Beautybase Training Academy
Privacy Policy
Last updated: October 2026
This policy explains how Beautybase Training Academy uses personal information about website visitors,
people making enquiries, applicants, learners, clients and treatment models. It covers course bookings,
training, assessments, funded provision and related services.
1. Who is responsible for your information
The controller is [insert the full legal name of the company or sole trader operating Beautybase Training
Academy], trading as Beautybase Training Academy.
Business address: [insert full business contact address], Chester, United Kingdom.
Email: nailbase@outlook.com
Telephone/WhatsApp: 07386 331 552
2. Information we collect
Depending on your contact with us and your course, we may collect:
• your name, contact details, date of birth and identification information;
• enquiries, applications, bookings, correspondence and communication preferences;
• qualifications, experience and evidence of course entry requirements;
• attendance, assessment results, portfolios, case studies and certification records;
• payment, invoice, refund and transaction information;
• eligibility evidence needed for funded provision, where applicable;
• treatment consultation information, relevant health conditions, allergies, contraindications or
support needs, where necessary;
• photographs or recordings used for assessment, case studies or separately agreed promotion; and
• website device, browser, IP address and usage information, depending on the services and cookies in
use.
Payment providers process the payment information submitted through their systems. [Insert the
payment providers used and confirm what card or payment information Beautybase can access.]
3. Where information comes from
We receive information directly from you through our website, forms, email, telephone, WhatsApp,
enrolment and training activities. Where relevant, we also receive information from awarding
organisations, approved training or funding partners, payment providers and tutors involved in delivering
your course.
If someone provides information on your behalf, we use it only where appropriate for the relevant
enquiry, booking or service. [Insert any other sources used, including referral services, if applicable.]
Beautybase Training Academy | 14. Why we use information and our lawful bases
Enquiries, bookings and training: we use information to answer course enquiries, check entry
requirements, arrange bookings, deliver training, manage payments and administer your learner record.
Our basis is taking steps at your request before entering a contract, or performing our contract with you.
Qualification administration: we use learner and assessment records to register learners, organise
assessments and support certification. Our basis is performance of the relevant training contract. Where
another basis applies to a specific requirement, it is explained in the relevant enrolment notice.
Funded provision: we use eligibility and attendance evidence to administer funded places and meet the
requirements of the relevant arrangement. [Insert the relevant funding partner, the purposes of its
requirements and Beautybase's applicable lawful basis. A funding contract alone is not a statutory legal
obligation.]
Legal responsibilities: we use records where necessary to comply with applicable tax, accounting or
other legal duties.
Business administration and protection: we use information to manage complaints, maintain service
quality, protect our systems, prevent fraud and establish or defend legal claims. Where we rely on
legitimate interests, these are our interests in running a secure, effective training business and resolving
disputes fairly. We balance those interests against your rights.
Optional marketing and promotional images: where offered, we use your consent for marketing
communications and separately agreed promotional photographs or recordings. You can withdraw that
consent at any time.
Website technologies: our use of personal information collected through optional cookies is explained in
the Cookie Policy and the website's cookie controls. [Confirm the tools in use, their purposes and their
lawful bases before publishing.]
5. Health information and other sensitive information
Health information and some information about support needs are special category data. We collect only
what is necessary for the relevant treatment safety or learner support purpose. We need both an
ordinary lawful basis and an additional condition for using this information.
[Insert the actual Article 6 lawful basis and Article 9 condition for treatment consultations and learner
support. If explicit consent is used, obtain it separately through a clear consent statement and explain
how it can be withdrawn. Identify any other condition actually used and its supporting legal
requirements.]
You may choose not to provide requested information. Where it is needed to assess treatment safety or
arrange support, this may affect the treatment or support we can provide. We will explain the relevant
consequences when requesting it.
6. Whether you need to provide information
Some information is needed to arrange or deliver your course, confirm eligibility, process payment or
complete awarding-organisation requirements. If you do not provide it, we may be unable to accept a
booking, secure funding, complete registration or arrange certification. We will identify required
information when collecting it.
Optional marketing consent and permission to use promotional photographs are separate from agreeing
to our course Terms & Conditions.
