Privacy

1

Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account”The personal information, payment information, and credentials used by users to access material and/or any communications system on the website.

“Data”Collectively all personal information that you submit to, or that is automatically collected by, the website. This includes, but is not limited to, account details and information submitted using any of our services or systems.

“Cookie”A small text file placed on your device by Solutions Publications when you visit certain parts of this website, allowing us to identify returning visitors and analyse browsing habits. See our Cookie Policy for full details.

“Solutions Publications”Solutions Publications, trading as Volunteer Solutions, the data controller for personal data collected through this website. Registered address: 124 City Road, London, United Kingdom, EC1V 2NX.

“UK GDPR”The UK General Data Protection Regulation, as retained in UK law by the European Union (Withdrawal) Act 2018, together with the Data Protection Act 2018.

“User”Any third party that accesses this website and is not employed by Solutions Publications acting in the course of their employment.

“Website”The website at www.volunteersolutions.org.uk and any sub-domains of this site unless expressly excluded by their own terms and conditions.

2

Data We Collect

We collect personal data in two ways: data you provide to us directly, and data collected automatically when you use the website.

Data you provide to us:

2.1Name and contact details — including email address and telephone number

2.2Job title, profession, and organisation name

2.3Payment information when purchasing a licence — processed securely through our payment provider; we do not store full card details

2.4Account credentials — username and password for the learning portal

2.5Preferences and interests where you choose to provide them

Data collected automatically:

2.6IP address

2.7Web browser type and version

2.8Operating system

2.9Pages visited on this website, referring URLs, and exit pages

2.10Cookie data — see Section 8 for full details

Note on payment data: Payment card details are processed by our secure payment provider and are not stored by Solutions Publications. We receive only confirmation of payment and limited transaction reference data.

3

Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following lawful bases:

UK GDPR Article 6 — lawful bases we rely on:

3.1Contract (Article 6(1)(b)): Processing necessary to fulfil your licence agreement — including providing access to the learning portal, delivering purchased resources, and managing your account.

3.2Legitimate interests (Article 6(1)(f)): Processing necessary for our legitimate business interests, including improving the website and our services, security monitoring, fraud prevention, and internal record keeping — where these interests are not overridden by your rights.

3.3Consent (Article 6(1)(a)): Where you have explicitly opted in to receive marketing communications, newsletters, or promotional materials from us. You may withdraw consent at any time by clicking ‘Unsubscribe’ in any email or by contacting us at info@volunteersolutions.org.uk.

3.4Legal obligation (Article 6(1)(c)): Where we are required to process data to comply with a legal obligation — for example, financial record-keeping requirements.

4

How We Use Your Data

We use your personal data for the following specific purposes:

4.1To create and manage your account and provide access to the learning portal and training library

4.2To process and administer your licence purchase and any subsequent renewals

4.3To send you transactional communications relating to your account — including order confirmations, receipts, and important service updates

4.4To send you marketing emails, newsletters, and information about new resources — only where you have given consent to receive these. You may withdraw consent at any time.

4.5To improve and develop the website and our services, using anonymised or aggregated data where possible

4.6To comply with legal and regulatory obligations

4.7To prevent fraud and maintain the security of our systems

Marketing: We will never share your personal data with third parties for their own marketing purposes. We do not sell personal data.

5

Third Party Processors

We use carefully selected third-party service providers (data processors) who process personal data on our behalf. All processors are required to act only on our documented instructions and to implement appropriate technical and organisational security measures.

Third-party processors we use include:

5.1LearnWorlds — our learning management platform, which hosts the portal, manages accounts, and enables access to training resources. LearnWorlds processes account and usage data on our behalf. LearnWorlds Privacy Policy

5.2Stripe — our secure payment provider, processes card transactions on our behalf. We do not receive or store full payment card details. Stripe Privacy Policy

5.3Brevo (Sendinblue) — our email marketing platform, used to send newsletters and marketing communications to subscribers who have consented to receive them. Brevo Privacy Policy

5.4Analytics — we may use anonymised website analytics to understand how visitors use the website. Where analytics tools set cookies, this is described in our Cookie Policy.

International transfers: Some of our third-party processors, including LearnWorlds, may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR — including Standard Contractual Clauses or adequacy decisions where applicable.

