GTEC Training Ltd Privacy Notice
Version: 3.0
Last Reviewed: April 2026
1. Introduction
This Privacy Notice explains how GTEC Training Ltd ("GTEC", "we", "our" or "us") collects, uses, stores, protects and shares personal information.
This Privacy Notice applies to learners, prospective learners, employers, trainers, assessors, internal quality assurers, external quality assurers, contractors, suppliers, website users and other individuals whose personal information we process in connection with our business activities.
This Privacy Notice does not form part of any contract between you and GTEC Training Ltd but explains your rights and our obligations under applicable data protection legislation.
We are committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR)
- Applicable qualification, certification, accreditation and regulatory requirements
For the purposes of UK GDPR, GTEC Training Ltd is the Data Controller responsible for your personal information.
2. About GTEC Training Ltd
GTEC Training Ltd is a company registered in England and Wales.
Company Registration Number: 06387775
Registered Office: Building 4 Clearwater Lingley Green Avenue, Great Sankey, Warrington, Cheshire, United Kingdom, WA5 3UZ
GTEC specialises in the delivery of professional training programmes and qualifications across the building services, energy efficiency, renewables, electrical, heating, inspection, testing and related sectors.
As part of delivering these services, we are required to collect and process personal information relating to learners, employers, trainers, assessors, quality assurers, awarding organisations, certification bodies and other stakeholders.
GTEC Training Ltd is registered with the Information Commissioner's Office (ICO).
ICO Registration Number: Z1698446
3. Contacting Us
If you have any questions regarding this Privacy Notice or wish to exercise your rights under data protection legislation, please contact:
Data Protection Lead / Compliance Manager
GTEC Training Ltd
Email: info@gtec.co.uk
Telephone: 01969 666111
Website: www.gtec.co.uk
Any concerns regarding personal data security or suspected data breaches should also be reported using the contact details above.
4. Personal Information We Collect
Depending on your relationship with us, we may collect and process the following categories of personal information.
Identity Information
- Full name
- Date of birth
- Gender
- National Insurance Number
- Unique Learner Number (ULN)
- Passport details
- Driving licence details
- Other identity verification documents
Contact Information
- Home address
- Correspondence address
- Telephone numbers
- Email addresses
- Emergency contact details
Qualification and Training Information
- Previous qualifications
- Assessment records
- Examination results
- Certification records
- Training attendance records
- Practical assessment evidence
- Continuing Professional Development (CPD) records
Employment Information
- Employer details
- Job title
- Industry experience
- Employment history
Financial Information
- Payment details
- Invoice records
- Funding information
- Purchase orders
Technical Information
- Login records
- Learning platform activity
Visual and Audio Information
- Photographs
- Video recordings
- Webinar recordings
- CCTV footage
- Marketing materials
Special Category Data
Where necessary and lawful, we may collect and process:
- Health information
- Medical conditions
- Disabilities
- Learning difficulties
- Reasonable adjustment requirements
- Ethnicity information
- Safeguarding information
We process Special Category Data only where permitted under Article 9 UK GDPR, including where processing is necessary for:
- Employment, social security and social protection obligations;
- Reasons of substantial public interest;
- Provision of reasonable adjustments and learner support;
- Safeguarding obligations;
- Establishment, exercise or defence of legal claims;
- Explicit consent where required.
5. How We Collect Personal Information
We may collect personal information:
Directly From You
Including when you:
- Complete application forms;
- Enrol on training programmes;
- Attend courses;
- Complete examinations and assessments;
- Contact us by email, telephone or post;
- Use our website or online learning platforms;
- Participate in surveys, feedback exercises or promotional activities.
From Employers
Where training is arranged, funded or managed by an employer.
From Awarding, Certification and Registration Bodies
Where necessary for qualification registration, certification, verification, compliance or audit activities.
From Government Bodies and Funding Organisations
Where required for funding, regulatory, compliance or verification purposes.
