Privacy Policy

Power Forklift Training Ltd is a UK-registered company providing professional machinery operator training and assessment services for individuals, employers and organisations.

Our services include forklift training, construction and heavy equipment training, IPAF courses and ALLMI lorry loader training.

For personal information where we determine the purposes and means of processing, Power Forklift Training Ltd acts as the data controller. This means we are responsible for deciding how and why that information is processed.

You can contact us using these details if you have questions about this policy or how your personal information is handled.

This policy applies to individuals whose personal information we process in connection with our website, communications and training services.

• People visiting or using our website.
• Individuals enquiring about our training courses.
• Customers requesting or confirming bookings.
• Candidates attending training or assessments.
• Employers booking courses for their employees.
• Business representatives and training coordinators.
• People communicating with us by telephone, email or online forms.
• Individuals providing feedback, requesting support or raising complaints.

This policy covers relevant information provided directly by you and information received through employers, authorised representatives, instructors, assessors and appropriate service providers.

The information we collect depends on the reason you contact us and the services you use. We aim to collect information that is relevant and necessary for the particular purpose.

3.1. Website Enquiries and Contact Forms

When you use our Contact Us form, the information you provide may include:

• Full name.
• Telephone number.
• Email address.
• Selected training service or course.
• Your enquiry or message.
• Other relevant details you voluntarily provide.

We use this information to respond to your request, explain available training and discuss arrangements that may be suitable for your needs.

3.2. Course Booking Information

When arranging a course, we may need information about the person booking and the Candidate who will attend the training.

• Customer and Candidate names and contact details.
• Employer or organisation details, where applicable.
• Course selection and agreed dates.
• Training location and booking arrangements.
• Previous operator experience or training history.
• Relevant eligibility and course prerequisites.
• Booking confirmations and correspondence.

3.3. Candidate and Assessment Records

During training and assessment, records may be created to document participation and the Candidate's demonstrated competency.

• Candidate identification details required for the relevant course.
• Attendance, training dates and equipment categories.
• Instructor observations and assessment information.
• Theory and practical assessment results.
• Course completion and certification records.
• Certificate or registration references, where issued.
• Further training or reassessment information.

Certain certification schemes may require additional identification details. Where applicable, the relevant requirements should be explained during booking or registration.

3.4. Employer and Business Information

When an employer arranges staff training, we may process business contact details, employee names, relevant training requirements, booking instructions and correspondence needed to organise the service.

3.5. Payment and Transaction Information

Depending on how a booking is paid for, relevant payment information may include:

• Billing names and contact details.
• Invoice and receipt information.
• Course Fees and payment amounts.
• Payment dates and transaction references.
• Outstanding balances and refund records.

Banks and external payment providers may process information needed to complete transactions. Customers should not send payment-card security codes or unnecessary financial information through the general website enquiry form.

3.6. Website and Technical Information

When you browse our website, our website systems and service providers may process technical information such as:

• IP address and connection information.
• Browser and device information.
• Pages accessed and visit times.
• Referring website details.
• Website errors and performance information.
• Security events and suspected spam activity.
• Cookie choices and similar identifiers, where applicable.

3.7. Messages, Feedback and Complaints

We may retain relevant communications, feedback, requests and complaint records to provide support, investigate concerns and maintain an appropriate record of the outcome.

3.8. Information Required for Services

You are not generally required to submit a website enquiry. However, certain details are necessary if you want us to respond or arrange training.

If required booking, identification or assessment information is not provided, we may be unable to confirm a place, complete registration, deliver part of the service or arrange certification.

We may obtain personal information through several sources connected with our services.

Where we receive information from another source, we will provide relevant privacy information as required by applicable law.

UK data protection law requires us to have an appropriate lawful basis for using personal information.

Different activities may rely on different lawful bases depending on the circumstances and the individual's relationship with us.

Our Legitimate Interests

Where we rely on legitimate interests, these may include responding to enquiries, organising employer-arranged training, maintaining appropriate training records, protecting our website and improving the reliability of our services.

We must consider whether such processing is necessary and balance those interests against the rights and freedoms of the people affected.

