The Welding Academy takes the protection of your personal information very seriously. For the purposes of the Data Protection Act, the data controller is The DIY Academy. Our ICO registration is ZA291240. The following statements outline the data we collect and why and who this may be shared with.
Data We Process – Learner information (including Prospective Learners)
We will collect and process your name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information for the purposes set out below.
Learner application to the Academy
We will use your details for the fulfilment of the Academy’s contractual relationship with its Learners and for our public task to deliver educations programmes, this includes to determine and apply admissions criteria, process applications for admission, and monitor overall Learner numbers.
Learner performance and attendance at the Academy
We will use your details to fulfil our learning agreement with you and for our public task to deliver educations programmes. We will use your information for setting assessments, marking/grading assessments, reviewing marks/grades awarded in response to notifications of mitigating circumstances, conducting meetings of examination boards, determining awards and classifications.
The Learner Services Team will use the information gathered to identify support needs and any required reasonable adjustments. Where appropriate support plans will be negotiated with the Learners and shared with designated staff to inform teaching, and support strategies, the Learner Services Team will receive Education, Health and Care Plans and other educational and/or medical documentation from parents, schools, health professionals and local authorities and will identify Academy staff whom these will need to be shared with.
To enable the Learner Services Team may actively contact parents and other relevant professionals to make a request for information relating to educational support needs. These will be shared with the Academy to help inform support plans. These plans will be shared with identified academic and support staff.
It is Academy policy that staff may contact named parents/guardians of Learners under the age of 18 during their course to discuss academic progress, attendance, welfare concerns and conduct. Learners who do not wish the Academy to make such contact may be granted an exemption by writing to the Principal at the commencement of their course.
The Academy will also ask for information about health problems, such as allergies, conditions such as asthma or diabetes and recording that a Learner is pregnant. We will use this information to cater for special dietary needs, so that we can respect and facilitate a Learner’s religion, for health and safety reasons including prior to taking Learners on a field trip and as part of pastoral duties. This information will be used to inform support plans which will be shared with the appropriate staff.
We may share this personal data with third parties such as another Academy where a Learner is taking part in an exchange program. Where appropriate we will ask for explicit consent to process this information; however, we may also rely on other legal bases to process this information including processing the data to protect the Learners or another individual’s vital interests.
We will also collect details about learning difficulties or disabilities where you apply for financial support or a bursary.
– Exams and Assessments
The Academy is an approved centre for a range of awarding bodies. Depending on the learner’s course, personal data will be shared with these awarding bodies. These awarding bodies include:
– City & Guilds
Awarding bodies may be required to provide a candidate’s personal data to educational agencies such as DfE, WG, DE, The Skills Funding Agency, regulators, HESA, UCAS, Local Authorities, EFA and Learning Records Service (LRS). Additionally, candidates’ personal data may be provided to a central record of qualifications approved by the awarding bodies for statistical and policy development purposes. Awarding bodies maintain a comprehensive archive record of candidates’ examination results. The objective is to provide an audit trail of the results certificated and to maintain an accurate record of an individual’s achievements. It is the responsibility of centres to ensure that candidates are made aware of this.
For full details of each awarding bodies, privacy notice can be found on their websites.
Delivery of services by other providers
The Academy uses sub-contractors for the delivery of some of its courses and programs. As such these third parties have access to Learner personal details including name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information.
Appropriate contracts will be implemented with these sub-contractors as data processors to ensure they process personal data in line with the law.
Data We Process – General
Submission of your information to the ESFA
The Education and Skills Funding Agency (ESFA) is an executive agency of the Department for Education (DfE). Data about you will be supplied to ESFA for the purposes set out in their Privacy Statement available here: link
The Academy may share personal details including name, attendance details, courses completed and results with Higher Education providers and/or employers on receipt of a reference request.
We will collect bank details if we need to administer any charges or refunds relating to courses or training programs. We may also process your bank details and information about Income Support, Universal Credit, Employment Support Allowance and Disability Living Allowance or Personal Independence payment where you apply for or receive financial support or a bursary. We will share your name with the Academy bank if there is a problem with the payment, and our auditors have access to our payment records.
