Last Updated: [INSERT DATE]

1. Who We Are

Regency Source Ltd is a training and education provider operating from:

Byron House
Commercial Street
Mansfield
NG18 1EE
United Kingdom

Company Number: 08768783

ICO Registration Number: [INSERT ICO REGISTRATION NUMBER OR CONFIRM STATUS]

For the purposes of UK data protection law, Regency Source Ltd is the Data Controller.

Contact details:

Email: sarah@regencysource.com

Telephone: 01623 709851

2. What Personal Data We Collect

When booking a course or making an enquiry, we collect:

– Full name
– Email address
– Telephone number

[CONFIRM: Do you collect billing address details at checkout?]

[CONFIRM: Do you collect date of birth?]

[CONFIRM: Do you collect employer details?]

[CONFIRM: Do you collect qualification or ID verification details?]

If you create an account, we also store username, encrypted password, and order history.

We do not store payment card details.

3. How We Collect Your Data

We collect data when you:

– Book a course via WooCommerce and WooBookings
– Submit an enquiry form via Jotform
– Create an account
– Contact us by phone or email

4. Payments

Payments are processed securely via Worldpay.

[CONFIRM: Will Klarna be used as a payment option?]

All payment data is processed securely by the payment provider in accordance with PCI-DSS standards.

5. How We Use Your Data

We use personal data to:

– Process bookings
– Send confirmations and joining instructions
– Manage refunds and cancellations
– Maintain training records
– Comply with legal obligations

[CONFIRM: Are regulated qualifications issued? If yes, specify awarding bodies.]

6. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

– Contractual necessity
– Legal obligation
– Legitimate interests

[CONFIRM: Is consent used for marketing emails?]

7. Data Retention

We retain data in accordance with system settings:

– Inactive accounts: 36 months
– Pending orders: 7 days
– Failed orders: 7 days
– Cancelled orders: 30 days
– Refunded orders: 72 months
– Completed orders: 72 months

[CONFIRM: Are any records retained longer than 6 years?]

8. Third-Party Service Providers

We use the following providers:

– WooCommerce
– WooBookings
– Elementor
– LiteSpeed Cache
– Worldpay
– Jotform

[CONFIRM: Do you use any email marketing system?]

9. Cookies

Our website uses cookies to enable login functionality, process bookings, maintain security, and improve performance.

[CONFIRM: Do you use a cookie banner or consent management tool?]

10. Data Security

We implement appropriate technical and organisational measures including SSL encryption, secure hosting, restricted admin access, encrypted passwords, and secure payment gateways.

11. Your Rights

Under UK GDPR, you have rights including access, rectification, erasure, restriction, objection, data portability, and the right to withdraw consent where applicable.

12. Complaints

You have the right to complain to the Information Commissioner’s Office (ICO).

[CONFIRM: ICO registration status to be finalised.]

13. Children

[CONFIRM: Are bookings restricted to 18+?]

[IF UNDER 18s ALLOWED: Confirm how parental consent is obtained.]