When We Rely on Consent

Where consent is required, it must be freely given, informed and capable of being withdrawn. Withdrawing consent does not affect processing already carried out lawfully before withdrawal.

Maintaining appropriate records of training and assessment is an important part of delivering professional operator training.

These records may demonstrate attendance, document assessment results, support certification and assist with legitimate verification requests.

Depending on the course, information may be shared with relevant training or certification organisations, including:

• RTITB
• NPORS
• IPAF
• ALLMI

The type of information required and the certification process will depend on the specific course or scheme.

Some certification organisations may act as independent data controllers and provide their own privacy information.

Where an employer has arranged training, relevant attendance, assessment outcomes and certification details may be communicated to authorised representatives when appropriate and lawful.

We do not treat an employer's training booking as automatic permission to disclose unrelated personal information about the Candidate.

Some Candidates may need additional assistance or reasonable adjustments to participate safely and effectively in training.

Where necessary, we may need limited information about accessibility requirements, communication needs or other relevant circumstances.

We encourage Candidates to explain the assistance they need without providing unnecessary medical details.

Access to such information should be restricted to those with a genuine need to use it, and any course-specific assessment requirements should be explained where applicable.

We may share personal information where necessary to deliver training, administer our business, meet legal obligations or use appropriate supporting service providers.

Instructors and Authorised Personnel

Relevant staff, instructors and assessors may access information needed to arrange training, conduct assessments or maintain records.

Awarding and Certification Bodies

Candidate information may be provided for registration, assessment, certificate issuance and verification.

Employers and Booking Organisations

Where training is employer-arranged, relevant booking, attendance and outcome information may be shared with authorised representatives where appropriate and lawful.

Website and Technology Providers

Website hosting, maintenance, email, security, form-processing and related providers may process information necessary for the relevant services.

Banks and Payment Providers

Relevant information may be processed to handle payments, refunds and financial administration.

Professional Advisers

Accountants, legal advisers or other professional service providers may receive information when necessary for an appropriate business or legal purpose.

Regulators and Public Authorities

Information may be disclosed where required by applicable law, a valid legal process or regulatory obligation.

Where providers process information on our behalf, appropriate data protection arrangements must be in place.

We may contact you about a course enquiry, confirmed booking, payment, training schedule, assessment or another matter connected with the services you have requested.

These are service-related communications and are separate from optional marketing.

If we send promotional communications, we must comply with applicable UK GDPR and Privacy and Electronic Communications Regulations requirements.

Depending on the circumstances, electronic marketing may require consent or be permitted under an applicable legal exception, such as the existing-customer soft opt-in where its conditions are met.

Submitting a general website enquiry does not automatically mean you have consented to promotional messages.

You may ask us to stop sending direct marketing at any time by contacting [email protected].

An objection to marketing will not prevent necessary communications concerning services you have booked or legal obligations.

Our website may use cookies and other storage or access technologies to support functionality, security and website performance.

Cookies are small files that websites may store on your device. Related technologies, including scripts and tracking mechanisms, may also access information on a device.

Essential Website Technologies

Some technologies are necessary to provide requested website functionality, maintain security or support essential website operations.

Strictly necessary technologies may qualify for an exception from the usual consent requirement where the relevant legal conditions are satisfied.

Website Analytics

Our website includes Cloudflare Web Analytics, which helps provide information about website performance and how the website is used.

This information may assist us in identifying technical issues and improving the website. The applicable privacy requirements depend on the information processed and the technologies used.

Third-Party Website Features

Embedded maps and other externally supplied website features may involve additional data processing or storage and access technologies.

Consent and Cookie Choices

Where consent is legally required, the relevant technology must not be used until valid consent is obtained.

Certain technologies used solely for qualifying statistical or appearance purposes may be subject to specific legal exceptions. These exceptions have conditions, including clear information and an easy way to object.

You can also manage certain cookies through your browser settings. However, browser controls may not cover every type of technology.

Disabling essential functionality may affect the operation of parts of the website.

Our Contact Us page includes Google Maps functionality to help visitors find our business location.

When an embedded Google Map loads, technical information about your device or connection may be communicated to Google.

Google's own privacy practices may apply to information processed through its services.

You can review the Google Privacy Policy for further information.

