Please read this policy in full to understand our data protection practices.

If you have any questions about the use of your personal information, or would like to discuss this policy with us, please contact us by email at [email protected].

Changes to this policy

If we make any substantial changes, we will make this clear on our website or notify you by email. This policy was last updated in April 2026.

How we collect your information

We may collect personal and non-personal information about you when you interact with us in the following ways.

Directly from you:

• when you book training services, we will collect your name and email address and other information which you provide us as part of your booking;
• when you attend our training sessions, workshops, or events, we may collect your name, contact details, or any other data that you provide us;
• when you contact us via email, phone, website, or social media, we may collect your name, contact details and any other information you provide us;
• when you subscribe to newsletters or marketing communications;
• when you provide feedback, testimonials, or complete surveys, we may collect your name, contact details and any other information that you provide to us;
• when you apply for employment or work with us, we will collect your name, contact details and any other information you provide to us.

From organisations:

• If your employer engages us to deliver training, we may receive your details (e.g. name, work email, job role) from them.

When you use the Website, we also collect certain non-personal, technical information. For example, we may collect and store your IP address and demographic information. We also may collect information including, but not limited to, traffic data, location data and usage when you visit our Website. We will only collect such data in aggregate form (so that no individual user is identified).

We do not intentionally collect special category data unless necessary (e.g. accessibility requirements for training), and only with appropriate safeguards.

How we use your personal data

We use your data for the following purposes.

a) Delivering training services and managing client relationships

We may collect your name, contact details, job role and other personal information you provide when you sign up to, or attend a training course or workshop with us. We may collect this information directly or through your employer.

Legal basis: We use this information to enable us to perform our contractual obligations and improve and tailor our training delivery service.

b) Enquiries, feedback and complaints

We collect your name, contact details and other personal information you provide when you make an enquiry or provide feedback to us. We may collect this information via completion of contact forms on our Website or by corresponding or speaking with us by telephone, email, letter, online video platforms or otherwise. We will use your personal information to process your enquiry, to follow up on your feedback and to resolve any complaint.

Legal basis: This processing is necessary for our legitimate interests in responding to you or others who interact with us and in reviewing and improving our customer service and our business operations.

c) Marketing communications

We may use the personal information we collect as part of our customer relationship with you to inform you by email about updates that we think may be of interest to you.

Legal basis: When we collect your personal information, we will give you the option not to receive these emails. You can change your mind at any time by contacting us or clicking "unsubscribe" in the emails we send you. This is necessary for our legitimate interests for promoting our products and services as well as gaining a better understanding of our customers and improving our services.

d) Improving our services

Individuals interact with us in multiple ways and provide us with personal information in different contexts. We may use your personal information (as well as pseudonymised or anonymised information generated from your personal information) to carry out analysis and research to better understand our customers, improve our content, improve our training offering, improve our customer service, and improve our business operations. We may collect your information in aggregated form (so that no individual user is identified) for statistical analysis to allow us to understand our customers and improve our services and performance including the functionality of our website and user experience.

Legal basis: It is necessary for our legitimate interests of providing a better experience for you and other users of our Website, promoting our products and services, of understanding our customers and users of our Website and how we can develop and improve those interactions, and of improving our content, customer service and business operations.

e) Recruitment

We collect personal information from you if you apply to work with AIM. We will only use the information you supply to us to process your application and to make a decision about your recruitment or appointment. This may include checking you are legally entitled to work in the UK.

Legal basis:

• Where it is necessary to process your application or to comply with a legal or regulatory obligation; or
• Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests. Those legitimate interests include demonstrating compliance with legal, regulatory and corporate governance obligations, use as part of investigations by regulatory bodies, or in connection with legal proceedings and requests, good employment practice and ensuring safe working practices.

We may collect information about criminal convictions as part of the recruitment process, but we will only do so if it is appropriate given the nature of the role and where we are legally able to do so.

We will share your personal information in accordance with the section below "Who we share your data with". Where we want to disclose information to other third parties, for example where we want to take up a reference or undertake criminal records checks (where appropriate) through Disclosure Scotland, we will not do so without informing you beforehand unless the disclosure is required by law.

Once a person has taken up employment with AIM, we will record, process, keep, and securely hold personal information as part of your employee record.

The kind of information we hold about you

We may collect, store, and use your personal information including:

• Personal details such as name, address, date of birth, photographs, telephone numbers, video footage, personal email addresses;
• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter).

How long we keep your data

We only keep your personal information for as long as necessary for the purposes we collect it for and for as long afterwards as is necessary to comply with our legal obligations or as is necessary in our legitimate interests to retain it.

For example:

• Training records: typically up to 6 years (for contractual/legal purposes)
• Enquiries: up to 2 years after last contact
• Marketing data: until you withdraw consent
• Recruitment data: up to 12 months (unless consent for longer retention is given)

We regularly review retention periods.

Who we share your data with

We may share your personal data with:

• Service providers (e.g. IT systems, training platforms, payment processors)
• Client organisations (e.g. your employer, where they commissioned training)
• Professional advisers (e.g. legal, accounting)
• Regulators or authorities where required by law

All third parties may process personal information on our behalf as data processors. We ensure that such data processors are subject to contractual conditions to process personal information only in accordance with our instructions and in accordance with the law.

Transfer to countries outside of the UK and EU

Your personal information may be transferred to, and stored in, countries outside of the UK and the EU for the above purposes. If we transfer your personal information outside of the UK and EU, AIM will take steps to ensure your personal information and rights are adequately protected in countries outside of the UK and EU through methods approved within applicable data protection laws.

Cookies and website tracking

A "cookie" is a piece of software that attaches to the hard drive of your computer and remembers information about the configuration of your computer. Our Website uses cookies to improve the user experience.

When you visit our Website we may automatically collect information provided to us by cookies. We will only collect such data in aggregate form (so that no individual user is identified).

You can disable the cookies that we attach if your browser supports this. For further information on how to do this, please refer to aboutcookies.org.

Your rights under UK GDPR

Under data protection legislation in the UK and EU, you have certain rights regarding the use of your personal information, including the right to:

• change your communication preferences and withdraw any consent that you have given us;
• access the personal information that we hold about you in many circumstances;
• request that we delete or correct any personal information that we hold about you;
• restrict the processing of your personal information;
• port your personal information in certain circumstances;
• not be subject to a solely automated decision; and
• contact and/or lodge a complaint with the UK regulator, the Information Commissioner's Office, if you have concerns about how we use your personal information. Please see ico.org.uk/concerns to find out more.

Please contact us if you would like to exercise any of your data protection rights by email at [email protected].