Privacy Notice

Last reviewed: 20 January 2026
Next review due: January 2026

  1. Introduction

Optimum Skills Limited is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect personal data when you interact with us as a learner, employer, partner, website user or contact.

This notice applies to all websites and services operated by Optimum Skills Limited, including:

It also applies to personal data collected offline, including through training delivery, employer engagement, safeguarding activities and contractual relationships.

  1. Who we are (Data Controller)

Optimum Skills Limited is the data controller responsible for your personal data.

Registered office:
Unit 23, Parsons Court, Welbury Way
Newton Aycliffe
DL5 6ZE

Telephone: 01325 311832
Email: info@optimumskills.co.uk

We are not legally required to appoint a Data Protection Officer (DPO). Data protection responsibilities are overseen by senior management.

  1. The personal data we collect

Depending on your relationship with us, we may collect and process the following categories of personal data:

  1. a) Identity and contact data
  • Name
  • Job title
  • Employer or organisation
  • Postal address
  • Email address
  • Telephone number
  1. b) Learner and employer data
  • Learner registration details
  • Training and qualification records
  • Attendance, progress and achievement data
  • Employer engagement and placement information
  • Feedback and assessment records
  1. c) Safeguarding and welfare data
  • Safeguarding concerns or disclosures
  • Health or wellbeing information where necessary to meet safeguarding or legal obligations

This data is treated with enhanced confidentiality and access controls.

  1. d) Technical and usage data
  • IP address (processed in a truncated or anonymised form where possible)
  • Browser type and version
  • Operating system
  • Device information
  • Website usage data
  1. e) Communications data
  • Records of emails, calls and correspondence
  • Email engagement data (such as opens and clicks) for campaign performance and deliverability
  1. How we collect personal data

We collect personal data through:

  • Website forms and enquiries
  • Learner enrolment and training delivery
  • Employer engagement and contracts
  • Email communications
  • Surveys and feedback
  • Cookies and similar technologies (see our Cookie Policy)
  1. Cookies

Our website uses cookies and similar technologies to ensure the site functions correctly, to analyse usage and to support marketing activities.

Full details of the cookies we use, their purposes and how to manage your preferences are set out in our Cookie Policy:
https://optimumskills.co.uk/cookie-policy/

Where required, we obtain consent before placing non-essential cookies.

  1. How we use personal data and our lawful bases

Under the UK GDPR, we must have a lawful basis for processing personal data. We rely on the following bases depending on the activity:

  1. a) Contract

We process personal data where it is necessary to:

  • Deliver training and qualifications
  • Manage learner enrolment and progression
  • Fulfil contracts with employers or partners
  • Provide requested services
  1. b) Legal obligation

We process personal data to comply with legal and regulatory obligations, including:

  • Education and funding requirements
  • Safeguarding and welfare duties
  • HMRC, audit and financial record-keeping
  • Health and safety obligations
  1. c) Legitimate interests

We process personal data where it is necessary for our legitimate interests, provided these do not override your rights and freedoms, including:

  • Managing and improving our services
  • Website security and performance
  • Monitoring email deliverability and engagement
  • Maintaining accurate business records
  • Fraud prevention and system security
  1. d) Consent

We rely on consent where required, including:

  • Email marketing to non-customers
  • Certain cookies and tracking technologies

You may withdraw consent at any time by contacting us or using the unsubscribe options provided in our communications.

  1. Marketing communications

We send marketing communications via Mailchimp.

  • Existing customers and business contacts may receive marketing based on our legitimate interests, in line with the Privacy and Electronic Communications Regulations (PECR).
  • Other recipients will only receive marketing where consent has been provided.

You can opt out of marketing at any time by:

  • Clicking the unsubscribe link in our emails
  • Contacting us using the details in section 2

Service-related communications are not affected by marketing preferences.

  1. Who we share personal data with

We may share personal data with trusted third parties where necessary, including:

  • IT and systems providers (e.g. Microsoft, PipeDrive, Bud)
  • Email marketing provider (Mailchimp)
  • Analytics providers (e.g. Google)
  • Professional advisers (accountants, legal advisers, insurers)
  • Regulators, awarding bodies or funding authorities

All third parties are required to process data securely and only on our instructions.

  1. International data transfers

Some of our service providers store or process personal data outside the UK.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:

  • UK adequacy regulations
  • The UK International Data Transfer Agreement (IDTA)
  • The UK Addendum to EU Standard Contractual Clauses

Further information about these safeguards is available on request.

  1. How we keep personal data secure

We use appropriate technical and organisational measures to protect personal data, including:

  • Secure cloud-based systems
  • Access controls and role-based permissions
  • Encryption where appropriate
  • Staff training and confidentiality obligations

Access to personal data is limited to those who need it to perform their role.

  1. How long we keep personal data

We retain personal data only for as long as necessary for the purposes it was collected, including:

  • Learner records: retained in line with funding, awarding body and legal requirements
  • Financial records: retained in accordance with HMRC requirements
  • Marketing data: retained until you opt out or it is no longer relevant

We review retention regularly and securely delete or anonymise data when no longer required.

  1. Your rights

Under the UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate or incomplete data
  • Request erasure of your data
  • Restrict processing
  • Object to processing
  • Data portability (where applicable)
  • Withdraw consent at any time

To exercise your rights, please contact us using the details in section 2. We may need to verify your identity before responding.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

ICO website: https://www.ico.org.uk
ICO helpline: 0303 123 1113

  1. Links to other websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their privacy notices.

  1. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. Any changes will be published on this page and, where appropriate, notified to you.

  1. Contact us

If you have any questions about this Privacy Notice or how we handle your personal data, please contact:

Optimum Skills Limited
Unit 23, Parsons Court, Welbury Way
Newton Aycliffe
DL5 6ZE

Email: info@optimumskills.co.uk
Telephone: 01325 311832