We will collect the names, addresses and contact details of Learners and Learner parents/guardians who apply to use the Academy transport services. We collect this data to ensure the safe arrival of all our Learners. For example, we may contact you or your parent/guardian in the event of some disruption to services or due to an emergency, bad weather or accident. We will share a passenger list with the bus companies so that the drivers can check Learner ID and bus passes on embarkation. A photo of learners may sometimes be shared with the bus company/driver so that they are aware of learners with any additional needs or if a learner is not permitted to use transport services, e.g. due to issues with behaviour.
We may pass the personal details of individuals who have not paid the course fees or other payments owed to the Academy to debt collection agencies who act on our behalf so that they can retrieve the outstanding amount owed.
CCTV and Images
The Academy uses CCTV on its premises and will also collect your photograph for the purpose of identifying and protecting our Learners, staff and premises. This data may be shared with the Police and other agencies where the Academy is required or permitted to do so by law.
Your photograph or video may also be taken and used as part of a promotion of the Academy events or activities taking place at the Academy. You will be informed if photographs or video is being taken so you can refrain from being included if you wish to.
Where you have previously studied at the Academy or commenced an application process, then we may send you information about future courses and learning opportunities we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt-in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of an unsubscribe).
We ask you for your personal details, including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.
Candidates are asked to provide proof of identity and qualifications at the interview. Photocopies of original documents are only retained if the candidate is successful.
If you are unsuccessful for the position you have applied for, your data will be held for a period of six months in case of any queries regarding the outcome or for feedback purposes.
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and assess suitability for the role.
You will, therefore, be required to provide:
Proof of your identity – you will be asked to attend our office with original documents, we will take copies, if not already provided.
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies, if not already provided.
You will be asked to complete a criminal records declaration to declare any criminal convictions.
We will require you to complete an application for a Criminal Record check via the Disclosure and Barring Service – you will be asked to attend our office with original documents, we will take copies, if not already provided.
We will contact your referees, using the details you provide in your application, directly to obtain references
We will also ask you to complete a questionnaire about your health, which may, if necessary, be reviewed by our Occupational Health Unit. This is to establish your fitness to work.
Upon commencement of your employment, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know whom to contact in case of an emergency at work
Employment status for tax code purposes
Our contract of employment requires all staff to declare if they have any potential conflicts of interest, other employment or engagement. If you complete a declaration, the information will be held on your personnel file.
Data We Process – Volunteers
The Academy will collect and record you for your personal details, including name and contact details. We will also ask you about your previous experience, education, referees and for information in support of your application. We will also keep on file proof of your identity, e.g. original documents such as passport or driving licence and proof of qualifications. You may be asked to complete a criminal records declaration to declare any convictions. We may also ask about any disability, health issue or factor which may affect your ability to work with us.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Use of Data Processors
Data processors are third parties who provide elements of our services for us. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.
Retention of Records
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).
As a general guide:
Learner (including parent/carer) details: will be retained for 6 years after completion of studies or withdrawal from a course. In some cases, for example, to comply with the UK or European funding rules, we are required to keep records for much longer.
Nursery children and parents all data will generally be retained for 25 years
Volunteer data: is usually kept for 6 years after the volunteer has finished working with us
Employee data: all data will be retained for 6 years with limited data retained until the employee’s 75th birthday (as required for pension administration)
The Academy has a Retention Schedule which sets precisely the detail of retention timescales. For more information on how long information will be retained, please contact our Data Protection Officer.
Data Protection law provides the following rights for individuals:
The right to be informed
The right of access
The right to rectification
The right to erase
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.
You may ask us at any time for information about any personal data we hold about you, or you may request that we correct or delete that information. Where you ask us not to contact you again or to delete the information we may need to retain limited information to respect those wishes.
Where we are relying on your consent as a condition for processing your personal data, you may revoke your consent to the processing of your data by contacting us.
We may disclose your personal information in circumstances where we have reason to believe that disclosing this information is reasonably necessary to comply with the law or we have another legal basis for doing so.
Complaints or queries
The DIY Academy tries to meet the highest standards when collecting and using personal information. If you want to make a complaint about the way we have processed your personal information, please contact our Data Protection Officer: Heather Backstrom,.