Through Our Website
When you visit our website we may automatically collect information relating to your device, browser, IP address, operating system and website activity through cookies and similar technologies.
6. How We Use Your Personal Information
GTEC Training Ltd uses personal information to administer, deliver and manage training programmes, qualifications and related services. This includes registering learners onto courses and qualifications, verifying identity, delivering training, conducting assessments and examinations, and issuing certificates and replacement certificates where required.
We use personal information to meet our contractual obligations to learners, employers and other organisations that engage our services. This may include maintaining learner records, managing bookings, processing payments, communicating important course information and providing customer support.
Where required, we may share learner information with awarding organisations, certification bodies, registration bodies, funding agencies and regulatory authorities to facilitate qualification registration, certification, verification, quality assurance activities and compliance with regulatory requirements.
We process personal information to maintain the integrity of our qualifications and training programmes. This includes conducting internal and external quality assurance activities, investigating complaints, appeals and malpractice allegations, preventing fraud and verifying the authenticity of qualifications and certifications.
Where learners require reasonable adjustments or additional support, we may process relevant health information or other special category data to ensure equal access to training, assessment and certification. Such processing is carried out only where permitted by law and where appropriate safeguards are in place.
We may use personal information to comply with our legal, regulatory and contractual obligations. This includes obligations imposed by legislation, regulators, government departments, funding bodies, accreditation schemes and certification organisations.
Personal information may also be used to improve our services, systems, learning platforms and website functionality. This may include analysing feedback, monitoring website usage, identifying trends and reviewing customer experiences to enhance the quality of our services.
Where we have a legitimate interest in doing so, we may contact learners regarding qualification renewals, certification expiry dates, updates to training requirements, changes to industry standards and information relating to services that may be relevant to maintaining professional competence.
Where you have provided your consent, we may use your contact details to send marketing communications relating to training courses, events, products and services offered by GTEC. You may withdraw your consent to receive marketing communications at any time.
Where separate consent has been obtained, we may use photographs, videos, testimonials and case studies for marketing, promotional, educational and public relations purposes. Consent may be withdrawn at any time, although this will not affect material already published prior to the withdrawal of consent.
The lawful bases we rely upon when processing personal information include the performance of a contract, compliance with legal obligations, our legitimate interests in operating and improving our business and, where applicable, your consent.
7. Automated Decision Making
GTEC Training Ltd does not carry out automated decision-making or profiling that produces legal effects or similarly significant effects on individuals.
8. Who We Share Personal Information With
We may share personal information where necessary and lawful with:
- Awarding organisations;
- Certification bodies;
- Registration and competent person schemes;
- Learning Records Service (LRS);
- Government departments;
- Funding agencies;
- Regulatory authorities;
- Local authorities;
- Employers where training is funded or managed by them;
- Professional advisers including legal advisers, accountants, auditors and insurers;
- IT service providers and software providers;
- External quality assurance providers;
- Law enforcement agencies;
- Courts and tribunals where legally required.
Personal information is shared only where there is a lawful basis for doing so and where it is necessary to provide services, meet contractual obligations, comply with legal requirements or protect legitimate interests.
We do not sell personal information.
9. Marketing, Photography and Case Studies
From time to time GTEC may use photographs, videos, testimonials, learner success stories and case studies for promotional, educational and marketing purposes.
This may include publication on:
- Company websites;
- Social media platforms;
- Printed marketing materials;
- Press releases;
- Industry publications;
- Presentations and exhibitions.
Such use will only occur where appropriate consent has been obtained.
Consent may be withdrawn at any time by contacting us.
10. CCTV
CCTV may operate at GTEC premises for the purposes of:
- Crime prevention and detection;
- Health and safety;
- Safeguarding;
- Security of staff, learners and visitors;
- Protection of company property.
CCTV recordings are retained only for as long as necessary and are accessed only by authorised personnel.
11. Cookies and Website Analytics
Our website uses cookies and similar technologies to improve functionality, analyse usage and improve user experience.
