Privacy Policy

TFD Training, as a service provider, is committed to protecting the privacy and security of our clients and customers. Your data information matters to us and we want to ensure you 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 will not do with it and data subjects rights in relation to our processing of this data.

TFD Training is a sole trader and can be contacted via e-mail: tfd-training@trainingfleetdrivers.com or by telephoning +44 7974 698207. 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.
• Not 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 e-mail 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, e-mail, sharing of documents (photocopies/e-mail) and other forms of communication which are needed 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, addresses, e-mail addresses, 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 e-mails about our services you can opt out at any time by clicking ‘unsubscribe’ in the e-mail or contact us directly.)

Any information you provide us will not be used in any other way unless you have been informed and we have your specific consent.

Who has Access to your Information?

Only the staff of TFD Training, contracted Training Providers, 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 third parties in order to provide certain aspects of our service(s). To ensure your data is safeguarded, we will review the privacy policies of these third parties and ensure you are aware of who these third parties are and why we need to share your information with them.

Also, in ensuring your data is safeguarded, we have in place measures with service providers and ensure we are kept up-to-date with them should their policies or processes relating to data change.

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

Your information will not be shared with any additional third parties 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 endeavour to 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.

Regular Training of our Staff on GDPR and Data Security

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

To Ensure Further Awareness

To cover our staff and our responsibilities relating to the security and protection of all data, we have in place IT, data and physical security policies which are regularly circulated to staff and reviewed annually.

Changes to this Privacy Policy

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 to review this policy periodically, either by viewing it on our website or making a request for an updated version. This policy was last updated on 16th November 2020.

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 e-mailing our Data Protection Officer at philip@trainingfleetdrivers.com

If at any time a client or customer is 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 or wishes 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 in the 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 by contacting them on 0303 123 1113.