Last updated: 3 October 2026.
Who we are and how to contact us
Pro Trainers UK is responsible for the personal information it uses to provide its training, certification, website and mobile-app services. This policy explains what we use, why we use it and the choices available to you.
For privacy questions or to exercise your data rights, email markjones@pro-trainersuk.co.uk, write to Pro Trainers UK, The Landscape Centre, Fiddlers Lane, Irlam, Manchester, M44 6QB, or call 07368 635 202. Please describe your request and provide enough information for us to identify your record. Do not send your password or an identity document unless we explain why a proportionate identity check is needed.
An employer or training organiser may also use information about you for its own purposes. Its privacy notice applies to that use; this policy covers the information Pro Trainers UK controls.
Information we use
- Accounts and identity: your name, email address or phone number, account identifier, authentication and verification information, account role and access permissions. Records may also include your date of birth, address and trainee or accreditation reference where needed for training or certification.
- Profile and company details: a profile photograph if supplied, your employer or company relationship, employee reference and relevant business contact details.
- Training and qualifications: enquiries, booking details, course dates and locations, enrolment, attendance and sign-in/out records, assessment results, instructor notes, signatures, supporting evidence, certificates, certificate numbers, validity dates and correction or revocation history. Some records and certificates are stored as PDFs or images.
- Communications and requests: information in enquiries, support messages, account recovery requests and privacy requests, together with records of service messages and delivery outcomes.
- Service and security information: timestamps, access and audit events, error information and technical information processed by our hosting and communications providers to operate and protect the service. Your device connects to these services using an IP address.
We receive information directly from you, from an employer or authorised company representative, and from instructors and administrators who arrange training, assess outcomes or maintain qualification records. We also hold existing training and certificate records that have been transferred into the service. Not every category is collected from every person.
Please avoid including unrelated sensitive information in enquiry or free-text fields. If a training adjustment requires health information, contact us so we can explain what is necessary and how it will be handled.
Why we use information
We use your information to create and secure your account, arrange and deliver training, manage authorised company access, record attendance and assessment, issue and verify certificates, respond to enquiries and provide support.
Where we provide a service under a contract with you, we use the information necessary to fulfil that contract or take steps you request before entering it. Where an employer arranges training, we rely on our legitimate interests in administering the training and maintaining reliable qualification records, balanced against your rights. Those interests also include preventing misuse, keeping the service secure, resolving disputes and supporting the accuracy of certificate verification.
We rely on a legal obligation only where a particular requirement applies to the record or activity. Where we ask for consent for an optional use, you can withdraw it for that use without affecting earlier lawful processing. A device permission allows access to a device feature; it does not give us permission to use the resulting information for unrelated purposes.
Required account and training details are needed to identify you, provide access and maintain an accurate record. If you do not provide them, we may be unable to create an account, arrange the requested training or issue a certificate. Optional features are explained when you choose to use them.
The app does not sell advertising or use your training records to target adverts. Training outcomes are recorded through the training and assessment process. Software may display validity, expiry and eligibility information using course rules, but you can contact us to question or correct the underlying record.
Photos, camera and device storage
The app requests camera access when you choose to scan a course sign-in code or take a photograph. Photo-library access is used when you choose a profile image. You can change permissions in your device settings; denying a permission may prevent that particular feature from working.
A profile image can be used on your training card and applicable certificate. Files you choose to download or share may remain on your device or with the recipient. Your device's share controls determine which other app receives an exported file.
The app uses secure device storage for authentication information. A supported version may keep a saved training card on the device for viewing without a connection. Signing out and uninstalling have different effects from requesting deletion of the information held by Pro Trainers UK; use Settings > Delete account in the app or contact us as explained below.
Certificate verification and sharing
Your training card or certificate may include a verification link or QR code. A person who has that link can view the certificate information made available for verification without signing into your account. This can include your name, qualification or course, certificate number, provider, relevant instructor information, issue and expiry dates and current certificate status. Where a certificate PDF is made available through the verification link, its contents are also accessible to the person opening it, including any photo or other details printed on that certificate.
Treat a verification link as information you are choosing to share. The service does not make your account password or private contact fields available through the public certificate summary. Contact us if a certificate is wrong, a link has been shared inappropriately, or you need to discuss restricting access. We will explain what can be corrected or restricted while maintaining an accurate qualification record.