5.5 Change of business ownership. In the event of a business sale or transfer, user data that is relevant to any division being transferred may be transferred with it. You will be contacted in advance of any such transfer and given the option to have your data deleted.

6

How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

6.1Account data: Retained for the duration of your active subscription plus a reasonable period after expiry to facilitate renewal enquiries — typically up to 3 years after last activity, unless you request earlier deletion.

6.2Transaction records: Financial records relating to licence purchases are retained for 7 years in accordance with HMRC requirements.

6.3Communications: Emails and messages sent through our system may be retained for up to 3 years for record-keeping and service improvement purposes.

6.4Marketing data: Where you have consented to marketing communications, your data is retained until you withdraw consent or request deletion. We will not continue to market to you after withdrawal of consent.

6.5Automatically collected data: Technical and analytics data (IP addresses, browser information, usage logs) is typically retained for up to 13 months in aggregated or pseudonymised form.

Deletion requests: You may request deletion of your personal data at any time (subject to legal retention obligations). See Section 7 for how to exercise your rights.

7

Your Rights Under UK GDPR

Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data. These rights are not absolute and may be subject to limitations in certain circumstances.

👁

Right of access

You have the right to request a copy of the personal data we hold about you. This is a Subject Access Request (SAR). We will respond within one calendar month. There is no charge for a SAR.

✏

Right to rectification

You have the right to request that we correct inaccurate personal data we hold about you, or complete incomplete data.

🗑

Right to erasure

You have the right to request deletion of your personal data in certain circumstances — for example, where it is no longer necessary for the purpose for which it was collected, or where you withdraw consent.

⛔

Right to restrict processing

You have the right to request that we restrict the processing of your data in certain circumstances — for example, while we verify the accuracy of data you have disputed.

💾

Right to data portability

Where processing is based on consent or contract and carried out by automated means, you have the right to receive your data in a structured, commonly used, machine-readable format.

✋

Right to object

You have the right to object to processing based on legitimate interests or for direct marketing purposes. Where you object to direct marketing, we will stop processing immediately.

🎯

Right to withdraw consent

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing prior to withdrawal.

⚖

Automated decision-making

You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. We do not currently use such processing.

How to exercise your rights: Contact us at info@volunteersolutions.org.uk. We will respond within one calendar month. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

Controlling access to your data. Wherever you submit data, you will be given options to restrict our use of that data — including for direct marketing and for sharing with third parties. You may also access and amend your account data at any time by logging into the portal.

8

Cookies

This website uses cookies — small text files placed on your device — to enable certain functions, analyse usage, and remember your preferences.

You may restrict your browser’s use of cookies through your browser settings. Please note that restricting cookies may affect the functionality of the website, including your ability to log in to the learning portal.

Cookie Policy: Full details of the cookies we use, their purposes, and how to manage them are set out in our separate Cookie Policy. Please read the Cookie Policy alongside this Privacy Policy.

9

Security

Data security is of great importance to Solutions Publications. We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:

9.1Secure hosting of the learning platform through LearnWorlds, which maintains industry-standard security practices

9.2Encrypted transmission of data using HTTPS/SSL across the website and portal

9.3Access controls limiting who within our organisation can access personal data

9.4Secure payment processing via our payment provider — we do not store card details

Data breach notification: In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of the breach, and will notify affected individuals without undue delay where required by UK GDPR.

10

Changes to This Policy

Solutions Publications reserves the right to update this Privacy Policy from time to time — for example, to reflect changes in law, our services, or best practice. Any changes will be posted on this page with an updated date.

Where changes are material, we will notify active subscribers by email. Your continued use of the website following any changes constitutes your acceptance of the updated policy.

We recommend reviewing this policy periodically. This version was last updated in 2026.

11

Contact Us & How to Complain

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how your data has been handled, please contact us:

Emailinfo@volunteersolutions.org.uk

Websitewww.volunteersolutions.org.uk/contact

PostSolutions Publications, trading as Volunteer Solutions, 124 City Road, London, United Kingdom, EC1V 2NX

Right to complain to the ICO: If you are not satisfied with our response to a data concern, or believe we are processing your data unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK supervisory authority for data protection.

ICO: ico.org.uk · 0303 123 1113 · Make a complaint

Privacy Policy