Square Skills Ltd Privacy Policy
Effective Date: 26th August 2025
1. Introduction
Square Skills UK Ltd (“Square Skills UK Ltd”, “we”, “us”, “our”) is committed to protecting your personal data and being transparent about how we collect, use, share, and safeguard it.
This Privacy Policy explains:
– What personal data we collect
– How and why we use it
– Who we share it with
– The security measures we apply (aligned with Cyber Essentials)
– Your rights under data protection law
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
– Legal Name: Square Skills UK Ltd
– Company Number: 15966703
– Registered Address: 20 Wenlock Road, London, N1 7GU
3. Contact Details
– Data Protection Contact: Tim Phillips-White, Operations Manager
– Email (privacy enquiries): hello@squareskills.com
– Telephone: 0121 272 3916
– Complaints contact (internal): hello@squareskills.com
4. Personal Data We Collect
We may collect the following categories of personal information:
– Name, email, phone number, address
– Payment card and billing details
– Employment and CV details (where relevant to training/funding)
– Training, attendance, and assessment results
– Special category data (e.g., health/disability information for accessibility support)
5. How We Collect Data
We collect data through:
– Website enquiry and registration forms
– Course registration forms
– Learning Management Systems (LMS)
– Direct communications (phone/email)
– Cookies and analytics tools (e.g., Google Analytics)
6. Why We Use Your Data (Lawful Basis)
We process personal data to:
– Deliver and administer training services (contractual necessity)
– Process payments (contractual/legal requirement)
– Communicate with learners, partners, and funders (legitimate interests)
– Maintain learner records for compliance and auditing (legal requirement)
– Improve services through analytics (legitimate interests)
– Send marketing emails/newsletters (consent or legitimate interests)
We do not conduct telephone marketing.
7. Third Parties & Processors
We may share personal data with trusted providers to deliver our services, including:
– Website host: GoDaddy.com
– Cloud provider: GoDaddy.com
– CRM systems: HubSpot
– Email marketing: HubSpot
– Payment providers: Stripe, Go Cardless, Humm
All third parties are bound by data processing agreements and security obligations.
8. Data Retention
We keep personal data only as long as necessary:
– Learner records: 6 years from the end of the financial year in which the last payment was made
– Financial/payment records: 6 years
– Enquiry forms: 6 years
9. International Transfers
We do not routinely transfer data outside the UK.
If this changes, we will ensure appropriate safeguards are in place (such as ICO-approved transfer mechanisms).
10. Security Measures
We take robust technical and organisational measures to protect your data, aligned with Cyber Essentials certification:
– Encryption of systems and data
– Multi-factor authentication (MFA)
– Firewalls and secure configuration
– Regular patching and security updates
– Antivirus and malware protection
– Ongoing staff training and awareness
11. Your Rights
Under UK GDPR, you have the right to:
– Request access to your personal data
– Request correction of inaccurate data
– Request erasure of data (where applicable)
– Object to processing (including marketing)
– Request restriction of processing
– Request portability of your data
– Withdraw consent where processing is based on consent
To exercise any rights, contact: hello@squareskills.com
12. Complaints
If you have concerns, please first contact:
Tim Phillips-White – tim@squareskills.com
If unresolved, you may escalate to the Information Commissioner’s Office (ICO):
– Website: https://ico.org.uk
– Telephone: 0303 123 1113
13. Updates
We review this Privacy Policy regularly. Updates will be published on our website with the date shown at the top.