Privacy Policy

Vigilant Knights Ltd
Effective Date: 31/08/2025

1. Introduction

Vigilant Knights Ltd we respect your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, and share your information when you:

• Enrol in one of our security training courses.
• Visit our website; or
• Communicate with us by phone, email, or in person.

We process all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Vigilant Knights Ltd
Company number: 16693308
Registered office: Swiss House, Beckingham Street, Tolleshunt Major, Maldon, CM9 8LZ, England
Email: info@vigilantknights.co.uk
Telephone: 07826883808
Website: vigilantknights.co.uk

For the purposes of data protection law, we are the data controller of the personal information we collect and process.

3. What Information We Collect

We may collect and process the following categories of personal information:

3.1. Personal Identification Information

• Full name
• Date of birth
• Gender
• National Insurance number (where required)
• Proof of identity (passport, driving licence, etc.)
• Proof of address

3.2. Contact Information

• Email address
• Telephone number
• Postal address

3.3. Course and Qualification Data

• Course enrolment and attendance records
• Assessment and examination results
• Certificates issued
• Feedback or evaluation forms

3.4. Payment Information

• Payment history and receipts
• Bank or card details (processed securely through approved payment      providers; we do not store full card details)

3.5. Special Categories of Data 

• Health or medical information (only where relevant to training,      e.g. first aid fitness to participate)
• Learning support needs

We only collect special category data where it is necessary and with your explicit consent.

4. How We Collect Your Information

We collect personal data directly from you when you:

• Enrol on a course (online, by phone, or in person);
• Communicate with us via email or social media;
• Complete feedback forms or assessments; or
• Apply for funding or licence-linked training.

We may also receive information from third parties such as:

• Awarding organisations (e.g. Highfield, City & Guilds);
• The Security Industry Authority (SIA);
• Funding bodies or employers (for sponsored learners).

5. How We Use Your Information

We use your personal data for the following purposes:

• To process course bookings and payments;
• To deliver training, assessments, and certification;
• To verify your identity and eligibility for certain qualifications      (e.g. SIA licence-linked courses);
• To issue certificates via awarding organisations;
• To communicate with you regarding your training, updates, or      changes;
• To comply with legal or regulatory requirements;
• To maintain internal records and quality assurance.

6. Lawful Bases for Processing

We process your data under one or more of the following lawful bases under UK GDPR:

• Contractual necessity – to      deliver the course or service you have enrolled in;
• Legal obligation – to      comply with regulatory or awarding body requirements;
• Legitimate interest – to      manage our business, maintain quality standards, and improve services;
• Consent – where we rely on your permission (e.g.      marketing communications).

7. Sharing Your Information

We may share your data with the following third parties where necessary:

• Awarding bodies (e.g.      Highfield Qualifications, City & Guilds) for certification and quality      assurance;
• The Security Industry Authority (SIA) for licence-linked qualifications;
• Regulatory or funding bodies (e.g.      Ofqual, ESFA) as required by law;
• Payment service providers (for      secure transaction processing);
• Employers or sponsors (for      employer-funded training, where applicable);
• IT and system providers who      support our operations (e.g. secure database hosting, email systems).

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes it was collected for, including any legal, accounting, or reporting requirements.
Typically:

• Learner and course records: 6 years after course completion;
• Financial records: 6 years (in line with HMRC requirements);
• Certificates and assessment records: as required by the awarding      body.

After this period, data is securely deleted or anonymised.

9. Data Security

We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, alteration, disclosure, or destruction.
All staff handling personal data are trained in data protection and confidentiality.

10. Your Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete data;
• Erase data (“right to be forgotten”) where      applicable;
• Restrict or object to certain processing;
• Data portability (to      request a copy of your data in a reusable format);
• Withdraw consent for      processing where consent is the lawful basis.

To exercise any of these rights, please contact us using the details below.

11. Cookies and Website Data

Our website may use cookies to improve functionality and analyse site performance.
You can adjust your browser settings to refuse cookies, but some parts of the site may not function properly as a result.
Please refer to our Cookie Policy for more information.

12. Marketing Communications

We may contact you with information about future courses or related services if you have opted in to receive marketing communications.
You can withdraw consent at any time by clicking “unsubscribe” in our emails or contacting us directly.

13. Complaints

If you have any concerns about how we handle your data, please contact us first so we can resolve the issue:
📧 info@vigilantknights.co.uk
📞 07826883808

If you are not satisfied, you can contact the Information Commissioner’s Office (ICO):
Website: https://www.ico.org.uk
Helpline: 0303 123 1113

14. Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website. Any material changes will be communicated to you directly if required.

15. Contact Us

If you have any questions or wish to exercise your data rights, please contact:

Data Protection Officer
Vigilant Knights Ltd
📧 Email: info@vigilantknights.co.uk
📞 Phone: 07826883808
🏢 Address: Swiss House Beckingham Street, Tolleshunt Major, Maldon, CM9 8LZ, England