Introduction 

Adaptis Limited (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This policy outlines how we collect, use, and safeguard your personal data in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). As an organisation, we are proud to be certified by the Information Commissioner’s Office (ICO), demonstrating our commitment to maintaining the highest standards of data protection and privacy.  

Data Controller 

Adaptis Limited is the Data Controller, determining the purposes and means of processing personal information. 

Information We Collect 

We may collect and process the following data about you: 

Information you provide: Details you give by filling in forms, corresponding by phone, email, or otherwise. This includes information when you become a client or learner, register for updates, or report issues with our site.  

Information we receive from your organisation: When you join one of our programmes, your organisation may provide your name, email, job role, and address.  

Information we collect automatically: During website visits, we may gather technical data such as IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system, platform, and information about your visit, including URL clickstream, items viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from the page.  

Legal Basis for Processing 

We process your personal data based on the following legal grounds: 

Contractual necessity: To fulfil our obligations arising from any contracts entered into between you and us.  

Legitimate interests: To manage and improve our services and website, ensuring they are presented effectively for you and your device.  

Consent: Where you have provided explicit consent for specific processing activities.

How We Use Your Information 

We use information held about you in the following ways: 

Information you provide: To fulfil our contractual obligations and provide you with requested information, products, and services. 

Information we receive from your organisation: To register learners onto our programmes, monitor attendance, and evidence programme completion for certificated programmes.  

Information we collect automatically: To administer our website, conduct internal operations (such as troubleshooting, data analysis, testing, research, statistical, and survey purposes), improve site content and functionality, and ensure site security.  

Disclosure of Your Information 

We do not disclose your personal data to third parties without your express permission, except in the following circumstances: 

With your consent: We will inform you about the specific third parties and obtain your consent before sharing your data.  

Legal obligations: When required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.  

Website analytics: We may share your personal information with analytics and search engine providers that assist us in the improvement and optimisation of our site. These third parties have been carefully chosen and comply with data protection legislation.

Use of Cookies 

Cookies are small files stored on your computer or mobile device, commonly used by websites to collect and store user preferences. We use essential cookies and anonymous web analytics cookies, provided by Google, Inc., to evaluate how visitors use our website and to enhance your online experience. This data is used for internal purposes only and remains anonymous.  

You can opt out of cookies through your browser settings. For more information about cookies and how to manage or delete them, please visit www.aboutcookies.org. To opt out of being tracked by Google Analytics across all websites, visit tools.google.com/dlpage/gaoptout.  

Under the Data Protection Act 2018, you have the right to:  

Be informed about how your data is being used.  

Access your personal data.  

Have incorrect data updated.  

Have data erased.  

Stop or restrict the processing of your data.  

Data portability (allowing you to obtain and reuse your data for different services).  

Object to how your data is processed in certain circumstances.  

Rights related to automated decision-making processes (without human involvement) and profiling, for example, to predict your behaviour or interests.  

To exercise any of these rights, please contact us at operations@adaptis.co.uk. Please note that we may require proof of identity to process your request.  

Data Security 

We have implemented appropriate physical and electronic measures, security policies, and managerial procedures to safeguard and secure the personal data under our control from unauthorised access, improper use, alteration, unlawful or accidental destruction, or accidental loss.  

While we strive to protect your personal data, the transmission of information via the Internet is not completely secure. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.  

All personal data we hold is stored on Microsoft 365 encrypted backups accessible only by authorised staff. Data or backups taken off-site are stored on secured drives. Employees with access to your personal data are contractually obliged to respect its confidentiality and remove the data when no longer necessary for business purposes.  

Data Retention 

We retain your personal data based on the following criteria: 

Legitimate interest: We will hold the data until it is no longer in your interest for us to retain it, such as upon resolution of your enquiry or feedback.  

Contractual obligations: We will hold the data in line with HMRC requirements.  

Changes in Business Ownership and Control.