Our website may contain links to social media platforms, accreditation organisations and other external websites.

When you visit an external website, its own privacy policy and practices will generally apply.

We use website functionality intended to support reliable operation and protect against spam, misuse and unauthorised activity.

Our contact form includes anti-spam functionality that may assess submission-related signals and technical information relevant to identifying suspicious activity.

This processing helps reduce automated submissions, protect communication channels and maintain website security.

The specific information processed depends on the configured security technology and the relevant purpose.

Security-related records should be limited to what is reasonably necessary and retained in accordance with an appropriate retention policy.

We aim to retain personal information only for as long as it is required for a legitimate purpose or an applicable legal obligation.

Retention periods depend on the category of information, its purpose and any relevant training or certification requirements.

When personal information is no longer required, it should be securely deleted, anonymised or otherwise handled in accordance with applicable law.

You may contact us to request information about the retention period or criteria relevant to your personal information.

We recognise the importance of protecting personal information against unauthorised access, loss, misuse, alteration or unlawful disclosure.

Appropriate technical and organisational safeguards may include:

• Restricted access to confidential records.
• Appropriate account and user-permission management.
• Secure website connections and data transmission.
• Website software maintenance and security updates.
• Appropriate backup and storage arrangements.
• Measures intended to reduce spam and malicious activity.
• Appropriate agreements with external data processors.
• Secure deletion or disposal of records no longer required.

No electronic system can guarantee absolute security. We must take appropriate measures in light of the risks associated with processing.

Where a personal data breach occurs, we will assess the circumstances and meet any applicable notification obligations.

Some technology providers or external service organisations may process or make information accessible outside the United Kingdom.

The location and nature of such processing depend on the services and providers used.

Where an international transfer is subject to UK GDPR restrictions, an appropriate lawful transfer mechanism must be in place.

Depending on the circumstances, this may involve:

• Applicable UK adequacy regulations.
• The UK International Data Transfer Agreement.
• The UK Addendum to appropriate contractual clauses.
• Other lawful transfer mechanisms or exceptions where applicable.

Where necessary, an assessment of the protections available in the destination country must also be carried out.

You can contact us for relevant information about restricted international transfers and applicable safeguards.

UK data protection law provides individuals with rights concerning the collection and use of their personal information.

The rights available in a particular situation may depend on the lawful basis for processing and any applicable legal exceptions.

Our ordinary website enquiry process is not intended to make decisions that produce legal or similarly significant effects solely through automated processing.

If you wish to access, correct, delete or otherwise exercise a right concerning your personal information, you can contact us.

Please describe your request and provide enough information to help us identify the relevant records.

Where necessary, we may request reasonable proof of identity or authority before disclosing or modifying information.

We will respond without undue delay and within the applicable legal timeframe, normally within one month, subject to permitted extensions and adjustments.

Requests are generally handled free of charge. A reasonable fee or refusal may be permitted in limited circumstances specified by law.

We take concerns about the handling of personal information seriously.

If you believe your information has been used, shared, retained or otherwise handled incorrectly, you can submit a complaint directly to our team.

Please email [email protected] with a description of the issue and relevant supporting details.

When handling a data protection complaint, we will:

1. Acknowledge the complaint within 30 days, as required by applicable law.
2. Take appropriate steps to investigate the matter without undue delay.
3. Request further information where reasonably necessary.
4. Keep the complainant appropriately informed.
5. Communicate the outcome and any relevant actions taken without undue delay.

Complaining to the ICO

You may also raise concerns with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Contacting us or making a complaint to the ICO does not remove your statutory rights.

Some training courses may have age, competency or other eligibility requirements depending on the equipment and assessment scheme involved.

Where we process personal information relating to an individual under 18, we will take account of applicable legal protections.

Where parental, guardian or other appropriate involvement is required, this will be addressed according to applicable legal and course requirements.

We aim not to request more personal information than is reasonably necessary.

We may update this Privacy Policy to reflect changes in our website, training services, information-handling practices or applicable legislation.

Where material changes affect how personal information is used, we will take appropriate steps to inform affected individuals where required.

The current version will be available on our website with its last-updated date.

We encourage visitors and Customers to review this page periodically.