Interpretation and Definitions
The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.
Company
Refers to Active Care Agency (UK) LTD, registered in England and Wales, with its registered office at Unit 23 The Basepoint Dartford, Victoria Road DA1 5FS. Also referred to as "Active Care Education", "We", "Us", or "Our".
Cookies
Small text files that a website places on your computer or mobile device to enhance your user experience and track browsing history.
Personal Data
Any information relating to an identified or identifiable individual, including name, contact information, identification numbers, location data, or any other information that can directly or indirectly identify you, as defined under GDPR.
Services
All services provided by Active Care Agency (UK) LTD, including our website, online platforms, student support and consultation services, and any other services we may provide.
Usage Data
Data collected automatically, generated by our services or infrastructure (for example, duration of page visits, course access patterns, or system interactions).
Website
Active Care Agency (UK) LTD's website, accessible from www.activecareeducation.com and any associated subdomains or platforms.
You
The individual accessing or using our services — including learners, trainees, course participants, website visitors, clients, and other users of our services.
What Information We Collect
We may collect and process the following categories of personal information:
Contact and Identity Information
- Full name and job title
- Email address
- Telephone number
- Postal address, including postcode
- Company or organization name and details
Professional and Educational Information
- Professional qualifications and certifications
- Employment details and workplace information
- Training history and course enrolment records
- Assessment results and certification status
- Continuing professional development (CPD) records
- Learning preferences and educational needs
Demographic Information
- Age or date of birth (where required for specific courses)
- Postcode and geographic location
- Professional sector or industry
- Preferences and interests related to our services
Technical and Usage Data
- IP address and device information
- Browser type and version
- Operating system
- Pages visited and time spent on our website
- Course access patterns
- Referring website addresses
- Cookies and similar tracking technologies data
Communication Records
- Records of correspondence via email, phone, or other channels
- Feedback, surveys, and testimonial responses
- Support ticket information and queries
How We Collect Your Information
We collect information through various methods:
- Directly from you when you enquire about courses, complete forms, or contact us
- Automatically through cookies and similar technologies when you use our website or services
- Through your use of our service-learning management platforms
- From students who refer you to Active Care Agency LTD
How We Use Your Information
We require this information to understand your needs and deliver our services fully. Specifically, we use your data for the following purposes:
Service Delivery and Management
- To manage your account and registration, giving you access to our LMS
- To process course bookings and manage your participation
- To deliver learning materials and educational content
- To conduct assessments and issue certifications
- To maintain learner records and track your progress
- To provide learner support and respond to queries
Communication and Customer Service
- To contact you regarding your meetings and support services
- To send service communications such as confirmations and important notices
- To provide customer support and respond to your requests
- To handle complaints and resolve issues
Marketing and Promotional Activities
- To send marketing communications about new courses and resources (only with your permission)
- To conduct market research and gather feedback
- To send newsletters and educational content to subscribers who have opted in
Administrative and Legal Purposes
- Internal record keeping for learners and prospective students
- To comply with legal obligations and regulatory requirements
- To maintain quality standards and accreditation requirements
- To protect our rights and ensure the security of our services
Lawful Bases for Processing
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process personal data only where we have a lawful basis to do so:
Contract Performance
When processing is required to deliver our services, such as course enrolment, learner management, certification, student support, and access to our learning platforms.
Consent
When you have provided clear consent — for example, to receive marketing communications, to use photographs or video testimonials, or to process sensitive data.
Legitimate Interests
When processing is necessary for our legitimate business interests, such as improving our services, preventing fraud, IT security, and internal administration.
Legal Obligation
When processing is required to comply with UK law, regulatory obligations, awarding body requirements, or requests from government authorities.
Vital Interests
In rare cases, processing may be necessary to protect someone's life, such as using emergency contact information during on-site training.
Public Task
When required to fulfil regulatory or educational reporting duties.
Third-Party Data Sharing
We only share your personal data with third parties when necessary to provide our services, meet legal requirements, or ensure your learning experience is safe and high-quality. We will never sell, rent, or trade your personal data to third parties for marketing.
We may share your personal data with: Learning Management System providers, CRM providers, awarding bodies, partner colleges and universities, payment processors, IT hosting providers, and government or regulators where required. All third parties are contractually bound by GDPR and process data only on our instructions.
Data Retention Periods
We will retain your personal data only for as long as is necessary for the purposes set out in this policy or as required by law:
| Data Type | Retention Period |
|---|---|
| Financial and contractual records | 6 to 7 years |
| Marketing data | Until consent is withdrawn |
| Website analytics | Up to 26 months |
| Enquiries and communications | 24 months |
| Job applications | 12 months |
| Course and certification records | Minimum 6 years (or as required by awarding body) |
Your Data Subject Rights
Under GDPR and the UK Data Protection Act 2018, you have specific rights regarding your personal data:
Obtain confirmation of whether we process your data and request a copy of it, along with details of how we use it.
Request that we correct any inaccurate or incomplete information we hold about you.
Request deletion of your personal data in certain circumstances ("right to be forgotten").
Request that we limit how we use your data while we address a concern you have raised.
Object to our processing of your personal data, particularly for direct marketing purposes.
Receive your personal data in a structured, machine-readable format and transfer it to another organisation.
Where processing is based on consent, you may withdraw it at any time without affecting prior processing.
Not to be subject to decisions based solely on automated processing that significantly affects you.
We will respond to your request within one month of receipt. In complex cases, this may be extended by up to two additional months.
Security of Your Personal Data
We are committed to protecting your personal information through appropriate physical, electronic, technical, and managerial procedures, including:
- Secure encrypted connections (SSL/TLS) for data transmission
- Access controls and authentication systems
- Regular security assessments and updates
- Employee training on data protection and confidentiality
- Secure backup and disaster recovery procedures
- Firewalls and intrusion detection systems
- Secure data disposal procedures
Please be aware that no method of transmission over the Internet is 100% secure. In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the relevant supervisory authority in accordance with GDPR requirements.
International Data Transfers
Some of our third-party service providers are based outside the United Kingdom or the EEA. When we send your personal data to other countries, we ensure strong protections are in place through Adequacy Decisions, Standard Contractual Clauses (SCCs), Binding Corporate Rules, or Explicit Consent where required by law.
How to Exercise Your Rights
To exercise any of the rights described above, or if you have any concerns about our data processing practices, please contact us:
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
Policy Updates
This policy was last updated on March 11, 2026 and is next due for review on February 11, 2027. We encourage you to review this policy periodically. Your continued use of our services after any changes constitutes your acceptance.