The protection of your personal data is important to us at Vital Life Solutions Ltd (hereinafter referred to as "Vital Life Solutions"). Please read this privacy policy carefully as it contains important information on who we are, as well as how and why we collect, store, use and share your personal data or information you give us on the www.vital-life-solutions.co.uk website and its associated subpages. It also outlines the use of any other personal data you provide to us; your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

 

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). 

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1. Introduction

 

• We are committed to ensuring that the privacy of our website visitors is protected; this policy outlines the basis on which any personal data we collect from you, or that you provide to us, will be processed by us and will also tell you about your privacy rights and how the law protects you. 

 

• This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and/or clients; in other words, where we determine the purposes and means of the processing of that personal data.

 

• Vital Life Solutions may change this policy by updating this page. Please be sure to check from time to time.

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• Should we ask you to provide certain information by which you can be identified when using this website or our services, then you can be assured that it will only be used in accordance with this privacy statement.

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2.   Who we are and how to contact us:

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Vital Life Solutions Ltd- Registered Office Address: 128 City Road, London, United Kingdom, EC1V 2NX, Company Registration No: 15558822

 

Contact details: Telephone: +44 7726296854

 

Email: info@vital-life-solutions.co.uk

 

          

3. Definitions: Some key terms used in this policy:

 

• We, us, our: Vital Life Solutions: within this privacy policy refers to Vital Life Solutions Ltd. Registered Office Address: 128 City Road, London, United Kingdom, EC1V 2NX, Company Registration No: 15558822

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• Data controller: Vital Life Solutions Ltd at info@vital-life-solutions.co.uk

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• Personal data: Any information submitted to Vital Life Solutions Ltd via the website www.vital-life-solutions.co.uk  or otherwise, relating to an identified or identifiable individual. In addition, we may collect, use, store and transfer different kinds of personal data about you depending on the nature of the services we are providing with respect to regulated and unregulated courses.

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• Special category personal data: Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health, sex life or sexual orientation.

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• Data subject: The individual who the personal data relates to.

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• User: Any individual or third party that accesses the website and is not employed by Vital Life Solutions Ltd. 

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• Cookie: A small text file placed on your computer by this website when you visit certain parts or use certain features of the website.​

 

4. Principles for processing personal data:

 

 

• Fairness and lawfulness: All personal data will be collected and processed in a legal, fair and an ethical manner only. Sharing of data for processing is managed in accordance with regulated systems and processes. 

 

• Restricted to a specific purpose: The personal data collected from our website will only be processed for the specific purposes of direct enquiries with Vital Life Solutions Ltd, registration/administration of training courses, certification and purchasing transactions. 

 

• Transparency: The user will be informed of how their data is being collected, processed and used. 

 

 

5. The personal data we collect about you:

 

The personal data we collect about you depends on the services we provide to you. We may collect the following information from you to effectively manage and provide our services and training, for the operation of customer accounts and guarantees, as well as service updates or marketing purposes.

 

• Identity data: includes first name, last name, title, date of birth, gender (if you choose to give this to us).

 

• Contact data: includes email addresses, telephone numbers, postal address or company details if courses are requested for workplace first aid training.

 

• Professional data: job role.

 

• Financial data: includes bank account and payment card details for the purposes of providing services/training courses and purchase history.

 

• Sensitive data: where necessary, to act in your best interests, and for the establishment, exercise and defence of legal claims (or as otherwise authorised by data protection laws), we may need to process information in accordance with this policy about health or medical information such as allergies (when children are registered for Mini Medics courses) or medical conditions that may need to be taken into account for reasonable adjustments to be made when completing practical assessments. If you volunteer sensitive personal data, you will be allowing us to process it as part of our services and training.

 

• Marketing and communication data: includes your preferences in receiving marketing from us and your communication preferences, customer surveys, feedback requests/reviews to improve our services and/or offers.

 

• Usage data: includes information about how you use our site, communication and other systems.

 

• Aggregate data: for example usage data used to determine the percentage of users accessing a specific website feature.

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• Technical data: includes your IP address (automatically collected), website user information (including user journeys and cookie tracking).

 

• Records of consent: where appropriate.

 

• Children: The website of Vital Life Solutions Ltd is not directed at persons under the age of 18. If you are under 18 years of age, you may therefore not enter your personal data on our website. If you are a parent of a person under the age of 18 and you become aware that your child is using our website, please contact us using the contact details provided and arrange for the relevant data to be deleted. Some personal data may be needed when registering, administrating, and delivering our ‘Mini Medics’ courses (school-age children) but this is done in direct correspondence with the parents/legal guardians who are required to give consent.

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We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you fail to provide personal data where we need to collect personal data by law or to perform the services you request, we may not be able to provide you with the services, however we will notify you if this is the case at the time. 

 

 

6. Collection and use of personal data:

 

How your personal data is collected

 

We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our website, social media accounts and apps. However, we may also collect information: 

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• from publicly accessible sources, eg: Companies House.

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• directly from a third party, eg: your employer should they be requesting our services on your behalf. 

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• from a third party with your consent, eg your bank or building society.

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• from cookies on our website—for more information on our use of cookies, please see our cookie policy which is available on our website.

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• via our IT systems, eg: automated monitoring of our websites and other technical systems, such as our computer networks and connections, communications systems, email and instant messaging systems.

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How and why we use your personal data 

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Vital Life Solutions Ltd will collect your personal data and process it for the purposes of providing you with First Aid Training Services. The legal bases we rely upon to offer you these services are: 

 

1. Consent

2. Legitimate interest

3. Legal and regulatory obligations

4. Contractual obligations: including steps at your request before entering into a contract

 

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests.

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We require this information to understand your needs and provide you with a better service, and for the following reasons:

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• Answering contact requests and communication with users through filling in forms on our online systems or other communication platforms.

