Privacy Policy

Southern Medical Training
Last updated: 11 September 2026

Southern Medical Training is committed to protecting your privacy and handling your personal information fairly, securely and in accordance with applicable UK data protection law.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, how long we keep it, and your rights in relation to your personal information.

For the purposes of UK data protection law, Southern Medical Training is the data controller for the personal information described in this policy.

1. Who we are

Southern Medical Training provides first aid, resuscitation and medical emergency training to businesses, healthcare organisations, schools, nurseries and other organisations and individuals.

If you have any questions about this Privacy Policy or how we use your personal information, please contact us:

Southern Medical Training
Email: info@southernmedicaltraining.co.uk
Telephone: 01794 377 311
Website: southernmedicaltraining.co.uk

2. What personal information we collect

The information we collect depends on how you interact with Southern Medical Training.

Website enquiries

When you use our website contact form, we may collect:

• your name;

• your email address; and

• information you provide in your message.

We may also collect similar information when you contact us directly by telephone or email.

Training and course records

When you attend training provided by Southern Medical Training, we may collect and retain information required to administer and record your training, including:

• your name;

• the course attended and date of training;

• attendance information;

• where applicable, a professional registration number, such as a GDC, GMC or NMC registration number;

• information required to produce your training certificate; and

• your email address where you voluntarily provide it for marketing purposes.

Course attendance information may initially be collected using a digital register on a password-protected device.

Relevant information is subsequently transferred to our training records and may be used to produce course certificates.

Client and financial information

Where you or your organisation books training with us, we may process information necessary to manage the booking and our business relationship. This may include:

• names and contact details;

• organisation details;

• correspondence;

• booking and course information; and

• invoice and payment-related information.

3. Why we use your information

We may use your personal information to:

• respond to enquiries;

• provide information and quotations;

• arrange and deliver training;

• communicate with clients and course participants;

• maintain attendance and training records;

• produce and, where necessary, replace or verify training certificates;

• maintain records of relevant professional registration numbers where appropriate;

• manage invoicing, payments and accounting;

• meet legal, tax, accounting and regulatory requirements;

• administer and protect our website and business systems;

• maintain and improve our services; and

• send marketing emails where you have chosen to receive them.

We will not use your personal information for an unrelated purpose unless we have an appropriate lawful basis to do so.

4. Our lawful bases for processing personal information

UK data protection law requires us to have an appropriate lawful basis for using personal information. Different lawful bases may apply depending on why we are processing the information.

We principally rely on the following:

Contract – where processing is necessary to provide training or another service that you or your organisation has requested, or to take steps before entering into a contract.

Legitimate interests – where processing is reasonably necessary to operate Southern Medical Training, respond to enquiries, administer training, maintain appropriate training and certificate records, communicate with clients, protect our systems and manage our business. Where we rely on legitimate interests, we consider those interests against the rights and interests of the individuals concerned.

Legal obligation – where information must be processed or retained to comply with applicable legal, tax, accounting or regulatory obligations.

Consent – where you have voluntarily agreed to a particular use of your information, principally where you choose to receive marketing emails from Southern Medical Training.

Where we rely on your consent, you can withdraw it at any time.

5. Course registers, professional registration numbers and certificates

Southern Medical Training maintains appropriate records of training that we provide.

Students may be asked to complete a digital attendance register. This may contain their name and, where applicable, their professional registration number, such as a GDC, GMC or NMC registration number.

This information may be transferred to an electronic training record and used to produce course certificates.

Copies of certificates and relevant course records may be retained so that Southern Medical Training can maintain evidence of training delivered and respond to reasonable requests concerning previous training or certificates.

Course attendance records, relevant professional registration numbers and certificate records are normally retained for five years from the date of training.

Records may be retained for a different period where there is an applicable legal or regulatory requirement or another justified reason to do so.

6. Marketing communications

Providing an email address for marketing is optional and is separate from the information required to attend or complete a training course.

Where you choose to opt in, Southern Medical Training may use your email address to send occasional information about CPD updates, training courses, new services and training offers or discounts.

We will maintain appropriate records of marketing preferences and consent.