Authorised instructors and administrators see the information needed for their work. Company users see records permitted by their company and employee relationships and certificate-access rules. Sharing a certificate with your employer or another recipient may also place a copy under that recipient's control.
Service providers and other recipients
We use specialist providers to host and operate the service. The platform uses Convex for application data, account services and file storage. Service email and SMS integrations use Resend and Twilio where those delivery channels are enabled. They receive the contact details and message content needed for the relevant communication.
If a supported Wallet feature is enabled and you choose to save a training pass, the relevant credential information is processed through Apple Wallet or Google Wallet. Their own terms and privacy notices also apply to their services. A training pass is not a payment card.
We may disclose relevant records to an awarding or accreditation body, professional adviser or public authority where necessary for the service, an applicable obligation or a legal claim. We limit disclosures to the purpose concerned. We do not sell your personal information.
Some service providers may process information outside the UK. Where this involves a restricted international transfer, appropriate arrangements are required, such as a UK adequacy regulation or approved contractual safeguards. Contact us for information about the arrangements applicable to your data and how to obtain a copy of relevant safeguards.
Website enquiries and external services
The website enquiry form collects the contact and training information you enter so the team can respond and arrange suitable training. An enquiry does not create a confirmed booking. Essential technical information is also used to protect the form from abuse.
Our contact page can display a Google Maps embed. Loading it connects your browser to Google, which handles technical information under its own privacy terms. Links to social networks, mapping services and app stores take you to services with their own privacy notices. Browser storage and any optional analytics or advertising added to the site must be explained separately before they are enabled where consent is required.
How long information is kept
We keep identifiable information for as long as it is necessary for the purpose described in this policy, then delete it or make it anonymous. Different records need different treatment:
- Account access and profile information: while needed to provide your account. When you request account deletion, we remove your account credentials and personal information that no longer has a purpose. If information must remain for a separate, justified purpose, we explain why and record when that decision will be reviewed.
- Enquiries and support correspondence: while resolving the matter and for any necessary follow-up, complaint or dispute period.
- Training evidence and issued certificates: each record is assessed when an account deletion request is reviewed. We keep a record only where there is a documented reason to do so, and we record a review date for that decision. A certificate's expiry date or a system's technical limits do not by themselves justify keeping personal information.
- Authentication challenges, delivery, audit and security records: for the period needed to operate the relevant feature, prevent misuse and investigate identified incidents. An expired code is not evidence that every related log has already been erased.
- Backups: deletion from active systems may precede removal from backup copies. Information awaiting removal from backups must be kept out of ordinary use and removed under the provider's applicable backup cycle.
You can ask us which retention period or criteria apply to a particular record. When an exception prevents us from deleting information you request, we will explain what is retained, why and for how long or how that period is determined.
Your rights and account deletion
Depending on the circumstances, you may ask to access your information, correct inaccurate information, delete it, restrict its use or receive information you provided in a portable format. You may object to processing based on legitimate interests and withdraw consent for processing that relies on it. These rights are not absolute; we will explain any applicable exception.
To request deletion in the app, open Settings > Delete account. You will receive an acknowledgement, and the request status and expected completion date will be available in the app. You do not need to be signed in to request deletion: if you cannot access the app or have uninstalled it, email markjones@pro-trainersuk.co.uk. We may ask for enough information to identify the account and verify the request; do not send your password or identity documents unless we explain why a proportionate check is needed.
We review the information associated with your account, remove your account credentials and delete personal information that no longer needs to be kept. If a training or certificate record must remain for a documented reason, we record that reason and a review date and explain the outcome to you. We send confirmation of what was removed and what, if anything, remains before the request is marked complete. Copies you previously shared with another organisation may be subject to that organisation's own obligations.
We process account deletion requests within 28 days of receiving them. If we need information from you to identify the account or verify the request, we will contact you.
Questions, complaints and changes
Please contact us first if you have a question or concern. You also have the right to complain to the Information Commissioner's Office (ICO) at https://ico.org.uk/make-a-complaint/ or on 0303 123 1113.
We will update this policy when our service or practices change. The publication date will identify the current version, and material changes will be brought to your attention where appropriate.