Privacy Policy
Hickby Clinical Training Ltd (Company number: 16451669)
Registered Office: 3rd Floor, 86–90 Paul Street, London, EC2A 4NE
Last updated: 14th May 2025.
At Hickby Clinical Training (“we”, “us”, “our”), your privacy is important to us. This Privacy Notice explains how we collect, use, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Hickby Clinical Training provides healthcare education and clinical skills training services. We work with NHS organisations, private providers, care homes, and individual learners.
Data controller contact details:
Hickby Clinical Training
3rd Floor, 86-90 Paul Street, London EC2A 4NE
Email: hello@hickbyclinical.co.uk
We are registered with the Information Commissioner’s Office (ICO) as a data controller.
2. When We Act as a Data Controller or Data Processor
We are the data controller for learners who book directly with us, staff records, and our own marketing activities.
We act as a data processor when delivering training on behalf of clients (e.g. NHS Trusts or care providers) who supply us with delegate details. In these cases, they remain the data controller.
3. What Personal Data We Collect
Depending on the nature of your interaction with us, we may collect:
- Contact details: name, email, phone number, employer
- Professional data: job title, qualifications, registration numbers
- Booking and attendance data: course registrations, feedback, certificates
- Demographic data: ethnicity, gender, age, disability status (if requested by client organisations)
- Special category data: dietary requirements, access needs
- Technical data: IP address, browser type, usage stats (via cookies)
We only collect special category data where necessary and with your consent, or where required by our clients.
4. How We Collect Your Data
- When you complete a booking form via Acuity Scheduling or our website
- When a client organisation books training on your behalf
- When you contact us by phone or email
- When you use our website
- When you provide feedback or complete post-course evaluations
5. How We Use Your Data
We use your data to:
- Register you for training courses
- Communicate booking information and updates
- Deliver training and issue certification
- Improve our services via feedback
- Comply with legal or regulatory requirements
- Send marketing communications (only with your explicit consent)
6. Our Legal Basis for Processing
We process data under the following lawful bases:
Data Type & Legal Basis
- Training bookings and delivery - Contractual necessity
- Employer-led bookings - Legitimate interests
- Feedback and evaluations - Legitimate interests
- Demographic data - Consent or explicit client request
- Special category data - Consent
- Marketing - Consent
- Financial data - Legal obligation (e.g. HMRC)
7. Who We Share Your Data With
We may share personal data with:
- Your employer or the organisation that commissioned the training
- Accrediting or certification bodies (e.g., CPD services)
- Service providers (e.g., Acuity Scheduling, HubSpot/Mailchimp, cloud storage providers)
- Regulatory or legal authorities when required
We ensure all third parties comply with UK GDPR and sign appropriate data processing agreements.
8. International Data Transfers
Some of our systems (e.g., Acuity, HubSpot, Google Analytics) may store data outside the UK. In these cases, we ensure your data is protected using:
- UK-approved Standard Contractual Clauses
- Verified data protection safeguards (e.g., Privacy Shield legacy or updated adequacy measures)
9. How Long We Keep Your Data
Data Type & Retention Period
- Booking and training records - 6 years
- Financial records - 6 years (per HMRC requirements)
- Feedback and evaluations- 2 years
- Demographic or consent- based data - Until consent is withdrawn or 2 years, whichever comes first
- Job applications/CVs - 12 months (unless employed)
Data is securely disposed of once retention periods expire.
10. Your Rights
You have the right to:
- Access your data
- Rectify inaccurate data
- Request erasure (“right to be forgotten”)
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
To exercise these rights, contact training@hickbyclinical.co.uk. If your data was provided by an employer or client, we may refer you to them as the data controller.
11. How We Protect Your Data
We apply appropriate technical and organisational measures including:
- Password protection and encryption
- Limited access controls
- Secure servers and cloud platforms
- Staff training on confidentiality and GDPR compliance
- Secure handling of physical training equipment or materials that may contain sensitive data
12. Cookies and Website Tracking
Our website uses cookies for analytics, performance, and user experience improvements (e.g., Google Analytics). You can manage or block cookies via your browser settings.
13. Marketing Communications
We only send marketing emails if you have opted in. You may unsubscribe at any time by clicking the link in the email or contacting us directly.
14. Complaints
If you are unhappy with how we use your data, please contact us. You also have the right to complain to the ICO: www.ico.org.uk | 0303 123 1113
Hickby Clinical Training Ltd ©Copyright. All rights reserved.
Company number: 16451669
Registered Office: 3rd Floor, 86–90 Paul Street, London, EC2A 4NE
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