Legal & Policies

Please read our terms, privacy policy, and other guidelines governing the use of the CertiTrack platform.

CertiTrack – Terms of Service
Last updated: Friday, 23rd Jan, 2026.

These Terms of Service (“Terms”) govern access to and use of the CertiTrack platform (“CertiTrack”, “we”, “us”, “our”). By creating an account or using the platform, you agree to be bound by these Terms. If you do not agree, you must not use CertiTrack.

1. About CertiTrack
CertiTrack is a digital platform that enables companies to track employee training and certification status, request training, and allows training providers to respond to requests and deliver training. CertiTrack acts as a technology platform and facilitator only. We are not a training provider, awarding body, or regulator.

2. Eligibility & Accounts
You must be at least 18 years old, have authority to act on behalf of your organisation, and provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your login credentials and for all activity carried out under your account. CertiTrack may suspend or terminate accounts that breach these Terms.

3. Platform Roles
Users may register as Companies (employers or organisations) or Training Providers. Each role has different permissions and responsibilities, which form part of these Terms.

4. Use of the Platform
You agree to use CertiTrack lawfully and in good faith, provide accurate information, and comply with all applicable laws and regulations. You must not misrepresent training availability, pricing, or eligibility, manipulate bids, ratings, or rankings, attempt to bypass the platform to avoid fees, or upload malicious or unlawful content.

5. Marketplace Function
CertiTrack facilitates training requests and bids but does not guarantee bookings, control provider pricing, or guarantee availability. All commercial agreements are formed directly between companies and training providers, subject to CertiTrack policies.

6. Fees & Payments
Platform fees, subscriptions, and commissions (if applicable) are set out in the Payment & Fees Policy. CertiTrack may change fees with reasonable notice. Failure to pay fees may result in account suspension. CertiTrack is not responsible for provider non-payment, company non-payment, or disputes over invoices.

7. Changes to Bookings
Once a bid is accepted, delegate numbers, scope, and dates form part of the agreed terms. Any changes are governed by the Delegate Change Policy and the Cancellation & Rescheduling Policy, which form part of these Terms.

8. Ratings & Feedback
Companies may leave feedback on training providers. Feedback must be honest, factual, and not defamatory or abusive. CertiTrack may remove feedback that breaches policy or investigate suspected misuse.

9. Certificates & Compliance
CertiTrack stores and displays certificates uploaded by users but does not verify or validate certificates unless explicitly stated. Companies remain solely responsible for ensuring employee eligibility and maintaining regulatory compliance. CertiTrack accepts no liability for compliance failures.

10. Data & Content
Users retain ownership of content they upload. By uploading content, you grant CertiTrack a licence to host, process, display, and analyse the content in anonymised form solely for the purpose of operating and improving the platform.

11. Privacy & Data Protection
Use of CertiTrack is subject to the Privacy Policy, which explains how personal data is handled and outlines user rights under UK GDPR.

12. Suspension & Termination
CertiTrack may suspend or terminate accounts where these Terms or associated policies are breached, misuse or abuse is identified, or repeated violations occur. Termination does not remove obligations incurred prior to termination.

13. Limitation of Liability
To the maximum extent permitted by law, CertiTrack is not liable for indirect or consequential losses, including loss of business, profit, or opportunity. CertiTrack’s total liability is limited to the fees paid to CertiTrack in the previous 12 months.

14. Indemnity
You agree to indemnify CertiTrack against any claims, losses, or liabilities arising from misuse of the platform, inaccurate information provided by you, or breaches of law or regulation.

15. Changes to These Terms
CertiTrack may update these Terms from time to time. Material changes will be communicated via the platform or by email. Continued use of the platform constitutes acceptance of the updated Terms.

16. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Contact
For questions regarding these Terms, please contact support@certitrack.uk (or your designated contact address).

CertiTrack – Privacy Policy
Last updated: Friday, 23rd Jan 2026

CertiTrack (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you use the CertiTrack platform.

