Privacy policy

This privacy policy explains how Licensing Solutions (“we”, “us”, “our”) collects, uses and protects personal information when you visit licensing-solutions.co.uk, book a course or exam, use our licensing application services or otherwise contact us.

Licensing Solutions is the controller of the personal information described in this policy. You can contact us about anything in this policy:

• Email: info@licensing-solutions.co.uk
• Post: Licensing Solutions, Rodney Chambers, 40 Rodney Street, Liverpool, L1 9AA
• Telephone: 0800 433 7913

The information we collect depends on how you use our website and services.

Information you give us

• Contact details such as your name, email address, telephone number and postal address.
• Booking and order details, including the course, exam or service purchased and the number of candidates.
• Details of each candidate you book for, where you book on behalf of someone else.
• Messages you send us through contact forms, email, telephone, WhatsApp or live chat.
• Details about your business and premises where you ask us about premises licensing or corporate services.

Exams and identity verification

• Your identification document and the details on it, which you are asked to upload and show to the invigilator.
• Video, audio, screen activity, browser activity and chat logs recorded during your remotely invigilated exam.
• Your exam booking times, results, re-sits and certificate details.

Licensing application services

If you ask us to prepare a personal licence, premises licence, transfer or DPS application for you, we may also collect:

• Date of birth, nationality, previous names and address history.
• Passport-style photographs and proof of your right to work in the UK.
• Your licensing qualification certificate.
• Criminal record (basic DBS) information and declarations of relevant or foreign offences.
• Premises details, plans, operating schedules and the details of the premises licence holder and Designated Premises Supervisor.

Information collected automatically

• Device and usage information such as IP address, browser type, pages visited and how you arrived at our website.
• Information collected by cookies and similar technologies. See our cookie policy.

Payment information

Payments are processed by our e-commerce platform and payment providers (such as Shopify Payments, PayPal, Klarna, Apple Pay and Google Pay). We do not store your full card details.

We only use your personal information where the law allows us to. The table below explains what we use it for and our lawful basis under the UK GDPR.

Licensing applications require information about criminal convictions and offences. We only collect and use this information where it is necessary to prepare and submit an application you have asked us to make, and in line with the conditions in the Data Protection Act 2018.

Access to this information is restricted to the people who need it to handle your application, and it is shared only with the relevant licensing authority, the Disclosure and Barring Service and others involved in the application.

We do not sell your personal information. We share it only where necessary with:

• Awarding bodies such as BIIAB, to register candidates and issue results and certificates.
• Our online invigilation partner (Prctr.com) and video-conferencing provider (Zoom), to deliver and monitor remotely invigilated exams.
• Licensing authorities, the Disclosure and Barring Service and the police, where we make or support a licensing application for you.
• Our e-commerce, hosting and payment providers, including Shopify and the payment methods offered at checkout.
• Email and communications providers, such as Klaviyo for email updates and WhatsApp where you choose to message us.
• Analytics and advertising providers, such as Google, where you have consented to non-essential cookies.
• E-learning and quiz providers that host course content and mock exams.
• Professional advisers such as accountants and lawyers, and regulators or law enforcement where required by law.

Where you book on behalf of another person, you should make sure they are aware of this policy.

Some of our service providers are based outside the UK, for example in the United States or Canada. Where your information is transferred outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.

We keep personal information only for as long as we need it for the purposes described in this policy, including to meet legal, accounting and awarding-body requirements. As a guide:

• Booking, order and financial records: 6 years after the end of the financial year they relate to.
• Exam results and certificate records: for as long as required by the awarding body.
• Exam recordings and identity checks: for the period required by the awarding body and our invigilation partner, after which they are deleted.
• Licensing application documents: for the duration of the application and for a reasonable period afterwards to deal with follow-up queries, unless a longer period is required by law.
• Enquiries that do not lead to a booking: up to 2 years.
• Marketing preferences: until you unsubscribe, after which we keep a record so we respect your choice.

We may send you emails about our courses, exams and licensing services where you have agreed to this, or where you are an existing customer and have not opted out.

Every marketing email includes an unsubscribe link. You can also contact us at any time to stop marketing messages. Service messages about bookings you have made will still be sent.

Our website uses cookies and similar technologies. Non-essential cookies are only used with your consent. Full details are in our cookie policy.

We use appropriate technical and organisational measures to protect personal information, including secure (HTTPS) connections, access controls and reputable service providers who are required to keep your information secure.

No method of transmission over the internet is completely secure, so please take care when sending us documents and use the secure methods we provide where possible.

Under UK data protection law you have the right to:

• Access the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information in certain circumstances.
• Ask us to restrict how we use your information.
• Object to our use of your information, including for direct marketing.
• Receive your information in a portable format in certain circumstances.
• Withdraw consent at any time, where we rely on consent.

To exercise any of these rights, contact us at info@licensing-solutions.co.uk. We will respond within one month. We may need to verify your identity before acting on a request.

Our services are intended for adults. Personal licence applicants must be 18 or over, and we do not knowingly collect personal information from children.

Our website links to other websites, such as licensing authorities, GOV.UK, BIIAB and Prctr.com. We are not responsible for their privacy practices, so please read their privacy policies.

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.

If you have any questions or concerns about how we use your personal information, please contact us first at info@licensing-solutions.co.uk or by post at Licensing Solutions, Rodney Chambers, 40 Rodney Street, Liverpool, L1 9AA.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.