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1. About This Privacy Policy

Copia Learning respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry, purchase or access our training products or services, or otherwise interact with Copia Learning.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy and electronic communications legislation.
 

2. Who We Are

Copia Learning provides bespoke workplace and corporate training, learning resources and related services.

For the purposes of UK data protection law, Copia Learning is the data controller responsible for the personal information covered by this Privacy Policy, except where another organisation is identified as the controller.

Our contact details are:

Copia Learning
71 The Hundred
Romsey
Hampshire
United Kingdom
SO51 8BZ

Phone: 01794 339 938
Email: info@copialearning.co.uk
Website: www.copialearning.co.uk

If you have questions about this Privacy Policy or how we use your personal information, please contact us using these details.
 

3. Personal Information We May Collect

The personal information we collect will depend on how you interact with Copia Learning.

It may include:

• your name;

• job title and organisation;

• postal or business address;

• email address;

• telephone number;

• information you provide when making an enquiry;

• account or registration information;

• information relating to training programmes or services you purchase or access;

• transaction and payment-related information;

• correspondence and communications with us;

• feedback, survey responses or testimonials you choose to provide;

• information about how you use our website;

• technical information such as your IP address, browser type, device information and website activity;

• cookie and consent preferences; and

• other information that you voluntarily provide to us.

We aim to collect only the personal information that is reasonably necessary for the relevant purpose.
 

4. How We Collect Personal Information

We may collect personal information directly from you when you:

• contact us;

• complete a website form;

• request information about our services;

• purchase or register for a training product or service;

• create or use an account, where applicable;

• communicate with us by email, telephone or other means;

• subscribe to communications where these are offered;

• participate in training, surveys or feedback activities; or

• otherwise provide information to us.

We may also collect certain information automatically when you use our website through cookies and similar technologies.

In some circumstances, we may receive personal information from organisations purchasing or arranging training on behalf of their employees or participants, or from service providers that help us operate our business.

Where we obtain personal information from another source, we will handle it in accordance with applicable data protection law.
 

5. How We Use Your Personal Information

We may use your personal information to:

• respond to enquiries and communicate with you;

• provide information you have requested;

• administer registrations, accounts and training access;

• provide training products, programmes and services;

• process and administer purchases and payments;

• provide customer support;

• manage our relationship with customers and organisations;

• maintain appropriate business, financial and training records;

• operate, maintain and secure our website;

• understand how our website and services are being used;

• improve our website, training products and services;

• manage consent and cookie preferences;

• send relevant marketing communications where permitted;

• prevent fraud, misuse or security incidents;

• establish, exercise or defend legal rights; and

• comply with our legal and regulatory obligations.

We will not use your personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.
 

6. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following:

Contract

We may process your information where this is necessary to enter into or perform a contract with you, for example when you purchase or access a Copia Learning product or service.

Legitimate interests

We may process information where this is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

These interests may include:

• operating and improving Copia Learning;

• responding to business enquiries;

• administering our relationship with customers and clients;

• maintaining the security and effectiveness of our website and services;

• understanding the use and performance of our services; and

• protecting our business and legal rights.

Where we rely on legitimate interests, we consider the potential impact on individuals and their privacy rights.

Consent

Where required, we may rely on your consent, including for certain marketing activities and non-essential cookies or similar technologies.

Where processing is based on consent, you can withdraw that consent at any time.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.
 

7. Marketing Communications

Where permitted by law, we may use your contact details to provide information about Copia Learning products, training programmes, resources or services that we believe may be relevant to you.

Where consent is required, we will obtain it before sending such communications.

You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us at:

info@copialearning.co.uk

Withdrawing consent to marketing will not affect communications that are necessary to provide a product or service you have requested.
 

8. Cookies and Website Technologies

Our website uses cookies and similar technologies.

Some cookies are necessary for the operation and security of the website. Other cookies may be used for functionality, analytics or marketing, subject to your choices and applicable legal requirements.

Where consent is required, non-essential cookies will not be activated unless you have provided the appropriate consent through our cookie controls.

You can change your cookie preferences through the cookie/privacy settings available on our website.

Further information is available in our separate Cookies Policy.
 

9. Website Hosting and Service Providers

The Copia Learning website is built and hosted using Wix.

