Privacy Policy

Last Updated: 18th December 2025

Aptitude Support Ltd is committed to ensuring that your privacy is protected. This privacy policy sets out how we collect, use and protect any information that you provide to us when you use this website or subscribe to our services.
 

1. PERSONAL DATA WE COLLECT 

Aptitude Support Ltd. collects personal information when you register with us to access our services. We require this information to support you in a professional capacity and provide you with a better service.

The types of personal information we collect includes:

Name and contact data: We collect your title, first and last name, email address, GMC Number and Telephone number

Payment data: The Aptitude Support Ltd. registration process requires that any/all payment transactions be conducted via a third party vendor (Stripe billing service, Google pay, Applepay) and does not directly store any of your credit or debit card numbers or bank details. You should ensure that you are familiar with the independent Privacy Policy of any external sites.

Device and Usage data: We collect data about your device and how you and your device interact with Aptitude Support Ltd. services. For example, we collect:
 

Device, connectivity and configuration data: We collect data about your device and the network you use to connect to our service. It includes data about the operating systems, IP addresses and device identifiers.
 

Error reports and performance data: We collect data about the performance of our service and any problems you experience with them. This data helps us to diagnose problems in the products you use, and to improve our products and provide solutions.
Content. We collect content of your e-portfolio and communications to provide you with the service you use. For example, if you upload a file to your e-portfolio, we need to collect the content of that file to display it to you and provide access to your Appraiser at the time of your Annual Appraisal and your Responsible Officer at the time of your revalidation.

If you receive an email using the Aptitude Support Ltd. email server, we need to collect the content of that email to deliver it to your inbox, display it to you, enable you to reply to it and store it for you until you choose to delete it.

We also collect information you provide to us and the content of messages you send to us, such as feedback, or questions and information you provide for customer support. When you contact us, such as for customer support; phone conversations or chat sessions with our representatives may be monitored and recorded for training purposes.

We may also collect information relating to your employment, including where you are currently employed, your job title, areas of interest/expertise and your job function if this is relevant to your subscription and the provision of our services.

 

2. HOW WE USE PERSONAL DATA 

Aptitude Support Ltd. uses the data we collect for two basic purposes, described in more detail below:  

(1) to operate our business and provide the services we offer,  

(2) to send communications, including service related and promotional communications.

Providing and improving our products: We use data to provide and improve the services we offer. This includes operating the service, maintaining and improving the performance of the service, developing new features, conducting research and providing customer support. Examples of such uses include the following: 

Providing the Products: We use data to carry out your transactions with us and to provide our services to you under your Governance Subscription; including maintaining your appraisal portfolio and history and to contact you in relation to appraisal and revalidation support provided within your Annual Governance Subscription with us. Often, those services include recommendations that aim to enhance your productivity and keep you on track for a successful Appraisal and Revalidation.
 

Customer support: We use data to diagnose product problems, resolve issues and provide other customer care and support services.
 

Product Improvement: We use data to continually improve our products, including adding new features or capabilities. 

Business Operations: We use data to develop aggregate analysis and business intelligence that enable us to operate, protect, make informed decisions and report on the performance of our services.

Communications: We use data we collect to communicate with you and personalise our communications with you. For example, we may contact you by phone or email or other means to inform you when a subscription is ending, let you know when updates are active, remind you about timescales to Appraisal, update you, invite you to participate in a survey, or tell you that you need to take action to maintain your Appraisal date. Additionally, you can sign up for email subscriptions and choose whether you wish to receive promotional communications (such as training events and newsletters) from Aptitude Support Ltd. by email. For information about managing your contact data and your communications preferences, please visit the Access and Controls section of this privacy statement.
 

3. REASONS WE SHARE YOUR PERSONAL DATA 

Our policy is not to disclose any personal information that we hold on you to any unrelated third party, except where you have given your express consent for us to do so or where we are legally obligated to do so.

We share personal data with our internal Governance Team (Administrators and Appraisers), your Responsible Officer and your Designated Body. In such cases, your Designated Body must abide by our data privacy and security requirements and are not allowed to use personal data they receive from us for any other purpose. Any personal data that we share occurs using HTTPS encrypted communications.

Aptitude Support Ltd. will not share your information for marketing purposes with companies outside our organisation.
 

4. HOW TO ACCESS & CONTROL YOUR PERSONAL DATA 

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us.

We want to make sure that your personal information is accurate and up to date. You can correct or update the personal data we hold for you by emailing hello@aptitudesupport.com, to ask us to correct or remove information you think is inaccurate.

Your Communications Preferences You can choose whether you wish to receive promotional communications from Aptitude Support Ltd. by email. If you receive promotional emails from us and would like to opt out, you can do so by following the directions in those messages. These choices do not apply to mandatory service communications which form part of our governance commitment to you as a subscriber. (For example, Appraisal Meeting Reminders).
 

5. COOKIES 

Aptitude Support Ltd. uses cookies (small text files placed on your device) to provide our website and online services and to help collect data. Cookies allow us, among other things, to store your login credentials; enabling you to sign-in from any device.

We also use cookies to gather usage and performance data. This software is provided by Godaddy which uses cookies to track visitor usage. The software will save a cookie to your computer's hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google's privacy policy here for further information here.


7. YOUR PRIVACY RIGHTS 

Aptitude Support Ltd. adheres to the data protection laws of the UK Data Protection Act (DPA) and requirements of General Data Protection Regulation (GDPR), which includes specific rights.  If the processing of personal data is based on your consent, you have a right to: 

withdraw consent at any time for future processing 

request from us, access to and rectification of your personal data  
object to the processing of your personal data  

be forgotten; upon cancellation of a subscription we shall no longer contact you.
lodge a complaint with the Information Commissioner's Office.

When we process personal data about you, we do so with your consent and/or as necessary to provide the services you use, operate our business, meet our contractual and legal obligations, protect the security of our systems and our subscribers.
 

8. WHERE WE STORE YOUR PERSONAL DATA 

All data is held on secure, dedicated servers based in the UK which are encrypted with password access. Synchronisation between public computers and devices occurs using HTTPS encrypted communications. 

9. OUR RETENTION OF YOUR PERSONAL DATA 

Aptitude Support Ltd. only retains your personal data for as long as necessary to provide our support and fulfil the service you have requested. We maintain an Appraisal archive for other essential purposes such as complying with our legal obligations in UK law and resolving disputes.
 

10. CHANGES TO THIS PRIVACY STATEMENT 

We will update this privacy statement when necessary to reflect feedback and changes in our services. When we post changes to this policy, we will revise the "last updated" date at the top of the policy. If there are material changes to the statement or in how Aptitude Support Ltd. will use your personal data, we will notify you either by prominently posting a notice of such changes before they take effect or by directly sending you a notification via email.

We encourage you to periodically review this privacy statement to learn how Aptitude Support Ltd is protecting your information.
 

11. HOW TO CONTACT US 

If you have a technical or support question, please call 0800 689 9434 or email hello@aptitudesupport.com. 

If you have a privacy concern, complaint or a question for the Data Protection Officer of Aptitude Support Ltd., please contact us.

Postal Address:

Data Compliance Manager 

Aptitude Support Ltd. 

3 Wellington Park 

BELFAST 

BT9 6DJ