Privacy Policy
Last Updated: 7 August 2026
Optimal First Aid Ltd (“we”, “our” or “us”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, make an enquiry, book or attend training, purchase services, or otherwise interact with Optimal First Aid Ltd.
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.
1. Who We Are
Optimal First Aid Ltd
Kingdom Business Centre
Kingdom House
Brunel Rd
Newton Abbot
TQ12 4PB
Email: info@optimalfirstaid.co.uk
Phone: 01626 249194
Optimal First Aid Ltd provides first aid, pre-hospital, trauma, outdoor and specialist training services to individuals, businesses and organisations.
For the purposes of UK data protection law, Optimal First Aid Ltd will normally act as the data controller for the personal information covered by this policy.
2. Information We Collect
The personal information we collect will depend on how you interact with us and the services you use.
Personal and Contact Information
This may include:
Name
Email address
Telephone number
Postal or billing address
Employer or organisation
Job role
Emergency contact information, where appropriate
Course and Qualification Information
Where you attend training or undertake a qualification with us, we may collect:
Course and attendance records
Learner registration information
Assessment results and evidence
Qualification and certification details
Previous qualifications or training history where relevant
Learner identification information where required by an awarding organisation
Reasonable adjustment or special consideration information
Feedback and course evaluation responses
Internal and external quality assurance records
For regulated or externally accredited qualifications, additional information may be required by the relevant awarding organisation.
Health and Special Category Information
In some circumstances, we may need to collect limited information relating to your health, medical requirements, accessibility needs or other information necessary to support your safe participation in training or to consider reasonable adjustments.
We will only request information that is relevant and necessary for these purposes and will apply the additional protections required by data protection law when processing special category personal data.
Booking and Payment Information
We may collect information relating to:
Course bookings
Invoices
Payments
Transaction history
Refunds or cancellations
Payment card information may be processed directly by our payment providers. We do not normally store full payment card details ourselves.
Website and Technical Information
When you use our website, certain technical information may be collected automatically, including:
IP address
Browser and device information
Operating system
Approximate location derived from technical information
Pages visited
Time and date of visits
Referral sources
Website interactions
This information may be collected through server logs, cookies and analytics technologies.
3. How We Collect Your Information
We may collect personal information:
Directly from you when you contact us, make an enquiry, book training, complete a registration form or attend a course
Through our website and online booking systems
Through email, telephone or other communications
From your employer or another organisation arranging training on your behalf
From an awarding organisation or training partner where necessary for course administration, assessment or certification
From instructors, assessors or quality assurers involved in delivering or verifying training
Through cookies and website analytics technologies
Where an employer or organisation provides information about learners attending a course, we will only use that information for legitimate training, administration and related purposes.
4. How We Use Your Information
We may use personal information to:
Process enquiries and bookings
Register learners for courses and qualifications
Deliver training and assessment
Issue certificates and maintain training records
Communicate important course information
Manage reasonable adjustments and learner support
Conduct internal and external quality assurance
Meet awarding organisation requirements
Manage payments, invoices and refunds
Respond to enquiries, complaints or feedback
Maintain appropriate business and financial records
Improve our courses, services and website
Protect the security and integrity of our systems
Comply with legal, regulatory, insurance or contractual requirements
Establish, exercise or defend legal claims
We may also contact existing or prospective customers about relevant training courses, services or opportunities where permitted by law.
You can unsubscribe from marketing communications at any time.
5. Our Lawful Bases for Processing
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely upon:
Contract – where processing is necessary to provide a course or service you have booked or to take steps at your request before entering into a contract.
Legal obligation – where we need to process information to comply with a legal requirement.
Legitimate interests – where processing is reasonably necessary for the operation and improvement of our business, training administration, quality assurance, customer service or protection of our legitimate business interests, provided those interests do not override your rights.
Consent – where you have specifically agreed to particular processing and consent is the appropriate lawful basis.
Where we process special category information, such as health information, we will also ensure that an appropriate additional condition for processing under UK data protection law applies.
Where processing is based on consent, you may withdraw your consent at any time.
6. Awarding Organisations and Qualifications
Some courses delivered by Optimal First Aid Ltd lead to externally accredited or regulated qualifications.
