Privacy Policy of PetroExperts UK Ltd

1. Introduction

PetroExperts UK Ltd is committed to protecting the privacy and personal data of our clients, trainees, website users, and other stakeholders. This Privacy Policy explains how we collect, process, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

PetroExperts is the data controller for the personal data collected via our website and services.

Contact details:

• PetroExperts UK Ltd.
• Westhill Business Centre, Endeavour Drive, Westhill, Scotland, AB32 6UF, United Kingdom
• Email: contact@petroexperts.uk
• Phone: +44 7398 131364

3. Personal Data We Collect

We collect the following personal data, as necessary for our operations:

• Full name and title
• Contact information (email address, phone number, postal address)
• Date of birth
• Job title and company information
• IWCF candidate registration numbers (CR numbers)
• Emergency contact details (collected solely in the vital interest of the data subject)
• Training history and records of course participation
• Payment information (processed securely via PCI DSS-compliant providers)

4. Purposes and Legal Basis for Processing

PetroExperts processes personal data for the following purposes:

• To administer bookings and deliver training services.
• To issue certifications and maintain training records.
• To communicate with clients and trainees regarding services, updates, or changes.
• To comply with legal obligations (e.g., tax, accounting, and industry regulations).
• To respond to inquiries or complaints.

Processing is based on one or more of the following legal grounds:

• Performance of a contract with the data subject (e.g., delivering training).
• Legal obligation (e.g., financial record keeping).
• Legitimate interests (such as administration, secure training delivery, service improvement, and sharing data with IWCF for certification and audit purposes).

5. Retention of Personal Data

We retain personal data only as long as necessary to fulfil the purposes outlined above or as required by applicable law.

• Training records and certifications: Retained for a minimum of 4 years, or longer if required by the Certification Body's (IWCF) regulatory standards.
• Financial and payment information: Minimum of 7 years to comply with accounting obligations.
• General inquiries and correspondence: Retained no longer than required to resolve the matter.

6. Sharing Personal Data with Third Parties

We may share personal data with the following entities only as necessary to deliver our services, fulfil contractual obligations, and meet regulatory requirements:

• Certification Bodies: Such as the IWCF, for the purpose of candidate registration, validation of training history, and issuing final certifications.
• Remote Invigilation/Proctoring Service Providers: To facilitate secure and monitored virtual assessments.
• IWCF Auditors: To grant necessary remote access to our virtual classroom content, training platforms, and records for audit and monitoring purposes.
• Payment Processors: For secure handling of transactions via PCI DSS-compliant providers.
• Consultancy Partners: Where necessary for collaborative service delivery or specialized instruction.

We do not sell or otherwise disclose personal data to third parties for independent marketing purposes.

7. Data Security

PetroExperts implements appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. This includes using secure, encrypted platforms (such as Zoom and cloud storage) for the secure delivery and storage of virtual training content and data.

8. Your Rights

Under the UK GDPR, you have the following rights:

• Access and obtain a copy of your personal data.
• Rectification of inaccurate or incomplete data.
• Erasure of personal data where legally permissible.
• Restriction of processing.
• Object to processing for direct marketing or legitimate interests.
• Data portability.
• Withdraw consent at any time (where processing is based on consent).

Requests to exercise any of these rights should be submitted to: contact@petroexperts.uk