Beautybase Training Academy | 27. Who we share information with
Where necessary for the relevant purpose, information may be shared with:
• tutors, assessors and authorised personnel delivering or administering training;
• relevant awarding organisations for registration, assessment and certification;
• approved training and funding partners for funded provision;
• Wix and other providers of website hosting, booking, communication and record storage services;
• payment providers for payments and refunds;
• professional advisers, insurers and authorities where necessary for legal duties or claims.
[Insert the names of awarding organisations, training/funding partners, payment providers and other
principal service providers actually used.]
We limit sharing to the information needed for the purpose. Some recipients act as separate controllers
and explain their own use of information in their privacy notices. Others process information on our
behalf under appropriate arrangements.
8. Information processed outside the United Kingdom
Website and other service providers may process information in other countries. Where a restricted
international transfer occurs, an applicable transfer mechanism is needed, such as UK adequacy
regulations or appropriate contractual safeguards.
[Insert the relevant providers, destination countries and the transfer mechanisms actually relied on,
including how a copy of the safeguards can be obtained. Confirm this against the providers' current
contractual terms.]
Contact us if you would like further information about an applicable transfer or its safeguards.
9. How long we keep information
We keep information for as long as needed for the purpose for which it was collected. We consider the
duration of your course and relationship with us, awarding-organisation and funding requirements, legal
accounting duties, insurance requirements and the time needed to resolve complaints or claims.
Enquiries are retained only while needed to respond and manage follow-up. Learner records may need
to be kept after course completion to meet assessment, certification or audit requirements. Health and
treatment information is retained only for the relevant safety, support, insurance or legal purpose.
Marketing preferences are kept while needed to respect your choices, including a minimal record of an
opt-out.
[Insert the confirmed retention periods or more specific criteria for enquiry, learner, finance and
health/treatment records, including any partner requirements.]
Information is deleted or anonymised when no longer needed, subject to justified legal or record-
keeping requirements.
10. Keeping information secure
We use appropriate organisational and technical measures to protect personal information and restrict
access to people who need it for their role. No online service can guarantee complete security.
Please avoid sending sensitive health details through public social-media posts. Contact us to arrange an
appropriate way to provide information needed for your course or treatment.
Beautybase Training Academy | 311. Marketing and photographs
Where we offer email, text or WhatsApp marketing, we will seek the relevant consent before sending it.
You can unsubscribe using the method in the message or contact us directly. Course administration
messages, such as timetable updates or payment communications, are separate from marketing.
We seek separate permission for identifiable photographs or recordings used for promotion. Assessment
evidence and case-study photographs have a separate educational purpose, which we explain when
collecting them. Withdrawing promotional consent will not affect the lawfulness of use before
withdrawal.
12. Your rights
Depending on the circumstances and applicable exemptions, you may ask us to:
• provide access to your personal information;
• correct inaccurate or incomplete information;
• erase information or restrict its use;
• provide a portable copy of information where that right applies; or
• stop processing based on legitimate interests where your circumstances justify an objection.
You have the right to object to direct marketing at any time. Where we rely on consent, you can
withdraw it without affecting processing already carried out lawfully. Contact us using section 1 to
exercise your rights. We may need reasonable information to verify your identity and will respond within
the applicable legal time limit.
13. Automated decisions
[Confirm whether Beautybase makes significant decisions about individuals solely by automated means.
If it does not, use: We do not make decisions about course admission, funding eligibility or assessment
outcomes solely by automated means that have legal or similarly significant effects. If such processing is
used, explain the process, significance, consequences and applicable rights instead.]
14. Cookies and other websites
Our Cookie Policy explains cookies and similar technologies used on the website and how to manage
your choices. Other websites and services linked from our site have their own privacy notices. Review
those notices when using their services.
15. Questions and complaints
Contact Beautybase using section 1 if you have a question or concern about personal information. You
may also complain to the Information Commissioner's Office, the UK data protection regulator, at
https://ico.org.uk/make-a-complaint/ or on 0303 123 1113.
16. Changes to this policy
We may update this policy to reflect changes to our services, providers or legal requirements. The latest
version will be available on our website with its update date. Where necessary, we will bring significant
changes to your attention.
Beautybase Training Academy | 4