The short version
We collect the information needed to create and manage your Academy account, deliver assessments, record progress, issue and verify certificates, provide support and keep the website secure. We do not currently use advertising pixels or analytics tracking tools, and we do not sell personal information.
Who we are
Passion4Hair Limited is the controller responsible for the personal information processed through Passion4Hair Academy at p4hacademy.com.
Company: Passion4Hair Limited
Company number: 06887920
Registered office: C/O Hodson Lewis, First Floor, Abbotsgate House, Hollow Road, Bury St Edmunds, Suffolk, England, IP32 7FA
Privacy contact: info@passion4hair.com
Information we collect
Account and identity information
- Your name, username, email address and encrypted account password.
- Account preferences and information you choose to add to your learner profile.
Learning and certification information
- Course enrolments, assessment answers, scores, attempts, completion status and progress.
- Certificates awarded, award dates and certificate verification identifiers.
Support information
- Your messages, account email, support category and the relevant page or assessment.
- Screenshots or other files you voluntarily upload when asking for help.
Technical and security information
- IP address, device or browser information, login activity, error records and security logs generated when you use the website.
- Essential cookie and session information needed for login, navigation, security and core Academy functions.
We ask you not to send passwords, unnecessary sensitive information or personal information about another person through our support form.
How and why we use it
| Purpose | Information used | Lawful basis |
|---|---|---|
| Create and administer your learner account | Identity, contact and login information | Performance of our agreement with you |
| Provide assessments, save progress and deliver results | Account, enrolment, answers, scores and completion data | Performance of our agreement with you |
| Issue, download and verify certificates | Name, course completion, date and verification ID | Performance of our agreement and our legitimate interest in maintaining reliable certification records |
| Respond to support requests | Contact details, messages, screenshots and relevant account information | Performance of our agreement and our legitimate interest in providing support |
| Protect the Academy and investigate faults or misuse | Technical, login, security and error information | Our legitimate interest in keeping the service secure and reliable |
| Send essential service communications | Name, email and account or course information | Performance of our agreement and our legitimate interest in operating the Academy |
| Meet legal or regulatory requirements | Information relevant to the obligation | Compliance with a legal obligation |
We do not currently use Google Analytics, Meta Pixel or other advertising or behavioural tracking tools on the Academy website. If this changes, we will update this notice and obtain cookie consent where required.
Who we share information with
We only share personal information where it is necessary to operate, secure or support the Academy, or where the law requires it. Recipients may include:
- Website hosting, cloud infrastructure, email delivery and technical support providers.
- Providers supporting WordPress, Elementor, Tutor LMS and associated website functionality.
- Professional advisers, insurers, regulators, courts, law-enforcement bodies or other authorities where reasonably necessary.
- A purchaser, investor or successor organisation if our business or relevant assets are reorganised, sold or transferred, subject to appropriate safeguards.
These providers may only use information for the services they supply to us and must protect it appropriately. We do not sell or rent personal information.
International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we take steps required by UK data protection law, such as using an adequacy decision or approved contractual safeguards.
How long we keep it
We keep personal information only for as long as reasonably needed for the purpose for which it was collected, including legal, security and dispute-resolution requirements.
- Account and learning records: while your account remains active and normally for up to 24 months after the last account activity, unless you ask us to delete it sooner or we need it for another stated reason.
- Certificate records: normally for up to six years after the certificate is awarded so that achievements can be verified and queries resolved.
- Support requests and uploaded screenshots: normally for up to 24 months after the request is closed.
- Security and technical logs: normally for up to 12 months, unless an incident requires longer investigation or retention.
We may anonymise information so that it can no longer identify you. Anonymised information may be kept for longer to understand and improve Academy performance.
Cookies and similar technology
The Academy uses cookies or similar local storage where necessary to provide core functions such as keeping you signed in, remembering session choices, protecting forms and maintaining website security.
We do not currently use analytics, advertising or behavioural tracking cookies. Strictly necessary cookies cannot generally be disabled through our website because the service may not work correctly without them, although you can manage cookies through your browser settings.
How we protect information
We use reasonable technical and organisational measures designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. These include access controls, password protection, encrypted website connections, software maintenance and restricted administrative access.
No internet service can be guaranteed completely secure. You are responsible for choosing a strong, unique password and keeping your login details confidential. Please contact us promptly if you believe your account has been compromised.
Your data protection rights
Depending on the circumstances, UK data protection law may give you the right to:
- Ask for access to the personal information we hold about you.
- Ask us to correct information that is inaccurate or incomplete.
- Ask us to delete your information.
- Ask us to restrict how we use your information.
- Object to processing based on our legitimate interests.
- Receive certain information in a portable format.
- Withdraw consent where consent is the basis for processing.
- Complain to the Information Commissioner’s Office.
Some rights are subject to legal limitations. We may need to verify your identity before acting on a request. We normally respond within one month.
Children
The Academy is intended for professional hairdressers and is not designed for children. Please do not create an account if you are under 16 without the involvement and authorisation of a parent or guardian. Contact us if you believe a child has provided information without appropriate authorisation.
Contact, complaints and updates
To exercise a privacy right, ask a question or raise a concern, contact us using the details below. We would appreciate the opportunity to resolve your concern directly.
Passion4Hair Limited
Email: info@passion4hair.com
Registered office: C/O Hodson Lewis, First Floor, Abbotsgate House, Hollow Road, Bury St Edmunds, Suffolk, England, IP32 7FA
Information Commissioner’s Office
You can also complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for current guidance and contact options.
Changes to this notice
We may update this notice when our services, suppliers or legal obligations change. The latest version will always appear on this page with its updated date. Material changes may also be communicated through the Academy or by email where appropriate.