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Last updated: August 2026

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Whys2Wise respects your privacy and is committed to handling personal information responsibly, securely and transparently.

This Privacy Policy explains what information we may collect, why we use it, how long we may keep it, who it may be shared with and the rights you have in relation to your personal information.

1. Who We Are

Whys2Wise provides professional training, development and related services, specialising in residential childcare.

For the purposes of applicable UK data protection law, the relevant Whys2Wise legal entity or proprietor is the data controller for personal information covered by this Privacy Policy.

Our full legal trading details and contact information can be found on our website or obtained by contacting us.

2. Information We May Collect

Depending on how you interact with Whys2Wise, we may collect and process information including:

• your name

• email address

• telephone number

• job title and professional role

• employer or organisation

• booking and enquiry information

• training course and attendance information

• correspondence with Whys2Wise

• Learning Validation and Reflection responses

• assessment and learning-support records

• certification information

• feedback and evaluation responses

• payment and transaction information

• information relating to reasonable adjustments or accessibility requirements where necessary

• technical information generated when you use our website or online services

• marketing preferences

• other information you choose to provide to us

Where an employer or organisation books training on your behalf, some of this information may be provided to us by that organisation rather than directly by you.

3. Why We Use Personal Information

We may use personal information to:

• respond to enquiries

• arrange and administer bookings

• communicate with clients and participants

• deliver training and professional services

• maintain attendance records

• provide learning materials and joining information

• assess Learning Validation and Reflection responses

• provide additional learning support where required

• determine whether course requirements have been satisfactorily completed

• issue and maintain certification records

• verify previously issued certificates where appropriate

• process payments and maintain financial records

• respond to complaints or concerns

• maintain and improve the quality of our services

• meet legal, regulatory, safeguarding or professional obligations

• protect Whys2Wise, our clients, participants and others

• send relevant marketing communications where permitted

We only use personal information where we have a lawful basis for doing so.

4. Our Lawful Bases

Depending on the circumstances, we may process personal information because:

Contract: processing is necessary to provide a service that has been booked or to take steps before entering into a contract.

Legitimate interests: processing is necessary for the legitimate operation of Whys2Wise, including administering training, maintaining appropriate records, improving our services, protecting our business and communicating with clients, provided those interests do not override the rights and interests of the individual.

Legal obligation: processing is necessary for us to comply with a legal requirement.

Consent: in some circumstances we may ask for consent, particularly where this is the most appropriate basis for a particular use of information.

Where we rely on consent, you may withdraw that consent at any time.

5. Learning Validation and Certification

A distinctive part of Whys2Wise training is our learning validation process:

Attend → Participate → Reflect → Validate → Certify

Participants may therefore provide personal information through Learning Validation and Reflection activities following training.

We use this information to assess whether learning has been understood, identify where additional support may be beneficial and determine whether the requirements for Whys2Wise certification have been met.

These responses may be reviewed individually by Whys2Wise trainers or assessors.

Certification decisions are not based solely on automated decision-making.

We may retain appropriate records of course completion and certification so that we can maintain the integrity of our certification process and, where appropriate, confirm that a certificate was legitimately issued.

6. Information Provided by Employers

Many Whys2Wise bookings are made by employers, managers or residential childcare organisations on behalf of their staff.

An organisation may therefore provide us with information such as a participant's:

• name

• email address

• role

• workplace

• course booking information

• relevant accessibility or learning requirements

Where an organisation provides personal information to Whys2Wise, that organisation is responsible for ensuring it has an appropriate lawful basis for doing so.

We will use information provided to us only for appropriate purposes connected with our services and other lawful purposes described in this policy.

7. Sensitive Information

We do not routinely require special category personal data.

However, a participant may occasionally provide information relating to health, disability or another sensitive matter, for example when requesting a reasonable adjustment or explaining circumstances affecting participation.

We will only process this information where necessary and where an appropriate lawful basis and additional condition for processing apply.

Participants should avoid providing sensitive personal information unless it is relevant and necessary.

8. Information About Children and Young People

Whys2Wise primarily provides professional training to adults working within residential childcare.

Our training may involve discussion of real professional experiences. Participants must not unnecessarily identify children or young people when discussing practice or completing learning activities.

Examples should be anonymised wherever possible.

We do not encourage participants to submit children's names, addresses, case records or other identifying information through Learning Validation and Reflection activities.

If identifiable information about a child is provided to us unexpectedly, we will handle it carefully and only retain or use it where there is a legitimate and lawful reason to do so.

