PRIVACY POLICY

BEK Pro Skills™ – Member & Business Data

Last Updated: January 2025

1. INTRODUCTION & SCOPE

This Privacy Policy explains how BEK Pro Skills™ and BEK EduCredits™ ("we", "us", "our", "BEK Pro Skills") collect, use, store, and protect personal data.

This policy applies to:

• Membership and business account data (your organisation's details, contact information, payment details)

• Communications between you and us

• Access and usage data relating to our platform and materials

This policy does NOT cover:

• Learner data collected by training providers

• Data held by training academies about their students

• Third-party platforms or services you may use independently

2. IMPORTANT CLARIFICATION: LEARNER DATA

2.1 You Are the Data Controller for Learner Information

If you are a training academy or provider using BEK Pro Skills services, you are responsible for collecting, managing, and protecting learner data.

BEK Pro Skills does not routinely collect learner personal data. If you choose to share learner details with us (for example, for certification purposes), you do so as the data controller and remain responsible for:

• Obtaining valid consent from learners before sharing their data with us

• Communicating privacy information to learners

• Ensuring data is accurate and lawfully shared

• GDPR compliance in all data transfers

2.2 Our Role With Learner Data

If learner data is shared with BEK Pro Skills:

• We act as a data processor on your behalf

• We process this data only for certification, awarding body compliance, or audit purposes

• We do not use learner data for marketing or secondary purposes

• We do not share learner data with third parties except where legally required

• We delete learner data within 12 months of course completion unless longer storage is necessary for regulatory compliance

3. DATA WE COLLECT FROM MEMBERS

3.1 During Registration & Membership Setup

When you register for BEK Pro Skills membership, we collect:

Business & Account Information:

• Business name, legal entity type, and registration details

• Your name, title, and contact details (email, phone, postal address)

• Business address and location

• Insurance provider details and policy information

• Payment and billing information (bank details or card information)

• Account preferences and service settings

How We Collect It:

• Directly from you during the registration form

• Through correspondence and communications

• From payment processors when processing transactions

3.2 During Service Use

As you use BEK Pro Skills services, we collect:

Usage & Access Data:

• Log-in history and access times

• Materials downloaded or accessed

• Course progress (for your own learners, not learner names/details unless you share them)

• Features used and functionality accessed

• IP address and device information

• Browser and operating system details

Communications:

• Emails and messages exchanged with our support team

• Feedback, suggestions, or complaints you submit

• Documents or materials you upload to your account

4. HOW WE USE YOUR DATA

4.1 Service Delivery

We use your data to:

• Provide, maintain, and support your BEK Pro Skills membership

• Activate your account and manage access to materials

• Process membership fees and manage billing

• Deliver training materials and assessments to your account

• Issue certificates and credentials to you

• Provide customer support and respond to queries

• Monitor platform performance and user experience

4.2 Legal & Regulatory Compliance

We use your data to:

• Comply with tax, financial, and regulatory obligations

• Maintain records for audit and compliance purposes

• Verify your eligibility to use our services

• Enforce our Terms and Conditions

• Protect against fraud or unauthorised access

4.3 Communication & Service Updates

We use your data to:

• Send you service updates, renewal reminders, and administrative notices

• Notify you of changes to our services or terms

• Respond to your enquiries and support requests

• Send invoices and payment reminders

4.4 Business Improvement

We use your data to:

• Analyse service usage patterns to improve our platform

• Develop new features or services

• Understand member needs and preferences

• Conduct internal research (anonymised where possible)

4.5 Marketing & Promotional Communications

We may use your contact details to:

• Send you information about new BEK Pro Skills services or updates

• Invite you to webinars, training events, or networking opportunities

• Promote relevant products or services to your business

• Share industry news or best practice guidance

You can opt out of marketing communications at any time by contacting us (Section 10).

4.6 What We Do NOT Do

We do not:

• Sell your data to third parties for their own marketing purposes

• Share your data with unrelated businesses or competitors

• Use your data for purposes other than those outlined above without consent

• Process sensitive personal data beyond what is necessary for service delivery

• Create detailed profiles for targeting or algorithmic decision-making

5. LEGAL BASES FOR PROCESSING

Under UK GDPR, we process your data on the following legal bases:

Contract Performance – Processing necessary to deliver BEK Pro Skills services you've contracted for (registration, billing, access, support)

Legal Obligations – Processing required to comply with tax, financial, insurance, or professional regulatory obligations

Legitimate Business Interests – Processing for business improvement, fraud prevention, and service development where this doesn't override your privacy rights

Consent – Where you've specifically consented to marketing communications

For learner data (if shared with us), the legal basis is typically the contract you have with your learners and their explicit consent to data sharing.

