We know that most privacy policies are dry and full of legal terms. So we’ve done our best to make this one easy to digest. We’ve kept it clear by using plain language, short words and brief sentences so you can easily understand what we do with your data.


PD:Approval Privacy Promise

The more information you share, the better the service we can provide for you. That said, we firmly believe information about you belongs to you.

That's why we are committed to keeping your information safe and respecting your privacy. We invest heavily in protecting your data.


Why does PD:Approval collect data about me and my company?

We collect information about you, your company, your endorsed training programme content, and your employee personal details and learning achievements.

This information helps us to provide you with the service you've requested, answer your queries and maintain the PD:Portal as well as the applicable membership organisations, the Register of Exercise Professionals (REPs) and/or the Sports Therapy Association (STA).

To provide PD:Approval endorsement for REPs and/or the STA recognition, we will need information about you to:

  • check that both you and your employees are eligible for endorsement and their qualifications and experience meet our robust criteria
  • process your endorsement and/or training day application
  • create an account to purchase and download PD:Approval resources from our website Shop
  • support your application for Technical Support
  • give you access to your personal online PD:Approval application form
  • update you on the progress of your application
  • confirm your endorsement status
  • give you access to your own Endorsement Dropbox
  • answer any queries you may have about your endorsement
  • provide on-going annual quality assurance during your term of endorsement
  • contact you with any queries we have or any changes relating to the service we provide
  • contact you by phone or email with endorsement renewal reminders
  • to verify endorsed status for applications for a PD:Portal account

We also use your data to enable us to market and promote PD:Approval services to pursue our legitimate interests under PD:Approval. This includes:

  • keeping you up to date by email with exclusive benefits that will help you on your journey as an endorsed training provider.
  • sending you the PD:Approval newsletter every two months.
  • publishing your new approval status and/or recently renewed status on our social media platforms as well as REPs and/or STA social media platforms to inform members and the general public
  • publishing your company as an approved provider in the REPs and/or STA members area where members can log their achievements and claim CPD points.

What controls do I have over what PD:Approval does with my data?

You can change your preferences for the emails you receive from us using the Change Preferences facility at the end of all communications sent via MailChimp.

You can choose to stop receiving emails or the newsletters at any time by simply This email address is being protected from spambots. You need JavaScript enabled to view it. or clicking on the Unsubscribe options in your e-newsletter from MailChimp.

If you have created an account in the Shop, you can request to have it deleted by This email address is being protected from spambots. You need JavaScript enabled to view it.

You can also request not to have your company information and endorsement listings published on our social media platforms by This email address is being protected from spambots. You need JavaScript enabled to view it..


How can I see and update what information you have about me?

On gaining approval you will be given access to your personal Endorsement Dropbox where you can find all the information that we have about your endorsement. In your Dropbox, you can view and update the information about you, your company, your employee details and endorsed training programme content.

You can also This email address is being protected from spambots. You need JavaScript enabled to view it. to ask us to change any information we hold that you think is incorrect.

You can request to receive an electronic copy of all the information that we hold about you by This email address is being protected from spambots. You need JavaScript enabled to view it.. We make a small £10+VAT charge for this service.


How long does PD:Approval store my data for?

We keep your data for as long as necessary to give you the service you’ve requested and also maintain the REPs and/or STA member areas, or until you advise us otherwise. You have the right to request that your data is removed at any point by This email address is being protected from spambots. You need JavaScript enabled to view it..

If you are simply making an enquiry about endorsement, we retain your data for up to three months from the date of enquiry. If no progress towards endorsement is made after three months your details will be deleted. However, your contact details will remain on our system so that we can continue to send our e-newsletters to keep you informed. You can unsubscribe at any time by simply clicking the Unsubscribe box at the bottom of the newsletter or by This email address is being protected from spambots. You need JavaScript enabled to view it..

If you apply for PD:Approval endorsement and your application is unsuccessful, we will retain your application for up to one month before deleting it. However, your contact details will remain on our system so that we can continue to send you our e-newsletters to keep you informed. You can unsubscribe at any time by simply clicking the Unsubscribe box at the bottom of the newsletter or by This email address is being protected from spambots. You need JavaScript enabled to view it..

We retain data on endorsed training providers for up to eight years after the endorsement period has lapsed so we have the information required to resolve any queries or issues that might arise about your endorsement. However, your contact details will remain on our system so that we can continue to send you our e-newsletters to keep you informed. You can unsubscribe at any time by simply clicking the Unsubscribe box at the bottom of the newsletter or by This email address is being protected from spambots. You need JavaScript enabled to view it..


Can I delete my data?

Anyone can request that their personal details be deleted from our records at any time by This email address is being protected from spambots. You need JavaScript enabled to view it..

Bear in mind...

If we delete your personal details, you will no longer:

  • be included in any PD:Approval endorsement
  • be able to take advantage of exclusive promotions
  • have access to the PD:Portal or on any of our affiliated platforms

Who else sees my data?

If your PD:Approval endorsement submission is successful and unless you request otherwise, your company name and endorsed training programmes will be listed in the REPs and/or STA members areas so that REPs and/or STA members can find and log their CPD points (also known as achievements) against the appropriate training. PD:Approval endorsement provides you with an added value optional service of the PD:Portal, our public website where you can upload your endorsed training which individuals looking for training can then view. There is the option however to mark training as Private if you don’t want to advertise it outside of your organisation.

Once you successfully achieve PD:Approval endorsement, we will share the following data with REPs and/or STA, who operate as data processors and controllers of your information and comply with current data protection legislation:

  • Your company name
  • Your endorsed programme name
  • The prerequisite required by members
  • The CPD points your programme awards
  • Your endorsed programme code (generated by PD:Approval)

Coachwise handles REPs’ data processing activity. Coachwise is part of the same Group – the National Coaching Foundation Group – and abides by the same robust privacy framework and standards as PD:Approval.

