Course privacy and data handling policy

PRIVACY & DATA HANDLING POLICY

Light Fixation Limited

Effective Date: November 2025
Last Updated: February 2026


1. Who We Are

Light Fixation Limited (“we”, “us”, “our”) is a lighting restoration company and provider of professional lighting education services.

We are registered in England and Wales.
Registered address: Juniper, Greenhills Rural Enterprise Centre, Tilford Road, Tilford
Surrey, GU10 2DZ
Email: ian@lightfixation.co.uk
Telephone: 020 7603 2254

For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller of your personal data.


2. Personal Data We Collect

We collect and process personal data in the following categories:

2.1 Clients and Prospective Clients

  • Name
  • Business name (if applicable)
  • Postal address
  • Email address
  • Telephone number
  • Project details and correspondence
  • Payment and invoicing details


2.2 Industry Partners and Suppliers

  • Contact names
  • Business contact details
  • Company details
  • Contractual and payment information


2.3 Course Participants

  • Name
  • Business name (if applicable)
  • Postal address
  • Email address
  • Telephone number
  • Booking and payment details
  • Correspondence regarding the course
  • We do not intentionally collect sensitive data (e.g., health, ethnicity, religion).


3. How We Collect Your Data

We collect data:

  • Directly from you when you contact us, make a booking, or register for a course
  • Through enquiries or quote requests
  • Through authorised email marketing platforms (e.g., Flodesk) when you subscribe to receive information
  • Through correspondence and communications (email, phone, website forms, social media)


4. Lawful Bases for Processing

We process data based on:

  • Contract: To provide services, manage bookings, process payments, and perform contracts with clients and suppliers.
  • Legitimate Interests: To respond to enquiries, manage business relationships, send relevant information about our courses, and improve services.
  • Consent: For marketing emails and newsletters when required by law.
  • Legal Obligation: To comply with tax, accounting, and other legal requirements.


5. Use of Email Marketing Platforms

We use reputable email marketing platforms (such as Flodesk) to send course information and newsletters.

  • Personal data (email addresses and names) is uploaded securely and processed by the platform on our behalf only.
  • The platform may collect data about new subscribers and email engagement (opens, clicks).
  • Data may be stored outside the UK, but only with appropriate safeguards in place.
  • Subscribers can unsubscribe at any time via the platform’s built-in functionality.


6. Use of Freelance VA

Our authorised freelance virtual assistant (VA) may access personal data solely to assist with marketing, mailings, and course administration.

  • The VA does not store data personally.
  • They are contractually obliged to maintain confidentiality and only process data according to our instructions.
  • Access is strictly limited to the purposes outlined above.


7. Marketing Communications

We may contact you to provide:

  • Information about our lighting restoration services
  • Details of professional lighting courses relevant to your interests
  • Marketing emails include a clear option to opt out. If you are contacted through a third party’s mailing list, that organisation is responsible for its own consent obligations.


8. How We Store and Protect Data

  • Data is stored securely on password-protected systems and databases.
  • Access is restricted to authorised personnel and contractors (e.g., VA).
  • We implement technical and organisational measures to prevent unauthorised access, loss, or misuse.


9. Data Retention

We retain personal data only for as long as necessary:

  • Client and supplier records: typically 6–7 years
  • Enquiries and quotes: up to 2 years
  • Course participant records: duration of course plus any required legal retention
  • Marketing records: until you withdraw consent or unsubscribe
  • Data is securely deleted or anonymised once no longer required.


10. Sharing Your Data

We do not sell, rent, or share personal data for commercial purposes.

Access to personal data is restricted to:

  • Authorised personnel and contractors (e.g., VA) acting on our instructions
  • Email marketing platforms acting as data processors
  • Regulatory authorities, only where required by law


11. Your Rights Under UK GDPR

You have the right to:

  • Access your data
  • Request correction or deletion
  • Restrict processing
  • Object to processing
  • Data portability (where applicable)
  • Withdraw consent at any time
  • To exercise your rights, contact: ian@lightfixation.co.uk


12. Complaints

If you are unhappy with how we handle your data, please contact us first.

You can also contact the UK data regulator:

Information Commissioner's Office
Website: https://www.ico.org.uk
Helpline: 0303 123 1113

13. Changes to This Policy

We may update this policy periodically. The latest version will always be available on our website with the effective date updated.

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