6. WHO WE SHARE YOUR DATA WITH

6.1 Essential Service Providers

We share your data with trusted third parties who help deliver our services:

Payment Processors:

• Your payment/card details are processed by secure payment providers

• We do not store full card details (PCI DSS compliant)

• Providers: [Stripe/PayPal/relevant processor] – see their privacy policies for their data handling

Email & Communication Services:

• Service updates and reminders are sent via secure email providers

• Your email address is shared with these providers for message delivery only

Cloud Hosting & Storage:

• Your membership data and materials are hosted on secure cloud servers

• Providers maintain strict security and comply with UK GDPR

• Data is encrypted in transit and at rest

Insurance & Compliance Partners:

• Insurance providers may receive limited data for policy administration (if insurance verification is required)

• Professional advisors (accountants, solicitors) may access limited data for compliance purposes

6.2 Legal & Regulatory Disclosures

We may disclose your data where required by law:

• To HMRC for tax purposes

• To law enforcement or regulatory bodies if legally required

• To fulfil court orders or legal obligations

• To protect our legal rights or enforce our terms

6.3 No Unrelated Third-Party Sharing

We do not share your data with:

• Competitors or unrelated businesses

• Marketing agencies or data brokers

• Third parties for their own purposes

• International recipients outside the UK/EEA (unless specifically agreed)

7. DATA RETENTION

7.1 Active Membership

While your membership is active, we retain:

• All membership, billing, and account data necessary for service delivery

• Usage and access logs

• Communications and support records

7.2 After Membership Ends

After your membership expires or is terminated:

Financial Records:

• Retained for 6 years for tax and audit purposes (UK legal requirement)

Correspondence & Support Records:

• Retained for 3 years for dispute resolution and service improvement

• Deleted thereafter unless legally required to retain

Usage & Platform Data:

• Deleted within 3 months of membership end

• Anonymised data may be retained for service analysis

Marketing Consent Records:

• Retained for 1 year to ensure opt-out preferences are honoured

7.3 Learner Data (If Shared With Us)

• Deleted within 12 months of course completion

• Retained longer only if required for regulatory compliance (awarding body requirements, audit trails)

• You are responsible for managing your own learner records post-deletion

8. YOUR RIGHTS UNDER UK GDPR

You have the following rights regarding your personal data:

8.1 Right of Access

You can request a copy of personal data we hold about you, what we use it for, and who we share it with. Contact us with your request and we'll provide this within 30 days.

8.2 Right to Rectification

If your data is inaccurate or incomplete, you can ask us to correct it. Please keep your account details current.

8.3 Right to Erasure

You can request deletion of your data in certain circumstances (e.g., data no longer needed for the service purpose). However, we may retain data where:

• Required by law (tax records, for example)

• Necessary to enforce our terms or protect legal rights

• You have outstanding fees or contractual obligations

8.4 Right to Restrict Processing

You can ask us to limit how we use your data in certain circumstances (e.g., if you dispute accuracy).

8.5 Right to Data Portability

You can request your data in a portable, machine-readable format to transfer to another provider.

8.6 Right to Object

You can object to:

• Marketing communications (you can opt out immediately)

• Processing based on legitimate interests (we'll cease unless we have a stronger reason)

8.7 Rights Related to Automated Decision-Making

We do not make automated decisions or use profiling that significantly affects you.

9. DATA SECURITY

9.1 Security Measures

We protect your data through:

• Encrypted data transmission (SSL/TLS encryption)

• Secure password authentication and access controls

• Regular security audits and vulnerability testing

• Limited staff access to personal data (on a need-to-know basis)

• Secure, reputable cloud hosting providers

• Regular backups and disaster recovery procedures

9.2 Payment Security

• Payment details are processed by PCI DSS-compliant providers

• We do not store full card details on our systems

• Transactions are encrypted and secure

9.3 Your Responsibility

You are responsible for:

• Keeping your login credentials confidential

• Notifying us immediately of any suspected data breach

• Ensuring your email account and devices are secure

• Using secure internet connections when accessing your account

10. COOKIES & TRACKING

10.1 Essential Cookies

Our platform uses essential cookies to:

• Maintain your login session

• Remember your preferences

• Provide core functionality

• Protect against security threats

These cookies are necessary for the service to function and cannot be disabled without affecting functionality.

