Privacy Policy

TFD-Training, as a service provider, is committed to protecting the privacy and security of our clients and customers.

Privacy Statement

TFD-Training, as a service provider, is committed to protecting the privacy and security of our clients and customers. Your data matters to us and we want to ensure you are clear on how we will use it. This policy provides details on what information and data we collect from our clients and customers in relation to our business activities, why we need it, what we do with it, how we take care of it, what we won’t do with it and data subjects rights in relation to our processing of this data.

TFD-Training is a sole trader which operate from Foxbury, Greenisland, BT38 8GT. TFD-Training provides services in road safety and driver training and other road users to effectively manage all aspects of road safety including work-related driving.

Data Protection Principles

This policy has been developed to help the Company be compliant with the Regulations. The regulations clearly set out principles which any party handling data must comply with. These principles are that all data shall be:

• Processed fairly and lawfully
• Held only for specified purposes and not used or disclosed in any way incompatible with those purposes
• Adequate and relevant
• Accurate and up-to-date
• Not kept for longer than is necessary for the purpose it was collected
• Processed in accordance with the rights of data subjects
• Kept secure
• No transferred outside the European Union

How will we collect information from you?

We may collect information from you through our terms of business, service level agreements, service contracts, direct debit mandates, payment details and through general contact including telephone and email when you initially engage us as a client, customer, service provider, supplier or make an enquiry regarding our services. Information may also be collected and provided to us through telephone conversations, email, sharing of documents (photocopies/email) and other forms of communication which areneeded to enable us to provide our clients, customers, suppliers with the services they require.

What information will we collect from you?

Information we collect will include names, address, email address, contact numbers (landline and mobile), bank details (to make or receive payment), staff details (employer, employee number or job role). Not all of this data will be personally identifiable information.

We may request further information from you which we require to adequately ensure delivery of our services, ensure the safety of you, the client, the clients services and the training provider, for example medical details such as colour blindness.

What is our legal basis for processing your information?

How will we use the information you provide us?

The information we collect from you will be used to:

Deliver our services as per our agreed terms of business/service level agreement/contract To contact you regarding support/placing of orders/answer any queries you may raise Invoice, billing and payment collection purposes Fulfil any statutory or legal obligation Provide you with useful articles and information Notify you of any additional services we provide which we feel may be of interest to you (If at any time you do not wish to receive emails about our services you can opt out at any time by clicking ‘unsubscribe’ in the email or contact us directly) Any information you provide us will not be used in any other way unless youhave been informed and we have your specific consent.

Who has access to your information?

Only the staff of the TFD-Training, contracted trainers, services providers or your employer will have access to the information you provide to us. The information they have access to is controlled and they can only access information required to ensure the services we provide to our clients, customers are met.

We may need to provide access to or share your information with 3rdparties in order to provide certain aspects of our service(s). To ensure your data is safeguarded we will review the privacy policies of these 3rdparties and ensure you are aware of who these 3rdparties are and why we need to share your information with them.

Examples of these 3rdparties will include HMRC, banks, solicitors, mortgage & financial advisors, pension providers, local government departments as required and others you advise us of.

We may need to provide access to or share your information with service providers in order to provide certain aspects of our service(s). To ensure your data is safeguarded we have in place measures with service providers and ensure we are kept up to date withthem should their policies or processes relating to data change.

Your information will not be shared with any additional 3rdparties without your prior knowledge and consent.

How long will we keep your information?

As a company,we have statutory and legal obligations to keep information for a period of time after it has been used. We will not keep any information after it has been used that we are not required to keep under these obligations.

Once information is no longer required it will be erased from our systems in a controlled and secure manner.

How will we protect your information?

We will endeavourto maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorised access, copying, use, modification or disclosure.

We provide all staff with regular GDPR and data security training on a regular basis.

Our staff must complete Access NI Checks (if required) and sign confidentiality agreements which outlines our standards relating to the security of data, annually.

To ensure further awareness

Our staff and our responsibilitiesrelating to the security and protection of all datawe have in place IT, data and physical security policies which are regularly circulated to staff and reviewed annually.

Changes to this Privacy Statement

Our business may change from time to time. As a result,it may be necessary for us to make changes to this policy. We would ask you review this policy periodically, either by viewing it on our website or making a request for an updated version.

The rights of data subjects

The Regulation sets out the following rights applicable to data subjects:

• The right to be informed;
• The right of access;
• The right to rectification;
• The right to erasure (also known as the ‘right to be forgotten’);
• The right to restrict processing;
• The right to data portability;
• The right to object.

Requesting information and complaints

Our clients and customers can request details of the information held by the Company which relates to them. You can do this by emailing our Data Protection Officer at Philip@trainingfleetdrivers.com.

If at any time a client or customeris unhappy with how the Company has processed or processes their data, you wish to make alterations to any data which you believe is incorrect, irrelevant, wishes to make an erasure request orwishes to stop hearing from us you can raise this issue with our appointed Data Protection Officer at Philip@trainingfleetdrivers.com. We will respond to any requests within the timescales defined inthe Regulations.

If you feel your request was not handled or dealt with correctly by the Company you may raise the issue with the Information Commissioners Office, you can contact them on 0303 123 1113.