In the event, you are not satisfied with the use of your personal data you have the right to contact the data protection regulator, the Information Commissioner’s Office (ICO) https://ico.org.uk/
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cancellation and Refund policy
Under UK law, you may have the right to cancel or request a refund under certain circumstances, following this policy.
If you purchase a course, course upgrade or item from our shop:
Refunds or cancellations can only be issued if:
you have requested it within the 14-day cooling-off period;
you have not started (or attempted to start) any training, analysis or tests; and
you have not received a Certificate of Achievement or Statement of Participation (whether digital or physical) on the course.
The 14-day cooling-off period begins:
For paid courses without a free access period:
if you purchased before the course started, on the first day of that course run; OR
if you purchased after the course run started, on the day you made the purchase.
Once you have cancelled, you will not be able to access any part of the course, take part in any tests, or receive a digital or printed certificate for the course run.
if you upgraded before the course started, on the first day of that course run; OR
if you upgraded after the course run started, on the day you paid to upgrade.
Once your upgraded access has been removed, you will not be able to access the course run after the free access period has ended, take part in any tests, or receive a digital or printed certificate.
If you purchase a product independently of a course upgrade or paid course via the DIY Academy shop:
Non-personalised Products fulfilled directly by Welding Academy
If you change your mind:
Where you cancel an order for any non-personalised Product(s) within 14 days of your receipt of the Product(s), or before we have shipped the Product(s), any refund will be for the amount you paid for the Product(s), including any basic delivery charge; you will be responsible for delivery costs above the basic charges, for example, enhanced delivery service, and for the cost of returning the Product(s) to us.
If there is a problem with your Product(s):
If you have returned the Products to us because they are faulty or misdescribed, we will refund the price you paid for the Product(s), together with any applicable basic delivery charges, and any reasonable costs you incur in returning the Product(s) to us.
Personalised Products fulfilled directly by The DIY Academy
If you change your mind:
You are eligible for a full refund if you cancel your order for a personalised Product if your personalised Product has not yet been dispatched.
If there is a problem with your personalised Product:
If your personalised product arrives damaged, or there is a problem with the information on the personalised Product, please get in touch and let us know. To the extent any error is the fault of The DIY Academy , we will endeavour to make good the information on your personalised Product and issue a corrected Product free of charge.
When you order a personalised product, you will be shown the name that will be used on the Product (on first purchase, this will be filled with the name you used to register with The DIY Academy). You will also be able to edit the name used on your personalised Product before you purchase. Requests for exchanges or refunds based on name changes will normally not be accepted.
If your personalised product does not arrive:
If your Personalised Product doesn’t arrive within a reasonable period of time (as set out in our Delivery Policy), please contact us, and we will consider whether you are eligible for a refund or replacement. Please note, you have access to an electronic copy of your Personalised Product through the unique URL provided to you.
If you purchased multiple personalised Products at once:
It is not currently possible to purchase more than one personalised product at the same time, without paying shipping costs separately for each. If you wish to purchase multiple personalised Products at once, please contact us and we will refund the shipping charged for any personalised Products beyond the first, provided you did not order in such bulk (and at such weight) that the additional postage charged is reasonably reflective of the increased shipping cost we would have incurred on despatch of your personalised Products.
Orders for Products to be fulfilled by a third party(“Third Party Products”)
If you change your mind:
If you have purchased a Third Party Product for sale through the Welding Academy website, including, for example, welding plant and administered by third-party providers, your contract for sale is made directly between you and the third party seller.
Before your order is processed and forwarded to the third party seller, we may in certain circumstances be able to cancel and process a refund if you do not meet the eligibility criteria or if you have purchased the Third Party Product in error and notify us promptly. In all other events and for orders that have been processed and forwarded to the third party seller, please refer to the third-party seller’s refunds policy.
How to request a refund
To request a refund or cancellation, contact us at with your email address and order number.
When and how we issue refunds
Upon determining that a cancellation or refund is due to you under these Terms, we will issue such refund or cancellation within 14 days of:
our receipt of the returned Product(s); or
our confirmation that such refund or cancellation is due to you otherwise than through return of the Products.
If you are entitled to a refund, we will refund you on the credit card or debit card used by you to pay for the Product(s).
- Credit / Debit Cards