Privacy policy

Who handles your information

HSE Promo operates hsepromo.com and handles the website enquiries described in this policy. Contact info@hsepromo.com for privacy questions or requests. This policy applies to visitors, learners, institute representatives and consultancy clients who contact us.

What we collect and how

We receive information directly when you submit a form, send an email or communicate with us about a service. The enquiry form requires first and family names, email, phone, country, city, enquiry category and a message. Father’s and grandfather’s names, course selection and attachments are optional. A selected course may require a training-language choice. Fields marked * are required for the website form; without sufficient contact or request details we may be unable to respond or arrange the requested assistance.

Messages and attachments may contain professional qualifications, training needs, employer information or project material that you choose to share. Technical data may include IP address, requested pages, request times and session/security information used to operate and protect the website.

Share only information you are entitled to disclose

Provide accurate, relevant information that you own or are authorised to disclose. If you submit another person’s details or an employer’s documents, you must have a lawful basis and any required permission, and give that person the necessary privacy information. Remove unrelated personal details, trade secrets and restricted material before sending documents.

Do not use the general enquiry form to send passwords, payment-card information, identity documents, medical records, classified material or other sensitive or restricted information. If a registration later needs additional documents, we will explain the requirement and agree an appropriate way to provide them. Your responsibility for lawful disclosure does not remove our own data-protection obligations.

Why we use information and the legal basis

We use enquiry information to contact you, understand the request, check course availability, dates, delivery arrangements, eligibility and fees, and help arrange registration or the consultancy assistance you request. We use only the information needed for these purposes; we do not create a public learner profile from your enquiry.

For a voluntary enquiry, we obtain your consent to handle that request. You may withdraw it by emailing info@hsepromo.com. Necessary processing may also be based on performing an agreement with you or a legal obligation where applicable. Limited technical processing to prevent abuse and protect the service relies on legitimate interests where permitted and subject to the required assessment and safeguards. A new, unrelated purpose needs its own lawful basis and, where required, separate consent.

Who may receive information

We can normally check general availability using course, location and group requirements without identifying the learner. Before sharing identifying details or documents with a training provider, awarding or registration organisation, or external consultant for your request, we explain the intended recipient, purpose and information needed and obtain your agreement. Registration disclosures are limited to what is necessary for the assistance you authorise.

Authorised personnel may access information on a need-to-know basis. Hosting, email and technical support providers may process it only as needed to operate and protect the service, with appropriate confidentiality and data-handling arrangements. A training provider may become separately responsible for information it needs to administer your enrolment, assessment or certificate, under its own privacy notice.

We do not sell or rent personal data, publish your enquiry, or disclose it to unrelated recipients for their marketing. We may disclose the minimum necessary where a valid legal requirement, competent authority or another lawful mandatory ground requires it. A service request is not permission for unrestricted onward sharing.

Consultancy documents and confidentiality

We use project documents, reports and other consultancy material only to assess or deliver the requested work and related agreed follow-up. Sharing with an external specialist is limited to the agreed need and appropriate confidentiality arrangements. We do not publish your material as a case study, testimonial or promotional example without separate permission. Formal consultancy work may include additional confidentiality and data-processing terms in a written agreement.

Storage, attachments and retention

Website enquiries are delivered to HSE Promo’s email mailbox. Uploaded files are handled temporarily for email delivery and are not placed in a public upload folder or learner database. The delivered email and any attached copy remain enquiry records; temporary upload deletion does not delete the email attachment.

We retain information for handling the request and necessary agreed follow-up, active registration or consultancy work, and any applicable legal record-keeping or genuine dispute requirements. These criteria determine the period where no fixed period applies. Closed records are reviewed and unnecessary data is deleted or irreversibly anonymised. Deletion covers relevant mailbox copies, attachments and backup copies in accordance with applicable requirements; a legal retention duty may prevent immediate deletion.

Processing locations and overseas recipients

Website hosting, email services and an organisation handling a requested qualification may involve processing in another country. Where applicable law requires it, we provide the relevant destination and recipient information and put the necessary transfer safeguards in place before processing or disclosure outside the country. Agreement to an enquiry does not waive these protections. You can contact us for information about the locations relevant to your request.

Security and necessary website functions

We use reasonable technical and organisational measures appropriate to the information, including restricted access and controls against form abuse. No website or email channel is completely risk-free. If a personal-data incident occurs, we assess it and make any notifications required by applicable law.

The website currently uses no Google Analytics, advertising tags or embedded social tracking widgets. Necessary functions include browser caching, a temporary enquiry-session cookie, server request logs and private anti-abuse counters. Clicking an external or social link takes you to a separate service with its own privacy practices. Any future optional tracking will be explained and consent obtained where required.

Your rights and how to contact us

Subject to applicable law, you may ask to be informed about processing, access your personal data, receive a readable copy, correct or complete it, request its destruction, or withdraw consent. Withdrawing consent does not invalidate earlier lawful processing; it may prevent us from continuing the requested assistance. Processing required on another lawful basis may continue only to the extent permitted.

Email info@hsepromo.com with the subject “Privacy request”. You do not need to submit a new service enquiry or send unnecessary identity documents. We may ask for proportionate verification and respond within the applicable legal time limit. You may also complain to the competent data-protection authority; where Saudi Arabia’s Personal Data Protection Law applies, this is the Saudi Data & AI Authority (SDAIA).

Changes to this policy

We update this policy when our services or data practices change and show the revision date above. A policy update alone does not authorise a new use of previously collected information. We provide any further notice or consent request required for a material change.