Where necessary, learner information may be shared with the relevant awarding organisation for purposes including:
Learner registration
Assessment
Certification
Qualification verification
Internal and external quality assurance
Investigation of malpractice or maladministration
Regulatory compliance
Awarding organisations may act as independent data controllers for information provided to them and may have their own privacy policies explaining how they process learner information.
7. Sharing Your Information
We do not sell or rent your personal information.
Where necessary, we may share relevant information with:
Awarding organisations and certification bodies
Approved instructors and assessors
Internal and external quality assurers
Training partners where appropriate
Course administration and learner registration providers
Payment processing providers
Website, hosting, database, IT and email service providers
Accountants, insurers and professional advisers
Government departments, regulators, courts, law enforcement agencies or other authorities where required or permitted by law
We only share personal information where there is an appropriate reason to do so and seek to limit information to what is necessary for the relevant purpose.
Where third parties process personal information on our behalf, we take appropriate steps to ensure that information is handled securely and in accordance with applicable data protection requirements.
8. Data Retention and Secure Disposal
We retain personal information only for as long as necessary for the purpose for which it was collected and to meet our legal, regulatory, contractual, insurance and awarding organisation requirements.
Learner, training, assessment, qualification and quality assurance records are retained electronically for five years following completion of the relevant course or qualification.
This retention period enables Optimal First Aid Ltd to maintain appropriate evidence of training and assessment, respond to certification or qualification enquiries, support internal and external quality assurance, and meet relevant awarding organisation requirements.
Paper documentation collected or completed during training is transferred to our secure electronic records where appropriate. Once the information has been securely recorded, checked and the original paperwork is no longer required, paper records are securely destroyed through an appropriate confidential waste disposal service.
Information relating to reasonable adjustments, medical requirements or emergency contacts will only be retained where necessary and will not be kept longer than required for the purpose for which it was collected.
At the end of the five-year retention period, electronic learner and training records are securely deleted from our systems unless we are required by law, an awarding organisation or another applicable requirement to retain specific information for longer.
Financial and accounting records may be retained for a different period where required by UK law.
9. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against:
Unauthorised access
Loss
Misuse
Disclosure
Alteration
Accidental destruction
Access to personal information is restricted to individuals who reasonably require it for their role or the provision and administration of our services.
10. International Data Transfers
Some third-party technology, website, payment, email or cloud service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure that suitable safeguards are in place as required by UK data protection law.
11. Marketing Communications
We may contact you with information about relevant courses, training opportunities or services where permitted by law.
Where consent is required for electronic marketing, we will obtain it before sending such communications.
You can opt out of receiving marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us at:
Opting out of marketing will not prevent us from sending essential communications relating to a course, booking, qualification or service you have requested.
12. Cookies and Website Analytics
Our website uses cookies and similar technologies.
Some cookies are essential for the website to operate correctly. Other cookies may be used, with your consent where required, to understand how visitors use our website and to help us improve its performance and user experience.
We may use analytics services such as Google Analytics to understand website traffic and visitor behaviour.
Where required, non-essential cookies will not be used until you have provided the appropriate consent.
You can manage your cookie preferences through the cookie controls available on our website and through your browser settings.
13. Third-Party Websites
Our website may contain links to websites operated by other organisations.
Optimal First Aid Ltd is not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy policy of any external website you visit.
14. Your Data Protection Rights
Depending on the circumstances, UK data protection law gives you rights relating to your personal information.
These may include the right to:
Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of your personal information in certain circumstances
Request restriction of processing
Object to certain types of processing
Request transfer of your information where applicable
Withdraw consent where processing relies upon consent
Object to direct marketing
These rights are not absolute and may depend on the circumstances and our legal, regulatory or contractual obligations.
To exercise any of your rights, please contact us using the details below.
15. Complaints
If you have concerns about how we have handled your personal information, please contact us in the first instance so that we have an opportunity to investigate and resolve the matter.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Making a complaint to us first does not affect your right to contact the ICO.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal requirements or data processing activities.
The latest version will be published on our website and the “Last Updated” date at the top of this policy will be amended accordingly.
17. Contact Us
If you have questions about this Privacy Policy, how we use your personal information, or wish to exercise your data protection rights, please contact:
Optimal First Aid Ltd
Kingdom Business Centre
Kingdom House
Brunel Rd
Newton Abbot
TQ12 4PB
Email: info@optimalfirstaid.co.uk
Phone: 01626 249194
