Privacy notice for learners and clients

Policy overview

We Are Frieda CIC is a community interest company registered in England and Wales, company number 12772194, with a registered office at 57 Corporation Street, Coventry, CV1 1GX. We are the data controller for the information described in this notice. You can contact us about your information at bennjoseph@wearefrieda.org.uk, or on 07874 754421.

Information collected

When you book or enrol on a programme we collect your name, contact details, employer and role, the information you give us about access requirements, and, for accredited programmes, the identity and qualification information the awarding organisation requires. We collect this because we need it to deliver the programme you have booked and to certificate it, which is our contract with you, and because our awarding organisation requires it of us.

During a programme we hold your attendance, your assessed work and the records of assessment decisions, appeals and any adjustments agreed. Where you tell us about a disability, health condition or access requirement we hold that in order to make adjustments, and we treat it as special category data. Where you choose to give us equality monitoring information we hold it in an anonymised form for the purpose of understanding who our training reaches.

Where a safeguarding concern arises we will record it and may share it, as described below, and we will handle it under our safeguarding policy.

Where you consent, we will send you information about our training, resources and events, and you can withdraw that consent at any time.

Lawful bases

We rely on contract for delivering and certificating your programme, on legal obligation for safeguarding duties and financial record keeping, on vital interests where there is a risk to someone’s life, on legitimate interests for quality assurance, service improvement and the defence of legal claims, and on consent for marketing. Where the information is special category, we additionally rely on your explicit consent, on the safeguarding and vital interests conditions, or on the substantial public interest condition together with the relevant condition in Schedule 1 of the Data Protection Act 2018.

Information sharing

For accredited programmes we share the information required for registration and certification with OCN London, who process it as a separate controller under their own privacy notice. Where your employer has funded your place we confirm your attendance and completion to them, and we do not share the content of your assessed work or anything you disclose personally unless you ask us to or unless a safeguarding duty applies.

We share information with statutory agencies where there is a risk of serious harm to you or to another person, including a child, and we will tell you when we do this unless telling you would increase the risk to someone.

We use a small number of suppliers who process data on our behalf, including our learning platform, website host and email provider, all of whom are bound by written contracts requiring them to protect your information and to act only on our instructions.

Retention

We keep enrolment and assessment records for the period our awarding organisation requires, which is at least three years from certification, and we keep safeguarding records for longer as set out in our retention schedule, which is available on request. Marketing contacts are kept until you ask us to stop.

Your rights

You have the right to ask for a copy of the information we hold about you, to have inaccurate information corrected, to ask us to delete information where we no longer need it, to restrict or object to how we use it, and to receive certain information in a portable format. To exercise any of these, contact bennjoseph@wearefrieda.org.uk and we will respond within one calendar month.

If you are unhappy with how we have handled your information you can complain to us under our complaints policy, and you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes

This notice was last updated in September 2026 and is reviewed annually. Where we make a significant change we will tell you directly.