Data Protection

Before you send information

For a first enquiry, send your contact details and a short description of the service you need. You do not need to include identity documents, complete learner records or sensitive personal information in the website enquiry form.

Remove learner names, contact details and other identifiers from examples unless they are needed for the review. If the office requests personal documents, ask how to submit them before sending them.

This page summarises application data handling. The Privacy Policy provides the wider notice for website visitors, enquiries and applicants, including the legal bases for processing.

What we use and why

Course applications: Course materials, learning outcomes, trainer information, completion methods and sample assessments help the reviewer assess the named learning activity. A record of the review supports later renewal, certificate checks and questions about the decision.
Provider applications: Organisation details, responsible contacts, policies, trainer credentials and certificate controls show how training is managed. The records support approval, annual renewal and investigation of concerns about the service.
Assessor applications: Qualifications, professional history and any requested identity evidence are used to check eligibility and subject scope. A verification decision record is separate from the original documents supplied.
Website enquiries: The contact information and message you submit are used to respond and identify the appropriate application or certificate record. The website enquiry forms use Web3Forms to handle submissions.

Who can see your information

Application evidence is used for assessment and related administration. It is not published as part of an approval listing or shared with providers, learners, competing training providers or other third parties as part of the public record.

Information may also be handled by service providers supporting the assessment office, such as form submission, hosting, email or identity-checking services. The Privacy Policy explains the categories of recipients and other permitted disclosures.

Where a course or provider approval is made public, the information concerns its identity, sector and approval status. Underlying course files, private contact information, correspondence and identity documents do not belong in a public approval record.

An assessor biography or photograph is separate from verification evidence. A public profile requires the assessor's agreement. Consent to a profile can be withdrawn without automatically withdrawing the underlying assessor approval.

How long records are kept

Retention depends on the type of record and what it is used for. Provider evidence remains available during active approval and for a defined period after that approval ends.

Application evidence and contact records
Record	Retention period
Provider application and evidence	While approval is active, then 12 months after it expires or is withdrawn.
Course submissions and evidence	While approval is active, plus 12 months after rejection or withdrawal.
Assessor certificates and identity documents	Deleted within 30 days of the decision. A separate verification decision record is retained.
Assessor public profile	Until consent is withdrawn or assessor approval ends.
Website enquiry details	12 months, unless the enquiry becomes an active application.

Supporting evidence is deleted at the end of its retention period unless a legal or contractual reason requires a limited record to be kept. Decision records may be needed separately to answer approval, complaint or certificate enquiries. Ask the office which records remain if you need information about a particular application.

Licence renewal is separate from retention

Two different 12-month periods

A provider licence must be renewed every 12 months. Provider evidence is kept for 12 months after approval ends.

Renewing a provider licence keeps the approval active; it does not trigger deletion of the evidence supporting that approval. If approval expires or is withdrawn, the post-approval retention period starts.

For example, if provider approval ends on 30 September 2026 and is not renewed, the normal evidence retention period ends on 30 September 2027. Keeping those records does not extend permission to use an expired approval mark.

See the provider licence terms for renewal and use of approval wording.

Your choices and requests

You can contact the assessment office to ask about your personal information. Depending on the processing and the applicable rights, you can request access, correction, deletion, restriction or portability.

Your right to object

You can object to processing based on legitimate interests. Explain which processing you object to so the office can consider your request and the grounds for retaining or using the information.

Withdrawing profile consent

To withdraw consent for an assessor profile, identify the profile and ask for it to be removed. This is separate from requesting deletion of an assessment decision record.

How to contact us

Include your name, the application or approval reference if known, and the information or change you are requesting. Do not send identity documents in the first message; the office can explain any checks needed to locate and protect the record.

CPD QUALIFICATIONS™ · Legal and data protection+44 7424 3352944th Floor, Silverstream House
45 Fitzroy Street
London W1T 6EB

You can also raise a concern with the Information Commissioner's Office about the handling of your personal data.