You can withdraw your consent and stop receiving marketing emails at any time by using the unsubscribe option provided in our emails or by contacting:

info@southernmedicaltraining.co.uk

Withdrawing consent to marketing will not affect your participation in training, your certificate or other records that Southern Medical Training has a separate lawful reason to retain.

Electronic marketing is also subject to the Privacy and Electronic Communications Regulations (PECR). The ICO requires marketing consent, where relied upon, to be a clear positive choice and says organisations should keep records showing who consented, when and how.

We may retain limited information about an unsubscribe request where necessary to ensure that we respect your preference and do not inadvertently send you further marketing.

7. How long we keep your information

We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.

Our normal approach is:

Training registers, attendance records, professional registration numbers and certificate records: five years from the date of training.

Financial and accounting records: retained for the period required for applicable accounting, tax and legal purposes.

Website and general enquiries: retained only for as long as reasonably necessary to deal with the enquiry and any resulting business relationship or record-keeping requirements.

Marketing information: retained while you remain subscribed and while it remains appropriate for us to contact you, subject to periodic review. If you unsubscribe, we may retain limited information necessary to record and respect that preference.

The ICO recommends that organisations establish clear policies about how long personal information is retained rather than keeping it indefinitely.

8. How we store and protect your information

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or misuse.

Course registers may be completed using password-protected devices. Electronic training records, spreadsheets and certificate records are stored on password-protected computer systems with access restricted as appropriate.

We also take reasonable precautions when transferring information between systems and when using third-party service providers.

No method of electronic storage or transmission can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature of the information we hold.

9. Invoicing and FreeAgent

Southern Medical Training currently uses FreeAgent for invoicing and financial administration.

Where necessary for invoicing, accounting and related purposes, relevant client and transaction information may therefore be processed using FreeAgent.

FreeAgent operates under its own privacy and data protection arrangements.

10. Online training and payment services

Southern Medical Training may introduce online training and online payment facilities in the future.

If these services involve additional collection, processing or sharing of personal information, this Privacy Policy will be updated as appropriate before or when those services are introduced.

Where payment processing is provided by a third-party payment provider, payment information may be provided directly to that provider and handled in accordance with its own privacy arrangements.

Southern Medical Training does not currently take payments through the website.

11. Sharing your information

Southern Medical Training does not sell your personal information.

We may share information with trusted third-party service providers where reasonably necessary to operate our business and provide our services. These may include:

• website hosting and technology providers;

• email and communications providers;

• accounting and invoicing providers, including FreeAgent;

• IT and data-storage providers;

• professional advisers; and

• regulatory, government, tax or law-enforcement authorities where disclosure is legally required.

We only disclose information that is reasonably necessary for the relevant purpose.

12. International transfers

Some technology providers used by Southern Medical Training may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that the transfer is permitted under applicable UK data protection law and that appropriate safeguards are in place where required.

13. Website cookies

Our website may use cookies and similar technologies that are necessary for the website to function and may use other technologies for functions such as analytics.

Where cookies or similar technologies are not strictly necessary and consent is legally required, they should only be used in accordance with the choices you make through the website's cookie controls.

You can manage your cookie preferences through the controls made available on our website.

The ICO advises that website visitors should be informed about cookies and that non-essential cookies generally require the user's agreement.

14. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights in relation to your personal information, including the right to:

• request access to personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• request deletion of your personal information in certain circumstances;

• ask us to restrict the processing of your information in certain circumstances;

• object to certain uses of your information;

• request the transfer of certain information where the right to data portability applies; and

• withdraw your consent at any time where we rely on consent.

These rights are subject to certain conditions and exemptions and therefore may not apply in every situation.

To exercise any of these rights, please contact:

info@southernmedicaltraining.co.uk

We may need to confirm your identity before dealing with a request.

15. Complaints

If you have any concerns about how Southern Medical Training handles your personal information, please contact us in the first instance so that we can try to resolve the matter.

You also have the right to make a complaint to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Information Commissioner's Office – make a complaint

16. Links to other websites

Our website may contain links to websites operated by other organisations.

Southern Medical Training is not responsible for the privacy practices of those websites. We recommend reviewing the privacy information provided by any third-party website before providing personal information to it.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, business practices or applicable law.

The latest version will be published on our website and the Last updated date at the top of this policy will be changed accordingly.