CertiTrack is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR).

1. What Data We Collect
We may collect and process the following types of personal data:

Account and contact information:
Name, job title, company name, email address, phone number, and login credentials.

Employee and certification data (company-provided):
Employee names, training records, certification details, and expiry dates.

Usage and technical data:
IP address, browser type, device information, log-in activity, and platform usage data.

Communications:
Emails, support requests, and in-platform messages.

2. How We Use Your Data
We use personal data to provide and operate the CertiTrack platform, manage user accounts, facilitate training requests and responses, track certification status and expiry dates, communicate platform updates and service messages, provide customer support, improve platform functionality, and meet legal and regulatory obligations.

We do not sell personal data to third parties.

3. Legal Basis for Processing
Under UK GDPR, we process personal data on the following legal bases: contractual necessity to provide CertiTrack services, legitimate interests to operate and improve the platform, legal obligation where required by law, and consent where explicitly requested. Where consent is used, it may be withdrawn at any time.

4. How We Share Data
We may share data with training providers and companies where necessary to deliver services, trusted third-party service providers such as hosting, analytics, and email services, and legal or regulatory authorities where required. All third parties are required to process data securely and lawfully.

5. International Data Transfers
Where personal data is transferred outside the UK, appropriate safeguards are in place to ensure data protection standards equivalent to UK GDPR are maintained.

6. Data Retention
We retain personal data only for as long as necessary to provide the platform, meet legal obligations, and resolve disputes. Data may be anonymised and retained for analytics and reporting purposes.

7. Your Data Protection Rights
Under UK GDPR, you have the right to access your personal data, correct inaccurate data, request erasure of data, restrict processing, object to processing, and request data portability. Requests can be made by contacting us using the details below.

8. Company Responsibilities
Where companies upload employee data, the company is responsible for ensuring accuracy and having a lawful basis to share the data. In these cases, CertiTrack acts as a data processor for employee data.

9. Security
We implement appropriate technical and organisational measures to protect personal data, including secure servers, access controls, and encryption where appropriate. However, no system is completely secure and we cannot guarantee absolute security.

10. Cookies
CertiTrack uses cookies and similar technologies to enable core functionality, analyse usage, and improve user experience. Further details are provided in the Cookie Policy.

11. Data Breaches
In the event of a personal data breach, we will assess the risk, notify affected users where required, and report to the Information Commissioner’s Office (ICO) where legally necessary.

12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via the platform or by email.

13. Contact Us
For privacy-related enquiries or data requests, contact:

Email: support@certitrack.uk
Company: CertiTrack
Jurisdiction: United Kingdom

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).


Last updated: Friday, 23rd Jan 2026

This Cookie Policy explains how CertiTrack (“we”, “us”, “our”) uses cookies and similar technologies when you use the CertiTrack website and platform.

This policy should be read alongside our Privacy Policy.

1. What Are Cookies
Cookies are small text files placed on your device when you visit a website. They help websites function properly, remember preferences, and provide insights into how the site is used.

Cookies may be set by CertiTrack (“first-party cookies”) or by third-party services we use (“third-party cookies”).

2. Types of Cookies We Use

Strictly necessary cookies
These cookies are essential for the operation of the CertiTrack platform. They enable core functionality such as secure login, account authentication, and navigation. The platform cannot function properly without these cookies.

Performance and analytics cookies
These cookies help us understand how users interact with CertiTrack by collecting information such as page visits, time spent on the platform, and error messages. This data is used to improve performance and user experience.

Functionality cookies
These cookies allow CertiTrack to remember choices you make, such as language preferences or dashboard settings, to provide a more personalised experience.

3. Cookies We Do Not Use
CertiTrack does not use cookies to:

  • sell personal data
  • track users across unrelated websites for advertising
  • serve third-party advertising

4. Third-Party Cookies
We may use trusted third-party services such as analytics or infrastructure providers. These providers may place cookies on your device to perform services on our behalf. All third-party cookies are subject to appropriate data protection safeguards.