9. Safeguarding Information

Because our work relates to residential childcare, information may occasionally be disclosed that raises a safeguarding concern.

Confidentiality and data protection do not prevent appropriate safeguarding action.

Where we reasonably believe information needs to be shared to protect a child or another person, or where disclosure is required by law, Whys2Wise may share relevant information with an appropriate person, organisation or authority.

Only information reasonably necessary for that purpose will be shared.

10. Who We May Share Information With

We do not sell personal information.

Where necessary, personal information may be shared with trusted organisations or service providers that help us operate Whys2Wise, such as providers of:

• website and booking services

• online training and video conferencing

• email and communication services

• cloud storage and document services

• payment processing

• accounting and professional services

• IT and technical support

Information may also be shared where necessary with:

• the organisation that booked or paid for training

• professional advisers

• regulatory, safeguarding or law-enforcement authorities

• courts or other authorities where legally required

Where another organisation processes information on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.

11. Information Shared With Employers

Where an employer or organisation has commissioned training, Whys2Wise may provide that organisation with appropriate information concerning its participants.

This may include:

• attendance

• course completion

• certification status

• whether required learning validation has been completed

• whether additional support is required or has been offered

We will not routinely provide an employer with the full contents of an individual's reflective or validation responses unless there is an appropriate reason and lawful basis to do so.

Safeguarding concerns may be treated differently where disclosure is necessary to protect a child or another person.

12. International Data Transfers

Some of the technology and service providers used to operate our website, communications, online training or business systems may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal mechanism or safeguard is in place where required by UK data protection law.

13. How Long We Keep Information

We do not keep personal information for longer than reasonably necessary.

Retention periods depend on the type of information, why it was collected and any legal, contractual, safeguarding, financial or professional reason for retaining it.

For example:

• general enquiries may be deleted when they are no longer relevant

• financial and transaction records may be retained for the period required by tax and accounting law

• training and certification records may be retained for a reasonable period to maintain evidence of completion and allow certification to be verified

• Learning Validation and Reflection information may be retained where necessary to evidence the basis upon which certification was issued

• safeguarding information may be retained where necessary and appropriate given the nature of the concern

Information that is no longer required will be deleted, anonymised or securely disposed of where reasonably practicable.

14. Marketing

We may occasionally contact existing or prospective clients about Whys2Wise training, services or professional development opportunities where we have an appropriate lawful basis to do so.

Where consent is required, we will obtain it.

You can ask us to stop sending direct marketing communications at any time.

You have the right to object to the use of your personal information for direct marketing.

Marketing preferences do not affect essential communications relating to an existing booking, service or certificate.

15. Cookies and Website Information

Our website may use cookies and similar technologies to operate correctly, understand how visitors use the website and support relevant functionality.

Some cookies may be essential for the website to function while others may require your consent.

Where required, visitors will be given appropriate information and choices regarding non-essential cookies.

Further information may be provided through our website's cookie settings or Cookie Policy.

16. Keeping Information Secure

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people and service providers who reasonably require it for legitimate business purposes.

No internet-based system can be guaranteed to be completely secure, but we take data protection seriously and regularly consider how information is stored and handled.

17. Your Data Protection Rights

Depending on the circumstances and the lawful basis being relied upon, you may have rights including:

• the right to be informed about how your information is used

• the right to request access to your personal information

• the right to ask for inaccurate information to be corrected

• the right to request deletion of information in certain circumstances

• the right to request restriction of processing in certain circumstances

• the right to object to certain uses of your information

• the right to data portability in certain circumstances

• rights relating to automated decision-making

• the right to withdraw consent where processing is based on consent

These rights are not absolute and may depend upon the circumstances.

To exercise a data protection right, contact Whys2Wise using the contact details provided on our website.

We may need to verify your identity before responding to a request.

18. Complaints

If you have concerns about how Whys2Wise has handled your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

19. Links to Other Websites

Our website may contain links to third-party websites or services.

Whys2Wise is not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing personal information.

20. Changes to This Privacy Policy

We may update this Privacy Policy where our services, systems, legal obligations or data-processing activities change.

The current version will be published on the Whys2Wise website with the date of the latest update.

Where a significant change materially affects how we use existing personal information, we will take reasonable steps to bring that change to the attention of affected individuals where required.

21. Contact Us

Questions about this Privacy Policy, our use of personal information or your data protection rights can be submitted using the contact details provided on the Whys2Wise website.