Privacy

Privacy

How we use your personal data.

Our Approach to Data Protection and Privacy

Wetherby Training , registered Company Name: Wetherby Training Limited Company No. 12878331 | VAT Registration No. 384074190.

We are committed to keeping our customers data secure and confidential. This includes prospects and visitors to our website. This Privacy Policy forms our commitment to keeping your data secure, confidential and lawfully processed. It also sets out how we use your data when you visit this website and use our services.

Your Personal data

Information will be collected about you if you are a participant on one of our programmes and by the YNYCA, DVLA and DVSA.

Your contact details may also be used in certain cases to contact you in order to find out your experience on the programme you have signed up to.

The information that will be shared with YNYCA, DVSA and DVLA will vary depending on the programme that you have signed up to and may include:

  • Name
  • Date of Birth
  • National insurance number
  • Contact details (email address, postal address, telephone number)
  • Gender
  • Employment status
  • Residency status
  • Education status
  • Education History
  • Military Veteran details

In addition to this some information is considered ‘special category data and needs more protection due to its sensitivity. This includes any information that can reveal someone’s  sexuality and sexual health, religious or philosophical beliefs, racial origin, ethnicity, physical or mental health, trade union membership, political opinion, genetic/biometric data.

As part of this activity, we may process special category data in relation to the following:

  • Ethnicity
  • Details concerning your health
  • Details of your disabilities

We may also ask you if you have any criminal convictions as these indicate further barriers to work and opportunity.  This data also requires additional protection.

All personal data collected will be evaluated periodically and only kept as long as necessary or in line with legal requirements.

Why do we collect your personal information?

We need to collect, process, and store personal information about you and sometimes your special category data and criminal conviction history to enable us to administer, manage and evaluate the success of the initiative you partake in.

This means we may collect and process various categories of personal information directly provided by you or from your use of our services provided.

We will limit the collection and processing of information to what is necessary to allow the delivery, management and/or evaluation of the service that you participate in.

We will use your personal information for the  purposes as described below and always in line with our responsibilities, and where reasonable your wishes, where there is a legal basis to use your personal information and in relation to your rights. We process personal information:

  • To administer and performance manage the Funded programmes
  • For the purposes of administration in respect of your participation with the programmes listed above
  • To communicate with you;
  • To undertake reporting and research in relation to how well the programmes work;
  • To determine your eligibility and suitability requirements to participate in the programme.
  • To ensure that the services delivered meet your needs and are of the highest standards.
  • To undertake research, analysis and evaluation related to support provided to participants
  • To process financial transactions including grants, payments and benefits directly involving us or where we are acting on behalf of other government bodies such as Department for Work and Pensions, Department for Education;
  • To monitor our performance in providing services to you, to gather statistical information to allow us to plan future provision of services to and to obtain your opinion about our services;
  • Performing our statutory functions in relation to service improvement and economic regeneration of the region.
  • To help us identify barriers to work / skills gaps across different sectors, cohorts and localities to enable other measures to be put in place to address these.

Cookies and IP Addresses

We use your IP address and website cookies to analyse your use of this website. These bits of information allow us to track how you use our website as an individual, but don’t give us personal data like your name, email address or phone number. We analyse user behaviour on this website to improve our services, the user experience of the website and our marketing activities.

Most browsers are set to accept cookies by default, however you can change this if you would prefer. If you choose not to use cookies, you will still be able to use our website but some features may not work as expected. For more general information about both cookies and our analytics platform Google Analytics, and how to adjust your cookies settings, please see the following links:

http://www.aboutcookies.org.uk/

http://www.allaboutcookies.org/

https://support.google.com/analytics/answer/6004245

Google Analytics is a standard tool used by many websites to help them improve their services to customers. You can opt out Google Analytics however by using this tool https://tools.google.com/dlpage/gaoptout. Please note that will will affect all websites and not just this one.

What will we do with your information?

When deciding what personal information to collect, use and hold, we will:

  • Only collect, hold, and use personal information where it is necessary and fair to do so;
  • Keep your personal information safe and secure and securely delete or destroy any personal information when we no longer need it;
  • Consider your privacy when planning to use or hold your personal information in new ways, such as using new systems or improving the way we work.
  • Be open with you about how we use your information and who we share it with; and make it easy for you to access and correct your personal information.

Under the terms of the funding we may share your data with the Department of Work and Pensions and the Department for Education.

Who do we obtain your information from?

We collect your personal information directly from you or from the Delivery Partner organisation providing you with support. These organisations might include

  • Local authorities
  • Health organisations such as the Integrated Care Board, GP’s.
  • third party organisations who we have commissioned to provide services such as charities, education providers, training providers,
  • Government agencies/departments for example, DWP/DfE
  • probation
  • local support groups
  • local community groups
  • probation services

How long will we hold your information?

Your information will be kept for up to a maximum of 7yrs after the programme you are a participant of ends.  After which if it will be anonymised so it can be used for analysis purposes or securely destroyed.

Sometimes retention periods may be extended due to public inquires, or by law.

Direct Marketing

If allowed by the applicable law and/or your consent, we may contact you from time to time to provide you with information which we think you may find of interest, unless you have opted out of such contact.

You can contact us at any time to withdraw your details and consent to processing from our marketing database, by contacting laurie@wetherbytraining.co.uk

We will not make available or sell your information to third parties for marketing purposes. However, If we sell, assign or transfer the assets of our business, or if our business is merged or enters into a joint venture with another business entity, we reserve the right to sell or transfer the database maintained by us (including any personal information provided by you) so that service levels can be maintained.