5. Managing Cookies
You can control and manage cookies through your browser settings. You may choose to block or delete cookies; however, doing so may affect the functionality of the CertiTrack platform.

Most browsers allow you to:

  • view what cookies are stored
  • delete cookies
  • block cookies from specific sites
  • block all cookies

6. Cookie Consent
Where required by law, CertiTrack will request your consent before placing non-essential cookies on your device. You may update your cookie preferences at any time.

7. Changes to This Policy
We may update this Cookie Policy from time to time. Any material changes will be communicated via the platform or website.

8. Contact Us
If you have any questions about this Cookie Policy, please contact:

Email: support@certitrack.uk
Company: CertiTrack
Jurisdiction: United Kingdom

CertiTrack – Payment & Fees Policy
Last updated: Friday, 23rd Jan, 2026.

This Payment & Fees Policy explains how fees, payments, and charges operate on the CertiTrack platform. This policy forms part of the CertiTrack Terms of Service and applies to all users.

1. Platform Fees Overview
CertiTrack may charge fees for access to, and use of, the platform. Fees may include subscription fees, transaction fees, commission, or premium feature charges, depending on the pricing tier selected.

Details of current pricing are made available on the CertiTrack website or within the platform and may vary by user type.

2. Company Fees
Companies may be charged for:

  • platform subscriptions
  • premium features
  • additional user access
  • enterprise services

Unless otherwise stated, CertiTrack does not act as the seller of training services. Payments for training are made directly between companies and training providers unless explicitly facilitated through the platform.

3. Training Provider Fees
Training providers may be charged for:

  • platform subscriptions
  • access to premium visibility or lead-generation features
  • commission on confirmed bookings, where applicable

access to premium visibility or lead-generation features

Any commission or transaction-based fee will be clearly displayed before a bid is submitted or a booking is confirmed.

4. Payment Methods
CertiTrack may accept payment via:

  • debit or credit card
  • direct debit
  • bank transfer
  • other payment methods made available from time to time

All payments must be made in accordance with the instructions provided on the platform.

5. Billing & Invoicing
Subscription fees are billed in advance on a recurring basis unless stated otherwise. Transaction-based fees or commissions are billed in accordance with the booking or billing cycle shown on the platform.

Invoices will be made available electronically. It is the user’s responsibility to ensure billing details are accurate and up to date.

6. Late Payments
Failure to pay fees when due may result in:

  • suspension of access to the platform
  • restriction of features
  • termination of the account

CertiTrack reserves the right to charge reasonable recovery costs and statutory interest where applicable.

7. Changes to Fees
CertiTrack may change its pricing or fee structure from time to time. Where changes are material, reasonable notice will be provided via the platform or email.

Continued use of the platform following a fee change constitutes acceptance of the updated pricing.

8. Refunds
Subscription fees are non-refundable unless otherwise stated or required by law. Refunds for training services are governed by the Cancellation & Rescheduling Policy and any agreement between the company and the training provider.

CertiTrack does not guarantee refunds for unused subscriptions or features.

9. Taxes
All fees are exclusive of VAT unless stated otherwise. Users are responsible for any applicable taxes, duties, or charges associated with their use of the platform.

10. Disputes
Any disputes relating to fees or payments must be raised promptly via the CertiTrack support channels. CertiTrack may investigate billing disputes but is not responsible for resolving payment disputes between companies and training providers.

11. Off-Platform Payments
Where users choose to transact outside of the CertiTrack platform, CertiTrack accepts no responsibility for:

  • payment collection
  • refunds
  • disputes
  • enforcement of terms

Repeated attempts to bypass platform fees may result in account suspension or termination.

12. Policy Intent
This policy is designed to ensure transparency, fairness, and consistency in how CertiTrack charges for its services while supporting a sustainable and trusted marketplace.

13. Contact
For billing or payment-related questions, contact:

Email: support@certitrack.uk
Company: CertiTrack
Jurisdiction: United Kingdom