We may also use carefully selected third-party service providers to help us operate Copia Learning and deliver our services. Depending on the services and functionality used, these may include providers of:

• website hosting and infrastructure;

• website analytics;

• payment processing;

• email and communications;

• video or digital content delivery;

• training or learning platforms;

• IT and cloud-storage services;

• professional and administrative services; and

• other technology necessary to operate our website and business.

These organisations may process personal information on our behalf or, in some circumstances, as independent data controllers.

Where a service provider processes personal information on our behalf, we take appropriate steps to ensure that personal information is handled in accordance with applicable data protection requirements.

We do not sell your personal information.
 

10. Payment Information

Where payments are made through the Copia Learning website or through a third-party payment provider, payment information may be processed directly by the relevant payment provider.

Copia Learning does not intentionally collect or retain complete payment-card details where these are processed securely by a third-party payment provider.

The payment provider's own privacy terms may also apply to its processing of your information.
 

11. International Transfers

Some of the technology and service providers used to operate our website and services may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection law.

Depending on the destination and provider, this may include relying on UK adequacy regulations or appropriate contractual and organisational safeguards.

You may contact us if you would like further information about the safeguards relevant to your personal information.
 

12. How Long We Keep Personal Information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, contractual and reporting requirements.

The appropriate retention period will depend on factors including:

• the type of information;

• why we collected it;

• whether it remains necessary to provide our services;

• contractual requirements;

• legal or regulatory requirements; and

• whether information may be required to establish, exercise or defend legal claims.

When personal information is no longer required, we will delete, anonymise or securely dispose of it as appropriate.
 

13. How We Protect Personal Information

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

Access to personal information is limited to those who reasonably require it for legitimate business purposes.

Where third parties process information on our behalf, we take appropriate steps to use providers capable of providing suitable safeguards for personal information.

No method of transmitting or storing information electronically can, however, be guaranteed to be completely secure.
 

14. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which we process your information, UK data protection law may give you rights including:

• the right to be informed about how your personal information is used;

• the right of access to personal information we hold about you;

• the right to rectification of inaccurate or incomplete information;

• the right to erasure of your personal information in certain circumstances;

• the right to restrict processing in certain circumstances;

• the right to data portability in certain circumstances;

• the right to object to certain processing; and

• rights relating to certain forms of automated decision-making and profiling.
   

You have the right to object to processing based on legitimate interests in certain circumstances. You also have the right to object to the use of your personal information for direct marketing.

Where we rely on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
 

If you wish to exercise any of your data protection rights, please contact:

Email: info@copialearning.co.uk
Phone: 01794 339 938

We may need to ask you for information to confirm your identity before responding to a request.

Your rights are subject to applicable legal conditions and exemptions.
 

15. Automated Decision-Making

Copia Learning does not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

If this changes, we will update this Privacy Policy and provide the information required by applicable data protection law.
 

16. Children's Privacy

Copia Learning's website and services are primarily intended for businesses, organisations and adult learners and are not directed at children.

We do not knowingly seek to collect personal information from children through our website unless this is appropriate for a particular service and suitable data protection arrangements have been put in place.
 

17. Links to Other Websites

Our website may contain links to third-party websites or services.

Copia Learning is not responsible for the privacy practices of third-party websites. We encourage you to read the relevant privacy information when visiting another website or using a third-party service.
 

18. Complaints

If you have concerns about how Copia Learning has handled your personal information, please contact us in the first instance so that we have an opportunity to investigate and respond.

You can contact us at:

Copia Learning
71 The Hundred
Romsey
Hampshire
United Kingdom
SO51 8BZ

Phone: 01794 339 938
Email: info@copialearning.co.uk

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

Further information about making a data protection complaint is available from the Information Commissioner's Office.
 

19. Changes to This Privacy Policy

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

Any updated version will be published on the Copia Learning website and the date at the top of this policy will be amended accordingly.

We encourage you to review this Privacy Policy periodically.
 

20. Contact Us

For questions about this Privacy Policy, the personal information we hold about you, or to exercise your data protection rights, please contact:

Copia Learning
71 The Hundred
Romsey
Hampshire
United Kingdom
SO51 8BZ

Phone: 01794 339 938
Email: info@copialearning.co.uk
Website: www.copialearning.co.uk