Academy of Fitness Professionals is committed to respecting and protecting your data privacy when using our website and services. This policy explains the basis in which we collect personal information and data that you provide us with. It also outlines what this information is used for, how we keep it secure, and the circumstances where we may disclose this information to others.
This policy explains how we will use your personal information when you visit www.academyoffitnessprofessionals.com and any associated web pages. By using the Academy of Fitness Professionals website, you’re agreeing to be bound by the terms of this policy.
We are committed to delivering the best quality of service whilst ensuring the integrity of any personal information you share with us.
Who are we?
Academy of Fitness Professionals is an independent learning provider operating in the active leisure sector and a registered trademark.
If you have any questions, comments or requests about this policy please contact firstname.lastname@example.org or you can call us on 0845 270 1990 or write to us at our registered address: Academy of Fitness Professionals Ltd, 52 High Street, Pinner, Middlesex HA5 5PW.
How we collect your information
You can visit the website or telephone us without revealing personal information about yourself. We collect information about you when you choose to enquire about our products and services, sign up for a course or workshop, or request our newsletters and special promotions.
What type of information do we collect?
We will collect certain personal information from and about you in the course of your relationship with us.
This information includes your name, address, email address, telephone number, age, gender, contact details, location, IP address and which specific pages you have accessed.
If you are a student with us booking onto a course or booking a practical assessment, additional information may be required to provide you with the best possible service. This includes details of previous education, qualifications and employment history, any disabilities, learning difficulties or additional educational needs you may have.
How we use your information
We are processing your information to be able to carry out our obligations arising from any enquiries or contracts entered into between you and us and to provide you with the information, offers, booking, products and/or services that you request from us.
We may use your personal information in the following ways:
- Process payments and billing fulfilment
- Notify you of important changes to our services and policies
- Send you information about products, promotions, special offers and services you may be interested in
- Carry out our contractual obligations
- Enable access to specific website services
- Improving our services and website experience
The periods in which we retain personal information are reviewed on a regular basis. There are certain types of information such as your submitted course work, previous certifications, invoicing and payments, that we are required to hold to fulfil our statutory and contractual obligations. Personal information is held securely on our systems for as long as it is necessary for the relevant activities.
Who has access to your information?
Under no circumstances do we sell any of your personal information to third parties. Your information is never shared with third parties for marketing purposes without your explicit prior consent.
Aside from our internal staff, your information may be disclosed to third-party product and service providers working on our behalf, for example, to process payments or delivering email newsletters. These service providers, subcontractors and other associated organisations only have access to the information necessary to deliver the service we have hired them to provide. Data processing agreements are in place to ensure all of our third-party providers and suppliers do their utmost to keep your information safe and secure, and do not use it for their own direct marketing purposes.
When using our secure checkout process to book a course or exam, your payment details are processed by a third-party provider who specialise in securely capturing and processing this type of information. This information is encrypted and is not stored by us on any of our systems or networks.
If you have any specific questions about the payment process, please don’t hesitate to contact us.
How do we keep your data secure?
We will use reasonable technical and organisational measures to safeguard your personal data, for example:
- access to your account is controlled by a password and username that are unique to you;
- the regular back up of data, encryption of data, system password protection and secure backups via secure file transfer protocols (SFTP).
Encrypted website pages
If the URL of a web page starts with HTTPS or you see a locked/green padlock symbol, your personal information is encrypted when it is sent from your computer to our server. While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security of your data while it is being transmitted to our website or other digital sites from other pages. All transmissions of personal information and other data are done at your own risk.
In cases where you have been provided with a password and login details, for example, to access your website account, you are solely responsible for keeping this password confidential. We advise that you do not share this information with anyone and it will never be requested by our staff.
You have the right to request access to personal data that we may process about you for free. If you wish to exercise this right, you should:
- put your request in writing;
- include proof of your identity and address (e.g. a copy of your driving licence or passport, and a recent utility or credit card bill); and
- specify the personal data you want access to, including any reference numbers where applicable.
You have the right to require us to correct any inaccuracies or changes in your data free of charge. If you wish to exercise this right, you should:
- put your request in writing;
- provide us with enough information to identify you; and
- specify the information that is incorrect or has changed and what it should be replaced with.
We will respond to these requests within one month. Complex or numerous requests may take longer than one month to respond to and you may incur a charge for this information to be provided to you.
You also have the right to ask us to stop processing your personal data for direct marketing purposes. If you wish to exercise this right, you should log in to ‘My Account’, click ‘My Promotional Preferences’, uncheck ‘Please tick to subscribe to future offers and deal emails’, and apply the changes. This will ensure you no longer receive promotional emails. If you do not have an account with us you can contact us at email@example.com or click ‘Unsubscribe’ from the relevant promotional mailer.
What are cookies and how we use them?
Cookies are small pieces of information sent from our website, stored in your web browser while you are using our website. Cookies allow us to provide important site functionality to deliver the best website experience. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with personal data, completing a contact form for example, we may associate this personal data with other information. This will allow us to identify and record what is most relevant to you.
This policy is subject to regular review and any changes made will be updated on this page.