Privacy Policy

Effective Date: 1 January 2001

Fit4Work is committed to protecting your privacy and handling your personal information in a fair, transparent, and lawful way.

This policy explains what information we collect, how we use it, and the rights you have under UK GDPR.

Who we are

Fit4Work is owned and operated by:

Angela Hinton
Fit4Work,
25 Spring Moor Lodge
Spring Lane, Kearby
Wetherby
LS22 4DA

• enquiries@fit4work.co.uk
• 07745 801438

We are the “data controller” for the purposes of UK data protection law.

The information we collect

We collect and use personal information when you interact with us, such as when you:

• Submit a contact form on our website.
• Book a training course online.
• Sign up to our newsletter.
• Attend in-person training or assessments.

The information may include:

• Your name
• Email address
• Phone number
• Business name
• Payment details (processed securely by Stripe or PayPal)

We do not directly collect or store your card information – this is handled securely by our payment providers.

You may also provide additional details in free-text fields (e.g. course booking notes). This could include special category data (such as health information), which we will only process if you choose to share it and only where necessary to deliver our services.

How we use your information

We use your information for the following purposes:

• To respond to enquiries and provide our services.
• To process bookings and payments.
• To keep training and assessment records where required.
• To send you quarterly newsletters (if you have opted in).
• To improve our website and marketing using analytics and advertising tools (Google, Facebook, LinkedIn).

Legal bases for processing

Under UK GDPR, we rely on these lawful bases to process your information:

• Contract – to provide you with training or assessments you have booked.
• Legal obligation – to maintain records required by law.
• Consent – for email newsletters and where you choose to share additional information with us.
• Legitimate interests – to respond to general enquiries, follow up with interested businesses, and promote our services in a reasonable and proportionate way.

Marketing

We plan to send quarterly updates with training dates and relevant Fit4Work news through a thrid party email marketing platform called Mailchimp.

• You will only receive these if you have opted in using our double opt-in system.
• Every email includes an unsubscribe link so you can opt out at any time.

Cookies & Tracking

We use cookies and similar technologies for analytics and advertising. This includes:

• Google Analytics 4 (GA4) audiences
• Facebook Pixel
• LinkedIn Insight Tag

These help us understand how visitors use our site and to show relevant ads. You can manage or withdraw consent for non-essential cookies through our cookie banner.

Learn more about our use of cookies by reading the following Cookie Policy:

Cookie Policy

Fit4Work uses cookies and similar technologies to make our website work properly, improve your experience, and help us understand how people use our site.

What are cookies?

Cookies are small text files placed on your device when you visit a website. They allow the site to recognise your device and store some information about your preferences or actions.

Types of cookies we use

1. Strictly Necessary Cookies

• Essential for the website to function (e.g. to load pages, process bookings, keep you logged in).
• These cannot be switched off.

2. Performance & Analytics Cookies

• Help us understand how visitors use our website (e.g. which pages are most popular).
• We use Google Analytics 4 (GA4) for this.
• Data is anonymised where possible.

3. Advertising & Targeting Cookies

Allow us to show you relevant ads and measure the effectiveness of our campaigns.

We use:

• Facebook Pixel
• LinkedIn Insight Tag
• Google Ads/GA4 audiences

4. Functional Cookies

• Remember choices you make (e.g. form entries).
• Improve your experience of our site.

Managing cookies

When you first visit our site, you’ll see a banner asking you to set your cookie preferences. You can accept or reject non-essential cookies at any time.

Most web browsers also allow you to control cookies through their settings. However, blocking some cookies may affect how the site functions.

For more details on how to manage cookies, visit: https://www.allaboutcookies.org/

Updates to our Cookie Policy

We may update this Cookie Policy from time to time. The latest version will always be available on our website.

Sharing Your Information

We only share your information where necessary to run our business:

• Stripe & PayPal – to process payments.
• Mailchimp – to manage newsletters.
• Google, Facebook, LinkedIn – for analytics and advertising.

Some of these providers may transfer data outside the UK/EEA. Where they do, they are required to use safeguards such as Standard Contractual Clauses (SCCs) to protect your information.

We never sell your personal data.

How Long We Keep Your Information

We only keep your information for as long as necessary to meet the purposes set out in this policy. As a guide:

• Enquiry/contact form information: up to 2 years.
• Training and assessment records: typically 6 years, in line with common health & safety industry practice.
• Financial/transaction records: at least 6 years to meet HMRC requirements.
• Marketing/contact lists: until you unsubscribe or withdraw consent.

After these periods, we securely delete or anonymise your data.

You can request that your data be removed from our systems at anytime, by contacting us here.

Your Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your data (in certain circumstances).
• Restrict or object to how we process your data.
• Request a copy of your data in a portable format.
• Withdraw consent (where processing is based on consent).
• If you wish to exercise these rights, please contact us at the details above.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

Learn more here – www.ico.org.uk.

Changes to this policy

We may update this policy from time to time. The latest version will always be published on our website.