registered with the Information Commissioner’s Office (ICO).

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

CONTACT US

Data Controller: Close Protection Academy Ltd.
Email: contact@closeprotectionacademy.co.uk

Responsibility for overseeing data protection within Close Protection Academy Ltd. is held by Nick Player and Jillian Robertson.

If you have any questions about this policy or how we use your personal information, please contact us using the email address above.

INFORMATION WE MAY COLLECT

Depending on your relationship with CPA and the services or courses you use, we may collect:

• Name
• Postal address
• Telephone number and email address
• Date of birth
• Gender
• Preferred pronouns, where voluntarily provided
• Employment details, occupation and relevant experience
• Course bookings and training history
• Attendance records
• Assessment results and qualification information
• Learner portfolios and assessment evidence
• Identification documents
• Photographs required for identification, qualification or training purposes
• Payment and transaction information
• Emergency contact information
• Relevant health, medical or allergy information where necessary for your health and safety
• Reasonable adjustment and accessibility information
• Equality, diversity and inclusion monitoring information, where appropriate
• Correspondence and communications with us
• Complaints, appeals, disciplinary or malpractice information
• Photographs, video or audio recordings created during training, assessment or events where appropriate
• CCTV images where CCTV operates at our premises
• Website and technical information such as IP address, browser information and cookies, where applicable
• Other information reasonably required to provide training, administer qualifications or meet our legal, regulatory or awarding organisation requirements

We only collect personal information that is relevant and reasonably necessary for a specific purpose.

HOW WE USE YOUR INFORMATION

We may use your personal information to:

• Respond to enquiries
• Process course bookings and registrations
• Provide training and assessment
• Register learners with awarding organisations
• Administer assessments and qualifications
• Verify identity and eligibility
• Maintain learner and qualification records
• Issue or facilitate certificates
• Send joining instructions and course information
• Manage payments, invoices and refunds
• Provide learner support and reasonable adjustments
• Protect the health, safety and welfare of learners, staff and visitors
• Investigate complaints, appeals, malpractice or incidents
• Carry out internal and external quality assurance
• Meet audit and regulatory requirements
• Improve our courses and services
• Maintain the security of our premises and systems
• Prevent or investigate fraud or unlawful activity
• Comply with awarding organisation, regulatory, insurance, accounting, tax and legal requirements
• Send marketing communications where we have a lawful basis to do so

OUR LAWFUL BASES FOR USING YOUR INFORMATION

Under UK GDPR, we must have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely upon:

Contract – where processing is necessary to enter into or perform a contract with you, such as when you book and attend a course.

Legal obligation – where we need to process information to comply with a legal or regulatory requirement.

Legitimate interests – where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Consent – where you have given us permission to process your information for a particular purpose.

Where we rely on consent, you may withdraw your consent at any time.

SPECIAL CATEGORY DATA

Some information, particularly information concerning health or certain equality monitoring information, may be classed as special category data under UK GDPR.

We will only process this information where it is necessary and where we have an appropriate lawful basis and additional legal condition for doing so.

This may include protecting your health and safety during training, providing reasonable adjustments or meeting applicable legal or regulatory requirements.

Access to sensitive personal information is restricted to authorised persons who have a legitimate reason to access it.

WHO WE MAY SHARE YOUR INFORMATION WITH

We do not sell your personal information.

Where necessary and lawful, we may share relevant information with:

• Awarding organisations and qualification providers
• Qualification regulators and relevant regulatory bodies
• External quality assurers and auditors
• Training partners or authorised subcontractors involved in delivering or assessing your course
• Payment processing providers
• Website, booking, email, IT and cloud-service providers acting on our behalf
• Professional advisers, including accountants, insurers and legal advisers
• HM Revenue & Customs and other relevant government authorities
• Law enforcement, emergency services or fraud prevention organisations where appropriate and lawful
• Other organisations where we are legally required or permitted to share information

Where you undertake an accredited qualification, relevant personal information may be provided to the applicable awarding organisation for purposes including learner registration, assessment, quality assurance, certification and regulatory compliance.

Awarding organisations may process some information as independent Data Controllers and may have their own privacy policies.

PHOTOGRAPHS, VIDEO AND AUDIO

Photographs, video or audio recordings may occasionally be created during training, assessments or events.

Where recordings are required for assessment, quality assurance or regulatory purposes, we will process them under an appropriate lawful basis.

Where photographs or recordings are intended primarily for marketing or promotional purposes, appropriate permission will be obtained where required.

CCTV

CCTV may operate at our training premises for security, crime prevention and the protection of learners, staff, visitors and property.

Appropriate signage will be displayed where CCTV is in operation.

CCTV recordings will only be accessed by authorised persons and will only be disclosed where there is a legitimate and lawful reason to do so.

MARKETING

We may contact you about relevant courses, services or events where we have a lawful basis to do so.

Where consent is required for electronic marketing, we will obtain it before sending marketing communications.

You can unsubscribe from marketing communications at any time.

Unsubscribing from marketing will not prevent us from contacting you about a course you have booked, your qualification, a payment or another necessary service-related matter.

COOKIES AND WEBSITE INFORMATION

Our website may use cookies and similar technologies to help the website operate correctly, understand how visitors use the website and improve our services.

Where required, non-essential cookies will only be used with your consent.

Further information about the cookies used on our website may be provided through our cookie settings or Cookie Policy.

INTERNATIONAL DATA TRANSFERS

Some technology or service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure appropriate safeguards or other lawful transfer mechanisms are used where required by UK data protection law.

HOW WE PROTECT YOUR INFORMATION

We take appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

Access to personal information is restricted to authorised individuals who require it for legitimate business, training, assessment or compliance purposes.

HOW LONG WE KEEP YOUR INFORMATION

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, regulatory, awarding organisation, insurance, accounting and contractual requirements.

Different types of information may therefore be retained for different periods.

Qualification and assessment records may need to be retained in accordance with awarding organisation or regulatory requirements, while financial records may be retained for periods required by applicable tax and company legislation.

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

YOUR DATA PROTECTION RIGHTS

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

• Be informed about how your personal information is used
• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your information in certain circumstances
• Request restriction of processing in certain circumstances
• Object to certain uses of your personal information
• Request transfer of your information in certain circumstances
• Withdraw consent where processing is based on consent
• Have safeguards in relation to certain automated decision-making and profiling

These rights are not absolute and may be subject to exemptions under data protection legislation.

ACCESSING YOUR INFORMATION

You can request a copy of the personal information we hold about you by making a Subject Access Request (SAR).

Please send requests to:

contact@closeprotectionacademy.co.uk

We may ask you to provide information necessary to confirm your identity.

We will respond within the timeframe required by data protection law, which will normally be within one month of receiving a valid request.

There is normally no charge for making a Subject Access Request.

COMPLAINTS

If you are concerned about how we have collected or used your personal information, please contact us first so that we can investigate your concerns.

Email: contact@closeprotectionacademy.co.uk

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

Further information is available at ico.org.uk.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or data protection requirements.

The latest version will be made available on our website.

Close Protection Academy Ltd.
Email: contact@closeprotectionacademy.co.uk
Last updated: 18 August 2026