 

• To provide you with information on courses you may be interested in. 

 

• When contacting us (for example, by e-mail), your contact details and your request will be stored for processing the request and in case follow-up questions arise.

 

• We process data (e.g: names and addresses as well as contact data of users), contract data (e.g: services used, names of contact persons, payment information) for the purpose of fulfilling our contractual obligations and services.

 

• Internal record keeping.

 

• Feedback and reviews following a delivery of our courses.

 

• Transmission by email of suggestions, recommendations or promotional materials that may be of interest to you.

 

• Communications with you not related to marketing: including about changes to our terms or policies or changes to our services or courses or other important notices. 

 

• Contact for market research purposes by email or phone. We may use this information to customise the website according to your interests.

 

• Marketing: We will use your personal data to send you updates (by email, text message, telephone or post) about our services including exclusive offers, promotions.

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 We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

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       You do, however, have the right to opt out of receiving marketing communications at any time by:

 

       - contacting us at info@vital-life-solutions.co.uk

       - using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts

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We may ask you to confirm or update your marketing preferences if you ask us to provide further training services in the future, or if there are changes in the law, regulation, or the structure of our business.

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• As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns by using Cookies, server logs and other similar technologies. Please see the Cookie policy on our website for further details. 

 

• We may use social media plug-ins for our website. The exact procedures involved, whether tracking may occur due to the use of the website and how your data is used for this purpose are explained in the privacy policies of the relevant social media network.

 

• The services for hosting and displaying the website are provided by our service provider (Wix.com) on our behalf. Unless otherwise explained in this privacy policy, all access data and all data collected in forms provided for this purpose on this website are processed on their servers. 

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• Certain personal data we collect is treated as a special category to which additional protections apply under data protection law: in our case personal data concerning health and medical conditions that may impact the ability to effectively carry out the practical delivery or assessment of the course, or for the provision of appropriate care of adults and children on our courses in emergencies. Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, eg:

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       * we have your explicit consent;

       * the processing is necessary to protect your (or someone else’s) vital interests where you are physically or legally incapable of giving                 consent; or

       * the processing is necessary to establish, exercise or defend legal claim.

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7.   Third-party websites and services: who we share your personal data with

 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website/s. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. Users are encouraged to read the privacy policy of other websites prior to using them.

 

We routinely share personal data with:

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• third parties where necessary for the provision of regulated qualifications: this includes sharing data with Nuco Training Ltd and First Aid Awards Ltd (FAA) to comply with regulatory requirements. We only permit them to process your personal data for specified purposes and in accordance with our instructions for registration, processing, and certification of regulated qualifications. 

 

• other third parties we use to help us run our business, eg marketing agencies or website hosts (Wix.com); payment processing service providers (Xero); delivery companies for purchased items/certification, accounting services (SJC Accounting Ltd) etc. The providers of such services have access to certain personal data by users of our website and services.

 

• Banking services: Barclays Bank.

 

• Payment service providers.

 

• third parties approved by you, eg social media sites you choose to link your account to.

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• our insurers and brokers in the case of legal and defence claims

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We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.

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We or the third parties mentioned above occasionally also share personal data with:

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•    their external auditors, eg in relation to the audit of our (or their) accounts, in which case the recipient of the information will be bound      by confidentiality obligations;

•    our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by    confidentiality obligations;

•    law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;

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Any data used by such parties is only used to the extent required by them to perform the services that Vital Life Solutions Ltd requests. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. 

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8.  Your data protection rights

 

Under the General Data Protection Regulation Act and Data Protection Act (2018), you have the following rights:

 

• Your right of access – You have the right to be informed if personal data is processed, what data is processed and receive access to it, as well as information about processing purposes.

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• Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

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• Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances and notification from the processor when complete.

 

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

 

• Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

 

• Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

 

• The right not to be subjected to automated decision making and profiling.

 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

• provide enough information to identify yourself (eg your full name, address and any additional identity information we may reasonably request from you;

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• let us know what right you want to exercise and the information to which your request relates.

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For more information on each of those rights, including the circumstances in which they apply, please see the guidance from the UK Information Commissioner’s Office (ICO).

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9.   Where your personal data is held

 

Personal data may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above. Some of these third parties may be based outside the UK.

 

10.  Controlling your personal information

 

We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, eg your surname or address on info@vital-life-solutions.co.uk.

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You may choose to restrict the collection or use of your personal information in the following ways:

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• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us.

• We will not sell, distribute, or lease your personal information to third parties for advertising purposes. 

 

11.  Data retention

 

Under UK GDPR and the DPA 2018, personal data must not be retained for longer than is necessary for its lawful purpose.

 

• We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Information that is not needed is destroyed securely.

 

• We are legally required to keep basic information about our customers (including contact, identity, financial and transaction data) for up to 7 years after they cease being customers, for tax purposes and compliance with UK GDPR   retention obligations.

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First Aid Certificates are valid for 3 years however, in the event that you require a copy certificate or you need confirmation of your training dates if a claim were brought against you or the company you work for, based on the legitimate interest of both Vital Life Solutions Ltd and our clients, we will use the standard retention period of 6 years plus current- hence 7 years.

 

12. Security

 

We are committed to ensuring that your information is secure. We have appropriate security measures to prevent personal data from being lost accidentally or used/accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality. 

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We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

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13. Changes to this policy 

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This privacy notice was published in May 2024 and last updated on 25 June 2024. Vital Life Solutions reserves the right to change this policy as deemed necessary from time to time or as may be required by law. Any changes will be posted on the website and you are deemed to have accepted the terms of the policy on your first use of the website following the alterations. 

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How to complain

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If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. We hope that we will be able to resolve any issues you may have.

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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint