Privacy Policy

1. Introduction

RoadSafe Europe Limited (“RoadSafe Europe”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you:

• visit our website;
• contact us by telephone, email, post or through an online form;
• enquire about or book one of our courses or consultancy services;
• attend training, examinations or other events provided by us;
• act as a representative of a customer, supplier or other organisation; or
• otherwise communicate or do business with us.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

2. Who we are

RoadSafe Europe Limited is the controller responsible for the personal information described in this Privacy Policy.

Our details are:

RoadSafe Europe Limited
Unit 006, Solent Business Centre
Millbrook Road West
Southampton
Hampshire
SO15 0HW
United Kingdom

Registered office: Wellesley House, 204 London Road, Waterlooville, Hampshire, PO7 7AN
Company registration number: 05353701
ICO registration number: ZC094022
Telephone: 02380 702576
Email: info@roadsafeeurope.com
Website: www.roadsafeeurope.com

Please contact us using the details above if you have a question about this Privacy Policy or how we use your personal information.

3. Personal information we collect

The information we collect depends on how you interact with us. It may include:

Contact and identity information

• your name, title and date of birth;
• your home or business address;
• your email address and telephone number;
• your employer, job title and professional contact details;
• identification information required for particular courses, qualifications or examinations.

Booking and training information

• details of courses, examinations or consultancy services requested or attended;
• booking forms, attendance records and joining instructions;
• examination results, assessments, qualifications and certificates;
• previous qualifications or training records where these are relevant;
• licence, candidate or registration numbers;
• correspondence relating to bookings, transfers, cancellations or certification;
• information supplied by an employer when it books training on your behalf.

Payment and transaction information

• billing details, invoices and payment records;
• purchase order numbers and related accounting information;
• limited payment information necessary to confirm or reconcile payments.

Where payment is handled by a bank, card processor or payment service such as PayPal, that provider will process payment details under its own privacy policy. We do not normally retain complete payment-card details.

Special category information

In limited circumstances, you may give us information about your health, disability, accessibility requirements, dietary requirements or other needs so that we can make suitable arrangements for your training or assessment.

Please provide only information that is relevant and necessary. Where required by law, we will ask for your explicit consent before using this information.

Website and technical information

When you use our website, we may collect:

• your IP address;
• browser, device and operating-system information;
• the pages you visit and the date and time of your visit;
• referring website information;
• cookie preferences and similar technical data;
• information submitted through website forms.

Communications

We may retain emails, letters, telephone notes, enquiries, feedback, complaints and other communications between you and RoadSafe Europe.

4. How we collect personal information

We may obtain personal information:

• directly from you;
• from your employer or another organisation booking services on your behalf;
• from training, examination, certification or accreditation bodies;
• from payment providers and financial institutions;
• from publicly available professional or business sources;
• automatically when you use our website; or
• from suppliers and service providers acting on our behalf.

If another person or organisation gives us information about you, they should ensure that they are entitled to do so and that you have been given appropriate privacy information.

5. How and why we use your information

We use personal information for the following purposes and legal bases:

Responding to enquiries

We use contact details and correspondence to answer questions, prepare quotations and discuss possible courses or consultancy work.

Our legal basis is taking steps at your request before entering into a contract and, where the enquiry is made on behalf of an organisation, our legitimate interest in responding to business enquiries.

Managing bookings and providing services

We use booking, contact, payment and training information to:

• register delegates;
• provide courses, examinations and consultancy services;
• send joining instructions and course materials;
• record attendance and results;
• issue, verify or replace certificates;
• administer transfers, cancellations and payments; and
• communicate with delegates and booking organisations.

Our legal bases are performance of a contract, taking steps before entering into a contract and our legitimate interests in delivering and administering our services.

Meeting regulatory and accreditation requirements

We may process and disclose information where necessary to comply with legal, regulatory, examination, certification or accreditation requirements.

Our legal bases are compliance with a legal obligation and our legitimate interests in maintaining approvals, professional standards and accurate training records.

Accounting and business administration

We use customer, supplier and transaction information for invoicing, bookkeeping, tax, audit, insurance, debt recovery and general business administration.

Our legal bases are compliance with legal obligations and our legitimate interests in operating and protecting our business.

Safety, accessibility and reasonable adjustments

We may use relevant information about health, disability or accessibility needs to protect participants and make appropriate arrangements.

Depending on the circumstances, our legal bases may include explicit consent, compliance with a legal obligation, protection of vital interests or the establishment, exercise or defence of legal claims.

Improving and securing our website and services

We may use technical information and feedback to:

• maintain website security;
• diagnose faults;
• prevent fraud or misuse;
• understand how our services are used; and
• improve our website, courses and customer service.

Our legal basis is our legitimate interest in maintaining a secure, effective and useful website and service. Where non-essential cookies or similar technologies are involved, we rely on consent.

Marketing

We may send relevant information about our courses and services where you have consented or where applicable law otherwise permits us to do so.

You can unsubscribe at any time by using the link in a marketing message or by contacting us at info@roadsafeeurope.com.

We will not sell your personal information.

6. Our legitimate interests

Where we rely on legitimate interests, those interests may include:

• operating and improving our business;
• communicating with customers and prospective customers;
• delivering safe and effective training;
• maintaining accurate training and certification records;
• protecting our website, systems, staff and customers;
• managing commercial relationships; and
• establishing, exercising or defending legal rights.

We consider whether our interests are proportionate and whether your rights and interests override them before relying on this legal basis.

7. When you must provide information

Certain information is necessary for us to process a booking, provide training, administer an examination, issue a certificate or comply with legal or accreditation requirements.

If required information is not provided, we may be unable to accept a booking, provide the requested service or issue a qualification or certificate. We will explain when providing information is mandatory.

8. Sharing personal information

Where necessary, we may share personal information with:

• your employer or the organisation that booked or paid for your training;
• trainers, assessors, invigilators and consultants working with us;
• examination, certification, licensing, regulatory and accreditation bodies;
• IT, website-hosting, email, document-storage and administrative service providers;
• banks, payment processors and accounting providers;
• insurers, auditors and professional advisers;
• government departments, courts, regulators, law-enforcement bodies or other authorities where disclosure is required or permitted by law;
• parties involved in a proposed sale, restructuring or transfer of our business.

We require service providers acting on our behalf to protect personal information and use it only for the agreed purposes.

Where an employer or other organisation books training for you, we may provide that organisation with relevant booking, attendance, result and certification information.

9. International transfers

Some organisations that provide technology, communications, payment or storage services may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that it remains protected. These may include relying on UK adequacy regulations or using approved contractual safeguards and conducting any necessary transfer-risk assessment.

You may contact us for more information about the safeguards used for a particular transfer.

10. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance, certification and accreditation requirements.

As a general guide:

• routine enquiries that do not result in a booking may be retained for up to 24 months;
• booking, contractual, invoice and payment records may normally be retained for six years after the end of the relevant financial year or business relationship;
• training, examination and certification records may be retained for six years, or less where required by an awarding, regulatory or accreditation body;
• health or accessibility information will be retained only for as long as it is needed for the relevant course or to deal with a legal claim;
• website security logs may normally be retained for up to 12 months;
• marketing information will be retained until you unsubscribe, withdraw consent or we determine that it is no longer appropriate to contact you.

We may retain a limited suppression record after you unsubscribe so that we can respect your preference in the future.

Retention periods may be extended where information is needed for a complaint, dispute, investigation or legal claim.

11. Cookies and similar technologies

Our website may use cookies and similar technologies. Cookies are small files stored on your device that help websites operate and may provide information about how a website is used.

We may use:

• strictly necessary cookies, which are required for the website to function or to remember privacy choices;
• functionality cookies, which remember selected settings;
• analytics cookies, which help us understand how visitors use the website; and
• third-party cookies, which may be set by embedded content or external services.

We will not place non-essential cookies unless you have given the required consent. You can accept, reject or change your cookie choices using the controls made available on the website. You can also control cookies through your browser settings, although blocking some cookies may affect website functionality.

Further details about the specific cookies used, their providers and their duration should be included in our Cookie Policy or cookie-preference tool.

12. Data security

We use appropriate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, access, disclosure or use.

Access is limited to people who need the information for their work. Those people are required to handle it securely and confidentially.

Although we take reasonable precautions, no internet transmission or storage system can be guaranteed to be completely secure.

13. Your data protection rights

Depending on the circumstances and the legal basis used, you may have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information;
• ask us to restrict how your information is used;
• object to processing based on legitimate interests;
• object at any time to the use of your information for direct marketing;
• receive certain information in a structured, commonly used and machine-readable format, or ask us to transfer it to another organisation;
• withdraw consent at any time where we rely on consent; and
• complain to the Information Commissioner’s Office.

These rights are subject to legal conditions and exemptions. Withdrawing consent does not affect processing that took place before consent was withdrawn.

We do not charge a fee for a reasonable request, but the law may permit us to charge a reasonable fee or refuse a request that is manifestly unfounded or excessive.

We may ask for information necessary to verify your identity before responding.

To exercise a right, contact us at info@roadsafeeurope.com.

You have the right to object at any time to our use of your personal information for direct marketing. You may also object to processing based on our legitimate interests.

14. Automated decision-making

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.

Training or examination outcomes may be determined through formal assessment criteria, but these are not based solely on automated processing.

15. Complaints

Please contact us first if you have a concern about how we use your personal information. We will try to resolve the matter promptly.

You also have the right to complain to the UK supervisory authority:

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

Telephone: 0303 123 1113
Website: www.ico.org.uk

Our company ICO registration number is ZC094022

16. Third-party websites

Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices or content. You should review the privacy policy of each external website you visit.

17. Children’s information

Our website and services are primarily intended for adults and business users. In the rare circumstance that a person under 18 attends an eligible course, we will process their information only as necessary to manage the booking, provide the training and meet applicable safeguarding, contractual and legal requirements.

Where appropriate, information may be provided or consent obtained through a parent, guardian, employer or other authorised person.

18. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our activities, services, technology or legal obligations (this version is dated September 2026).

The latest version will be published on our website and identified by the “last updated” date shown at the top of the page. Where a change is significant, we may provide an additional notice.