TOPHS Training Ltd

Privacy Statement

Last Updated: 07 May 2026

TOPHS Training Ltd is committed to protecting and respecting your privacy. This Privacy Statement explains how we collect, use, store, share and protect personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable privacy legislation.

This Privacy Statement applies to all delegates, learners, clients, visitors, contractors and users of TOPHS Training Ltd services, including online learning platforms, virtual classrooms and associated websites.


1. Who We Are

TOPHS Training Ltd provides professional education and training services, including face-to-face, live virtual and online learning programmes.

For the purposes of data protection legislation, TOPHS Training Ltd is the Data Controller responsible for your personal data.

Contact Details

Data Protection Lead
TOPHS Training Ltd
5 Pelham Court
Pelham Road
Nottingham
NG5 1AP

Email: dipoccmed@tophs.co.uk


2. What Information We Collect

We may collect, use and store the following categories of personal information:

  • names and titles;
  • postal addresses;
  • telephone numbers;
  • email addresses;
  • employer and professional information;
  • job title and role information;
  • course registration details;
  • attendance and participation records;
  • assessment results and certification records;
  • accessibility, learning support or reasonable adjustment requirements;
  • payment and invoicing information;
  • communications and correspondence;
  • learner feedback, surveys and evaluations;
  • IP addresses and online platform usage information;
  • images, audio and video recordings where relevant to course delivery.

We only collect personal data that is relevant and necessary for the purposes described within this Privacy Statement.


3. How We Collect Information

Personal information may be collected:

  • directly from delegates or learners;
  • from employers, sponsoring organisations or booking contacts;
  • through course registration forms and booking systems;
  • through our website or online learning platforms;
  • through virtual classroom systems and webinars;
  • through email, telephone or written correspondence;
  • through surveys, evaluations and feedback forms;
  • through cookies and analytics technologies on our websites or platforms.


4. How We Use Your Information

TOPHS Training Ltd may use personal information for the following purposes:

  • administering course registrations and bookings;
  • verifying learner identity;
  • processing payments and invoices;
  • delivering training courses, assessments and examinations;
  • issuing certificates and maintaining training records;
  • providing access to online learning systems and course materials;
  • communicating with delegates regarding courses and services;
  • responding to enquiries and support requests;
  • monitoring attendance, engagement and course completion;
  • quality assurance, moderation and service improvement;
  • complying with legal, regulatory and accreditation requirements;
  • maintaining security of systems, platforms and intellectual property;
  • investigating complaints, incidents or misuse of services.

Where you have provided consent, we may also use:

  • testimonials;
  • photographs;
  • recorded sessions;
  • learner feedback;
  • marketing preferences;

for promotional, educational or marketing purposes.

You may withdraw consent for these uses at any time.


5. Lawful Basis for Processing

Under UK GDPR, the lawful bases we rely upon may include:

Performance of a Contract

Processing necessary to deliver training services, administer bookings and provide certification.

Legitimate Interests

Processing necessary for business administration, quality assurance, service improvement, fraud prevention and platform security.

Legal Obligation

Processing necessary to comply with legal, accounting, taxation, regulatory or accreditation requirements.

Consent

Where required for:

  • marketing communications;
  • promotional use of recordings or testimonials;
  • optional surveys or feedback activities.

Where consent is relied upon, you may withdraw consent at any time.


6. Online Learning Platforms and Third-Party Providers

TOPHS Training Ltd uses trusted third-party providers to support training delivery and business operations. These may include:

  • Teachable;
  • Zoom;
  • Microsoft 365;
  • SurveyMonkey;
  • Quilgo;
  • payment processors;
  • cloud storage providers;
  • accounting software providers;
  • email communication systems.

These providers may process personal information on behalf of TOPHS Training Ltd under contractual agreements and data protection safeguards.

Teachable Platform

Our online learning platform is hosted through Teachable. When you enrol on a course, certain personal information may be processed through Teachable systems, including:

  • name;
  • email address;
  • login information;
  • course participation;
  • progress tracking;
  • assessment activity;
  • certification information.

Teachable acts as a service provider/data processor in connection with the delivery of training services.

Please also refer to Teachable’s own Privacy Policy for further information regarding their platform services.


7. International Transfers

Some third-party providers may process personal data outside the United Kingdom.

Where international data transfers occur, TOPHS Training Ltd will ensure appropriate safeguards are implemented in accordance with UK GDPR requirements, including:

  • adequacy regulations;
  • International Data Transfer Agreements (IDTAs);
  • standard contractual clauses;
  • provider security certifications.


8. Recording of Training Sessions

Live virtual training sessions may be recorded for:

  • educational purposes;
  • learner revision access;
  • moderation and quality assurance;
  • faculty review;
  • course administration.

Recordings may include:

  • names;
  • voices;
  • images;
  • questions;
  • comments;
  • shared screen content.

Access to recordings is normally restricted to authorised delegates, faculty members and administrators.

Where practical, delegates will be informed before recording begins.


9. Data Security

TOPHS Training Ltd takes appropriate technical and organisational measures to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • destruction;
  • alteration;
  • misuse;
  • disclosure.

Security measures may include:

  • password-protected systems;
  • restricted access controls;
  • encrypted communications where appropriate;
  • secure cloud-based storage;
  • staff confidentiality obligations;
  • cybersecurity and monitoring controls.

While we take reasonable steps to secure information, no internet-based transmission can be guaranteed as completely secure.


10. Data Retention

Personal information will only be retained for as long as reasonably necessary for:

  • course administration;
  • certification verification;
  • accounting and tax obligations;
  • legal or regulatory compliance;
  • quality assurance;
  • dispute resolution.

Training and certification records are typically retained for a maximum of six (6) years unless a longer retention period is required by law, accreditation standards or contractual obligations.

Data will then be securely deleted, anonymised or archived where appropriate.


11. Your Rights

Under UK data protection legislation, individuals may have rights including:

  • the right to access personal information;
  • the right to correct inaccurate information;
  • the right to request erasure in certain circumstances;
  • the right to restrict processing;
  • the right to object to processing;
  • the right to data portability where applicable;
  • the right to withdraw consent;
  • rights relating to automated decision-making.

Requests may be submitted in writing to the Data Protection Lead.

We may require proof of identity before responding to requests.


12. Subject Access Requests

You may request a copy of the personal data held about you by contacting TOPHS Training Ltd.

Requests will be handled in accordance with applicable data protection legislation and statutory response times.


13. Cookies and Website Technologies

TOPHS Training Ltd websites and online platforms may use cookies and similar technologies to:

  • improve website functionality;
  • analyse usage and performance;
  • support security;
  • remember preferences;
  • enhance learner experience.

Users may manage cookie preferences through browser settings where applicable.

A separate Cookie Policy may also be provided.


14. Complaints

If you have concerns regarding how your information has been handled, please contact TOPHS Training Ltd in the first instance.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk


15. Changes to This Privacy Statement

TOPHS Training Ltd may update this Privacy Statement periodically to reflect legal, regulatory or operational changes.

The latest version will always be made available through our website, course materials or online learning platforms.

Continued use of our services following updates constitutes acceptance of the revised Privacy Statement.