Privacy Policy

Last Updated: 1 October 2025

Introduction

OnsiteTrainer ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at onsitetrainer.com (the "Platform").

By using our Platform, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Platform.

Information We Collect

Personal Information

We collect information that you provide directly to us when you:

• Create an account (name, email address, phone number, company name)
• Submit training requests or proposals
• Book training sessions
• Communicate with trainers or clients through our Platform
• Contact our support team
• Complete your profile or company information

Business Information

For training companies and business clients, we collect:

• Company details (name, address, industry, size)
• Business registration numbers and VAT information
• Insurance and certification details (for trainers)
• Location and coverage area information
• Course and pricing information

Booking Information

When you create training requests or bookings, we collect information about courses, locations, dates, delegate counts, and any special requirements.

Technical Information

We automatically collect certain information when you use our Platform:

• Device information (browser type, operating system)
• IP address and location data
• Usage data (pages viewed, time spent, features used)
• Cookies and similar tracking technologies

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Platform services
• Connect clients with qualified training providers
• Process and manage training requests, proposals, and bookings
• Facilitate communication between clients and trainers
• Send transactional notifications (booking confirmations, updates, reminders)
• Provide customer support and respond to inquiries
• Verify trainer qualifications and insurance
• Detect, prevent, and address fraud or security issues
• Analyze usage patterns to improve user experience
• Send marketing communications (with your consent)
• Comply with legal obligations and enforce our terms

How We Share Your Information

We may share your information in the following circumstances:

Between Platform Users

• Training request details are shared with trainers in relevant service areas
• Trainer proposals and profiles are shared with requesting clients
• Contact information is shared between clients and trainers for confirmed bookings

Service Providers

We share information with third-party service providers who perform services on our behalf, including hosting, analytics, email delivery, payment processing, and customer support. These providers are bound by confidentiality obligations.

Legal Requirements

We may disclose your information if required by law, court order, or governmental request, or to protect our rights, property, or safety, or that of our users or the public.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and monitoring
• Access controls and authentication requirements
• Secure hosting infrastructure
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

Your Privacy Rights

Under UK data protection law (UK GDPR), you have the following rights:

• Access: Request a copy of the personal information we hold about you
• Rectification: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal information in certain circumstances
• Restriction: Request restriction of processing in certain circumstances
• Portability: Receive your data in a structured, commonly used format
• Objection: Object to processing based on legitimate interests or for direct marketing
• Withdraw Consent: Withdraw consent where we rely on it for processing

To exercise any of these rights, please contact us at privacy@onsitetrainer.com.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Platform. Cookies are small data files stored on your device that help us remember your preferences and understand how you use our Platform.

We use the following types of cookies:

• Essential Cookies: Required for the Platform to function properly
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how users interact with our Platform (Google Analytics)
• Advertising Cookies: Used to deliver relevant advertisements

You can control cookie settings through your browser preferences at any time.

Data Retention

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. The retention period depends on the type of information and the purpose for which it was collected.

Generally, we retain account information for the duration of your account plus 7 years for legal and accounting purposes. Booking and transaction records are retained for 7 years in compliance with UK tax and accounting requirements.

Third-Party Links

Our Platform may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

Children's Privacy

Our Platform is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete such information.

International Data Transfers

Your information may be transferred to and processed in countries outside the UK. We ensure that such transfers are protected by appropriate safeguards, including standard contractual clauses approved by the UK Information Commissioner's Office (ICO).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of the Platform after changes indicates your acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Complaints

If you have concerns about how we handle your personal information, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO). You can contact the ICO at ico.org.uk or call their helpline at 0303 123 1113.