Who do we share your information with?

We will not share your information with anyone outside of Wetherby Training Ltd except:

  • Where we have your permission
  • Where the sharing is required for the service we are providing you
  • Where we are required by law, court order and by law enforcement agencies, juridical bodies, government, tax authorities or other regulatory bodies. We may not have to tell you if we do share with other organisations in this way.
  • With Government departments such as DWP, DfE, DVLA, DVSA with whom we have a contract or grant funding agreement to deliver the services.
  • Third parties, external partners, and agencies assisting us in delivering our service to you.
  • Organisations assisting with undertaking research and evaluation.
  • For our statutory functions – Our internal auditors, counter fraud service, data protection officer, and external auditors may also have access to your personal data in order to complete their work.
  • With external partners to improve, and advance, the service we provide to you.

Information will only be shared where it is necessary, where we have a lawful basis  and is permitted under the Data Protection Act. Any information shared will be proportionate and limited only to what is necessary.

Wetherby Training Ltd will ensure that the third party, external partners, or agencies have sufficient systems and procedures in place to prevent the loss or misuse of personal information. Sharing will only take place under strict contractual agreements and/or data sharing agreements to ensure that the other organisation keeps your data secure.

Location and International Transfers

Your data is largely held and processed within the EEA, however some of our third-party suppliers, such as hosting providers and other technology focused service providers, are based in the USA and so store and process data within the USA.

In these cases, the companies subscribe to the EU-US Data Privacy shield program ( https://www.privacyshield.gov/welcome ), which aims to ensure USA based business comply with relevant European Data Protection regulations when dealing with European businesses’ personal data.

By submitting your data and agreeing to this policy you agree to this transfer, storing or processing.

A full list of these providers, the personal data they hold, why we send them this data and the length of time they hold the data for can be obtained if required by contacting laurie@wetherbytraining.co.uk

We may also disclose personal information where information is part of a due legal process and otherwise required or permitted by law.

Your data protection rights

Under the UK GDPR and Data Protection Act (2018), you as the Data Subject, have the following rights. However, you should be aware that, due to the reasons that Wetherby Training Ltd may be processing your information we may not be able to comply with some requests due to legal obligations.

If you wish to exercise any of your data subject rights, please contact the Data Protection Officer whose contact details are provided below.

For more information on the GDPR and your rights go to the Information Commissioners website.

Individuals Rights ICO

Our Lawful Basis for Processing personal data

In order to process personal data, we must have  a valid lawful basis to do so. We will only process your information where it is necessary for us to carry out our lawful activities. We have described the lawful basis on which we rely to use your information below:

  1. Legal obligation – When the processing is necessary for us to comply with the law.
  2. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Wetherby Training Ltd;

We may process your information where:

  • we are exercising an official authority set out in law.
  • to perform a specific task in the public interest that is set out in law.
  1. Consent – You have given clear consent for us to process your personal data for a specific purpose.

More sensitive information or ‘special categories’ of information have stricter rules for processing according to Article 9 of the UK GDPR. These categories include:

  • Ethnic origin
  • Health

Information on criminal offences is also considered a special category and must be processed according to Article 10 of the UK GDPR.

How we protect your personal data

Wetherby Training Ltd are committed to keeping the personal data that we hold safe from loss, corruption, or theft. There are several ways we do this, including:

  • training for all staff on how to handle personal data and cyber security;
  • policies and procedures detailing what Wetherby Training Ltd officers can and cannot do with personal data including what happens if data security is breached.
  • IT security safeguards such as firewalls, encryption, and anti-virus software
  • ensuring staff only have access to the information they need to do their job. This means if they are not the right person in the right team, they will not be able to see your information.
  • on-site security safeguards to protect physical files and electronic equipment.

Takedown Policy

In making material available online we always try to act in good faith. However, despite these safeguards, we recognise that from time to time material published online may be in breach of copyright laws, contain sensitive personal data, or include content that may be regarded as obscene or defamatory.

Where users may make comments or upload images via Social Media which may be unsuitable or offensive, we will always try and remove this type of content, where possible.

If you are concerned that you have found material on our website, for which you have not given permission, contravenes privacy laws, is obscene / defamatory or offensive and in terms of copyright law is not covered by a limitation or exception, please contact us in writing stating the following:

1. Your contact details.
2. The full details of the material.
3. The exact and full url where you found the material.
4. If the request relates to copyright, provide proof that you are the rights holder and a statement that, under penalty of perjury, you are the rights holder or are an authorised representative.
5. The reason for your request including but not limited to copyright law, privacy laws, data protection, obscenity, defamation etc.

How to contact us

If you have any concerns or questions about how your data is being used you can ask your course instructor or at reception, who will be able to provide you with detailed information, address your concerns, and ensure that any queries are handled in accordance with applicable data protection legislation.

You can also contact Wetherby Training Ltd. or more information about requesting access to or to stop processing of your personal information, or to raise a concern or a complaint on how we have handled your personal information please contact our  Data Protection Officer  at:

Email: bookings@wetherbytraining.co.uk

Address: Unit 1A Locksley Park, Blind Lane, Tockwith, York, North Yorkshire, YO26 7QJ

If after we have tried to address your concerns, you remain unhappy you can contact the Information Commissioner’s Office (ICO).via the ICO’s website:  https://ico.org.uk/make-a-complaint/

Wetherby Training Ltd is registered with the Information Commissioner’s Office – Registration reference: ZB007780

Changes to this Privacy Notice

We keep our privacy notice under regular review. This privacy notice was last updated August 2026