STA handles their own data processing activities and abides by the same robust privacy framework and standards as PD:Approval.

PD:Approval uploads email addresses to specialist email provider MailChimp so we can send this email securely and increase the chance of it arriving in your inbox. MailChimp will not use your email for any other purpose than to send you our email. You can read MailChimp's commitment to privacy on their website.

We use Jotform for the submission process so you can securely upload your endorsement criteria. PD:Approval processes your application by securely downloading it to our Dropbox server and sharing it with an appointed evaluator who is contracted to work for PD:Approval. You can read Jotform's commitment to privacy policy on their website.

Jotform is also used for any other online forms PD:Approval sends out ie renewal.

PD:Approval uses a Dropbox business server to store all our company data and customers' data securely. You can read their trust security policy and privacy policy on their website.

When enquiring about endorsement we require your name, company name, contact details and address to create a profile account in our Customer Relations Management (CRM) system which is SalesForce . SalesForce also is a specialist email provider which allows us to send you emails securely and increase the chance of it arriving in your inbox. SalesForce will not use your data for any other purpose than to send you our email. You can read SalesForce's privacy and security policies on their website.

Finally, to keep our financial accounts up to date and provide you with the most efficient service, we store your company data in Xero. You can read their security policy and privacy statements on their website.

To easily purchase and renew your services with PD:Approval we use a PayPal payment gateway, you can read their privacy and security policies on their website. Alternatively you have the option to pay via BACS.

How does PD:Approval keep my information safe?

We have put multiple layers of security measures in place to protect your data. When applying for endorsement you must provide your email address for JotForm to send a secure html link direct to your inbox so that you have access to your own secure submission form. All passwords on our websites are encrypted and whenever we transfer your data we do so in a secure manner. The security on our websites ensures that any of your data that is passed between the browser and the webserver remains private.

To protect your data, we will:

  • always transfer your data in a secure way
  • make sure it's treated consistently with our Privacy Promise
  • not allow other companies to use it to contact you with their own marketing unless you've given your consent.

We will not share your data with third parties unless we are obliged to disclose personal data by law, or the disclosure is necessary for purposes of national security, taxation or criminal investigation.


What can I do to help keep my information safe?

You can help keep your data safe by taking care of your password. Remember:

  • Choose a password which is strong. Our site will guide you on this when you enter a password.
  • Never share your password with anyone or write it down other than in a secure password management tool.

Visit the Information Commissioner's Office (ICO) for excellent information on online safety.


How do I report a concern?

We take data privacy very seriously. If you think that PD:Approval has misused your data or hasn't kept it secure, we'd like to know about it. Please This email address is being protected from spambots. You need JavaScript enabled to view it. and we'll investigate it for you. In the event you're unhappy with our response, you can contact the ICO.


Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of our websites and to compile statistical reports on website activity.


Why we use Cookies

We use Cookies to:

  • Make our site work as you’d expect it to
  • Help to keep your connection to our website secure
  • Track how you move around the site so we can improve the way our website works in the future.

Our Cookies will remember that you've accepted them and won't ask you each time you visit our site.


Third Party Cookies

To continue to ensure your experience on the PD:Portal is a positive one we compile anonymised data from Google Analytics to enable us to offer better site experiences and services in areas based on site traffic relating to certain pages such as most pages visited, time spent on certain pages and usage numbers on how many people have visited the PD:Portal website per month. This anonymised data will be used to create statistical reports which may be shared with third parties.


Google Analytics

Google Analytics gathers information allowing us to understand interactions with our websites so we can improve it.
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YouTube We embed YouTube videos on our site. YouTube uses Cookies when you press play to track and enable better usage of its services.
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Your options

You are able to block or disable Cookies on your computer through your browser settings. Browsers do vary so if you are not sure how to do this, you can use the Help feature in your browser to learn the correct procedure. If you turn off our Cookies, we will not know you have visited our site and will not track your actions. Your visit will not be helping us to monitor the performance of our website for future improvements. Also, our Cookie notice will remain at the bottom of our website while you browse.

Visit Google to find out how to opt-out of YouTube and Google Analytics Cookies.

You can stop all parties from using Cookies on your device by blocking Cookies through your browser.

For further information and independent advice, visit aboutcookies.


Websites we link to

The PD:Approval websites and the PD:Portal include links to external (non-REPs and/or STA) websites. This privacy policy only applies to PD:Approval websites:

You should read other websites’ privacy policies before submitting information about yourself to those sites.


Who we are and how we manage data protection

PD:Approval is an independent quality assurance limited company, Registration Number 06963778, Registered Office 72 Westend Lane, West Hampstead, London NW6 2LX.


Our Data Protection Strategy lead

PD:Approvals’ CEO takes responsibility for PD:Approvals’ data processing monitoring data requests on a day-to-day basis. All our people who are involved in processing personal data have a responsibility to help keep your information safe in line with our privacy promise and data protection legislation.

Your data on the REPs members’ area will not be used by the other entities in their Group – Coachwise Ltd, UK Coaching or 1st4sport – for their business purposes unless you have engaged with their services as well.

Your data on the STA members’ area will not be used by the other entities in their Group for their business purposes unless you have engaged with their services as well.

PD:Approval has multiple brands eg PD:Promotions, PD:Portal. These are wholly owned by PD:Approval Ltd and reflect the same data protection policies which are GDPR compliant and which are covered by this privacy statement.

PD:Approval is the data processor and controller for its privacy framework.


Changes to our privacy policy

We keep our privacy policy under review and we will place any updates on this web page. This policy was last updated on 24 May 2018.


Contact us

Please This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions about our privacy policy or the information we hold about you.

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