We may use website analytics services and performance monitoring tools to understand how visitors interact with our website.
You can manage cookie preferences through your browser settings or through the cookie management tools available on our website.
Further information is available within our Cookie Policy.
12. International Transfers
Personal information is generally stored and processed within the United Kingdom.
Where personal information is transferred outside the UK, GTEC will ensure appropriate safeguards are implemented, including:
- UK International Data Transfer Agreements (IDTA);
- UK-approved Standard Contractual Clauses;
- Transfers to jurisdictions recognised as providing an adequate level of protection.
13. Data Security
We implement appropriate technical and organisational measures designed to protect personal information against:
- Unauthorised access;
- Accidental loss;
- Destruction;
- Misuse;
- Alteration;
- Unauthorised disclosure.
Personal information may be stored in both paper and electronic formats.
Paper records are stored securely within controlled access facilities.
Electronic records are protected through access controls, password protection, encryption, system monitoring and other appropriate security measures.
Access to personal information is restricted to authorised personnel with a legitimate business need.
14. Data Retention
GTEC Training Ltd retains personal information only for as long as is necessary to fulfil the purposes for which it was collected, to comply with legal, regulatory and contractual obligations, and to protect our legitimate business interests.
When determining appropriate retention periods, we take into account the nature and sensitivity of the information, the purposes for which it is processed, applicable legal and regulatory requirements, industry best practice, and the potential need to establish, exercise or defend legal claims.
Learner enrolment records, assessment records and related training documentation are typically retained for a period of up to seven years following completion of a course, qualification or programme, unless a longer retention period is required by law, regulation, an awarding organisation, certification body or funding agency.
Financial records are generally retained for a minimum of six years plus the current financial year in accordance with taxation, accounting and statutory record-keeping requirements.
Where training or qualifications have been funded by government departments, funding agencies or other third parties, relevant records may be retained for longer periods where required by the applicable funding rules, audit requirements or contractual obligations.
Records relating to marketing preferences and consent will be retained for as long as necessary to demonstrate compliance with applicable marketing and privacy legislation, or until consent is withdrawn where consent is the lawful basis relied upon.
Website enquiries, contact requests and general correspondence are retained only for as long as necessary to manage the enquiry, maintain appropriate business records and respond to any subsequent queries or disputes.
Certain qualification, certification and achievement records may be retained for extended periods, and in some cases indefinitely, where this is necessary to verify qualification achievements, issue replacement certificates, confirm certification history, maintain qualification integrity, respond to regulatory investigations or protect against potential legal claims. This is considered necessary to meet our legitimate interests and the expectations of learners who may require verification of their qualifications many years after completion.
Records relating to trainers, assessors, internal quality assurers and external quality assurers may also be retained for extended periods where required to demonstrate qualification delivery, quality assurance activities, competence records and compliance with regulatory or accreditation requirements.
At the end of the applicable retention period, personal information will be securely deleted, destroyed, anonymised or otherwise disposed of in accordance with our data retention and information security procedures.
Where there is an ongoing investigation, complaint, audit, regulatory review, legal claim or other legitimate reason requiring continued retention, we may retain relevant information for longer than the standard retention periods until the matter has been resolved.
15. Your Rights
Under UK GDPR you have the right to:
- Be informed about how your information is used;
- Access the personal information we hold about you;
- Request correction of inaccurate information;
- Request erasure of information where applicable;
- Restrict processing;
- Object to processing;
- Request data portability;
- Withdraw consent at any time;
- Lodge a complaint with the Information Commissioner's Office.
To exercise any of your rights please contact us using the details provided in Section 3.
16. Complaints
If you are dissatisfied with how GTEC has handled your personal information, please contact us first using the details provided above.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
17. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory requirements, business practices or services.
The latest version will always be available on our website.
Where significant changes are made, we will take reasonable steps to notify affected individuals where required by law.
GTEC Training Ltd
Privacy Notice Version 3.0
Last Updated: April 2026