Learner Policies & Support
Version 1.0 | Effective from 1 September 2026
OSHTREE is committed to handling personal information responsibly and securely. This Privacy Policy explains what information we collect through our websites, learning platforms, enrolment processes and training services, how we use it, when it may be shared, and the choices available to individuals.
1. Information We Collect
Depending on how you interact with OSHTREE, we may collect:
- Identity and contact information, such as name, email address, telephone number, nationality and address.
- Enrolment and eligibility information, including identification documents, qualifications, employment or experience details where required for a course.
- Learning and assessment information, such as attendance, course progress, submissions, feedback, assessment records and certification-related information.
- Payment and transaction information. Payment-card details may be processed directly by authorised payment providers rather than stored by OSHTREE.
- Support or adjustment information that you choose to provide where necessary to arrange appropriate learning or assessment support.
- Technical information, such as IP address, browser/device details, login activity, cookies and learning-platform usage data.
- Information submitted through enquiry forms, complaints, feedback, surveys, email, telephone or other communications.
2. How We Collect Information
We may collect information directly from you when you enquire, enrol, make a payment, create an account, attend training, submit assessment work or contact us. We may also receive relevant information from an employer, sponsor, authorised representative, external awarding organisation, assessment body or service provider where this is necessary for the service being provided.
3. How We Use Personal Information
We use personal information only where there is a legitimate and appropriate purpose, including to:
- respond to enquiries and provide course information;
- process enrolment, payments and learner accounts;
- deliver training, learner support, assessment and certification-related services;
- confirm eligibility, identity, attendance, progress and completion;
- register learners with an applicable awarding organisation or assessment body where required;
- manage reasonable adjustments, special considerations, complaints, appeals, quality assurance and investigations;
- communicate important course, assessment, service or account information;
- maintain records required for quality, regulatory, contractual or legal purposes;
- protect our systems, learners and staff from fraud, misuse, security incidents or malpractice;
- improve our courses, websites, learning systems and learner experience;
- send marketing communications where permitted. You may opt out of marketing at any time.
4. Basis for Processing
Depending on the circumstances, OSHTREE may process personal information because it is necessary to provide a requested service or fulfil an enrolment contract, meet a legal or regulatory obligation, pursue a legitimate organisational interest, or because you have given consent where consent is required. Where sensitive information is necessary, it will be handled only for an appropriate purpose and with additional care.
5. Sharing Personal Information
OSHTREE does not sell or rent personal information. Where necessary, relevant information may be shared with:
- the applicable awarding organisation, assessment body, regulator or authorised quality assurance body for registration, assessment, certification, verification, quality assurance, compliance or investigation;
- authorised tutors, assessors, internal quality assurance personnel and relevant OSHTREE staff who need the information to perform their duties;
- trusted technology, hosting, email, payment, communication or other service providers acting on our behalf;
- an employer, sponsor or authorised representative where there is a lawful basis and appropriate authority to do so;
- public authorities, regulators, professional advisers or law-enforcement bodies where disclosure is required or permitted by law.
6. International Data Transfers
Because OSHTREE may work with learners, awarding organisations and service providers in different countries, personal information may sometimes be processed outside the country in which it was collected. Where this occurs, OSHTREE will take reasonable steps to use appropriate contractual, organisational or technical safeguards required by applicable data-protection rules.
7. Data Retention
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including course administration, learner support, certification, quality assurance, financial records, complaints, investigations and legal or regulatory requirements. Retention periods may vary according to the type of record and any requirements imposed by an applicable awarding organisation or authority. Information that is no longer required will be securely deleted, anonymised or otherwise disposed of.
8. Data Security
OSHTREE uses reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Measures may include access controls, secure authentication, encrypted connections, backups and restricted staff access. No online system can be guaranteed to be completely secure, and users should also protect their passwords and account credentials.
9. Your Rights and Choices
Subject to applicable law and any lawful exemptions, you may be able to request access to personal information held about you, ask for inaccurate information to be corrected, request deletion or restriction in appropriate circumstances, object to certain processing, withdraw consent where processing relies on consent, or opt out of direct marketing. Some records may need to be retained where there is a legal, regulatory, assessment or certification requirement.
10. Cookies and Online Services
Our websites and learning platforms may use cookies and similar technologies to maintain sessions, remember preferences, support security, measure usage and improve functionality. Browser settings can be used to control cookies, although disabling certain cookies may affect website or learning-platform features. Third-party services linked from our sites may operate under their own privacy policies.
11. Children and Young Learners
Where OSHTREE provides a service to a learner who is legally considered a minor, any additional consent, safeguarding or information-handling requirements applicable to that service will be followed.
12. Changes to This Policy
OSHTREE may update this Privacy Policy when our services, systems or legal requirements change. The latest version and effective date will be published on our website.
13. Contact Us
Questions, privacy requests or concerns about the handling of personal information may be sent to:
Email: admin@oshtree.org
Website: www.oshtree.org
This Privacy Policy should be read together with the OSHTREE Terms of Use, Learner Terms and Conditions, Complaints Procedure and any course-specific information provided to the learner.