Privacy policy

Effective Date: 25th September 2025

Optimal First Aid Ltd (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

1. Who We Are

Optimal First Aid Ltd
5 Ash Hill Road
Torquay, Devon, TQ1 3JB

We provide specialist first aid, trauma, and medical training services for clients in high-risk, remote, and outdoor environments across the UK.

2. Information We Collect

We may collect and process the following data:

a) Personal Information

Name
Email address
Phone number
Postal address
Emergency contact information (for course safety purposes)
Payment details (processed securely through third-party providers)

b) Course-Related Information

Medical conditions relevant to training participation
Course history or certification details
Emergency contact details
Feedback or evaluation responses

c) Technical Data

IP address
Browser type and version
Time zone settings
Device information
Website usage patterns (via cookies and analytics)

3. How We Use Your Information

We use your data to:

Register you for training courses
Provide updates and essential course information
Issue certificates and manage your training records
Respond to your queries
Improve our services and website
Comply with legal or regulatory requirements

We may also send occasional marketing emails about new courses or services. You can opt out anytime.

4. Legal Basis for Processing

We only process your data when we have a legal reason to do so, such as:

Consent (e.g., signing up for updates)
Contractual necessity (e.g., booking a course)
Legal obligation (e.g., insurance or training compliance)
Legitimate interest (e.g., improving services)

5. Sharing Your Information

We do not sell your personal information. We may share data with trusted third parties such as:

Certification bodies (e.g., Qualsafe Awards)
Payment processors (e.g., Stripe, PayPal)
Website or email service providers
Legal or regulatory bodies (if required by law)
Third party trainers for course registration
Qulaity assurance (thrid party)

All third parties are required to respect your data and comply with data protection regulations.

6. Data Retention

The information we collect is used for internal and external quality assurance purposes, to ensure that individuals are trained to the required standards.

For training courses that lead to externally accredited qualifications, or that include an examination or formal assessment, we are required to retain records for a minimum of 5 years.

Registration forms and related information are retained in accordance with the requirements of the relevant awarding organisation and as per company procedures.

All records are held electronically on our data base and may be retained for up to 5 years after which time your data is securely removed from our database. Any hard copies (paper) are destroyed once added to our database. No printed paperwork is retained.

7. Your Rights

You have the right to:

Access your data
Correct or update your data
Request deletion (where applicable)
Object to or restrict processing
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO)

8. Cookies & Analytics

Our website uses cookies to improve functionality and user experience. We may also use tools like Google Analytics to monitor website traffic anonymously.

You can disable cookies in your browser settings, though some site features may not function properly.

9. Third-Party Links

Our website may contain links to other sites. We are not responsible for the content or privacy practices of those sites.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website, with the effective date clearly marked.

11. Contact Us

For any questions about this policy or how we handle your data, please contact:

Data Protection Officer
Optimal First Aid Ltd