10.2 Analytics & Performance

We may use analytics tools (e.g., Google Analytics) to:

• Understand how users interact with our platform

• Improve user experience

• Identify technical issues

• Measure platform performance

Analytics data is anonymised and does not identify you personally.

10.3 Marketing Cookies

If you've consented to marketing communications, we may use cookies to:

• Track which emails you open and links you click

• Measure effectiveness of communications

• Personalise marketing content

You can withdraw this consent at any time (Section 10).

10.4 Third-Party Cookies

Third-party service providers (payment processors, analytics providers) may set their own cookies. See their privacy policies for details.

10.5 Cookie Control

You can control cookies through your browser settings. Disabling essential cookies may affect service functionality.

11. CONTACT & YOUR RIGHTS

11.1 Data Subject Access Requests

To request a copy of your personal data, ask us to correct information, or exercise any of your rights (Section 8), contact:

Email: info@bekproskills.co.uk

Subject Line: "Data Subject Access Request" or "Data Deletion Request" (as applicable)

Please include:

• Your full name

• Organisation name

• Membership ID (if known)

• Clear description of your request

We will respond within 30 calendar days (or up to 60 days if your request is complex).

11.2 Withdrawal of Consent

To withdraw consent for marketing communications or optional processing:

Email: info@bekproskills.co.uk

Subject Line: "Withdraw Marketing Consent"

Or use the "Unsubscribe" link in any marketing email.

We'll process withdrawal within 10 working days.

11.3 Complaints to the ICO

If you believe we've breached your privacy rights and our response is unsatisfactory, you can lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk

Phone: 0303 123 1113

Email: casework@ico.org.uk

12. CHANGES TO THIS PRIVACY POLICY

12.1 Updates

We may update this Privacy Policy to reflect:

• Changes in how we process data

• New services or features

• Legal or regulatory changes

• Improved clarity or accuracy

12.2 Notification of Changes

• Material changes will be notified to you in writing

• We will provide at least 30 days' notice before changes take effect

• Continued use of our services after notice constitutes acceptance

12.3 Effective Date

The "Last Updated" date at the top of this policy reflects when it was last revised. Check back periodically for updates.

13. INTERNATIONAL TRANSFERS

13.1 Where Your Data Is Stored

Your data is primarily stored and processed within the UK and EEA.

13.2 Non-EEA Transfers

We do not routinely transfer data outside the UK/EEA. If this becomes necessary:

• We will seek your consent first

• We will use legal mechanisms to ensure adequate protection (Standard Contractual Clauses, etc.)

• We will comply with UK GDPR requirements

14. DATA RETENTION SUMMARY TABLE

Data Type

Retention Period

Purpose

Active Membership Account Data

Duration of membership + 6 months

Service delivery, support, transition

Financial & Tax Records

6 years from end of membership

Tax compliance (HMRC requirement)

Email Communications

3 years

Dispute resolution, service history

Usage & Access Logs

3 months after deletion

Performance monitoring, security

Learner Data (if shared)

12 months from course completion

Certification, compliance (or longer if required)

Marketing Consent Records

1 year after withdrawal

Ensuring preferences are honoured

15. CONTACT & FURTHER INFORMATION

For any questions about this Privacy Policy, our data handling practices, or your privacy rights:

Email: info@bekproskills.co.uk

Business Name: BEK Pro Skills™ | BEK EduCredits™

Data Protection Officer Enquiries: You can request information about our data protection practices, and we'll respond within 10 working days.

END OF PRIVACY POLICY

KEY POINTS SUMMARY

✓ We collect: Your business data, contact information, and payment details 

✓ We don't collect: Learner data (that's your responsibility) 

✓ We protect: Your data through encryption, secure servers, and limited access 

✓ You can: Request access to data, correct information, or opt out of marketing 

✓ We retain: Financial records for 6 years, other data for 3 years or less 

✓ We comply: With UK GDPR and all data protection obligations 

✓ Questions? Contact: info@bekproskills.co.uk