Privacy Policy

Last updated: 14 September 2026

Website and online enquiries privacy notice

TomKat Gas Training Ltd is responsible for the personal information described in this notice. It covers our website, enquiries, online activities and communications. Learner-specific privacy information is provided through our assessment registration form and MLP enrolment form.

What data we collect

We may collect personal information that you voluntarily provide through:

Contact forms
Training enquiries
Event registrations
Competition entries
Quiz submissions
Email subscription forms
WhatsApp messages
Tour registrations and interest forms
Other website features where you choose to provide your details

This information may include:

Name
Email address
Telephone number
Company name
Communication preferences
Any information you choose to provide within your enquiry, registration, or message

Website use may also generate technical information such as online identifiers, connection information and usage events, as described in the cookies and online-tool sections below.

How we use your data

Any information you provide is used to:

Respond to enquiries
Deliver training-related services
Administer competitions, quizzes, events, and registrations
Provide information you have requested
Improve our services and website experience
Send communications where you have provided consent

We do not sell or rent your personal information, or give it to other organisations for their own marketing. We use service providers to deliver our own communications as described below.

Our reasons for using personal information

We use information to respond to enquiries and take steps you request before a booking, and to provide services you have agreed with us. Where this is necessary to enter into or perform an agreement with you, our legal basis is contract.

For general enquiries, online community support, administering free events and competitions, and proportionate website improvement and administrative assistance, we rely on legitimate interests. These interests are running our services efficiently, responding accurately and supporting our customers and online community. This includes relevant AI assistance with enquiries and draft communications.

We rely on consent for optional marketing and for cookies where consent is required. Where we must retain or provide information to meet a legal requirement, we rely on legal obligation.

Email Marketing and Communications

TomKat Gas Training Ltd uses Brevo as its email marketing and communication platform.

Where you have provided consent, we may use your contact details to send:

ACS renewal reminders
Course information and updates
Event notifications
TomKat Tour updates
Engineering resources
Competition information
Training-related communications

You can unsubscribe from marketing emails at any time by using the unsubscribe link included within our emails.

Cookies

This website uses cookies to ensure the site functions properly and to improve your experience.

Essential cookies are always active and are required for basic website functionality.

Where accepted, optional analytics cookies help us understand website use and improve performance. They may process online identifiers and information about your device and visits. See our cookie notice for details and available choices.

You can manage or withdraw your cookie preferences at any time through the cookie banner.

Use of AI tools

We use AI tools, including OpenAI services, to help answer enquiries, review relevant information and prepare draft communications and documents. This can involve the enquiry or correspondence information needed for the task.

We also use Meta Business Agent on WhatsApp to provide automated answers about our courses and services. It uses business information and supplied knowledge materials, which currently include a previous WhatsApp chat-history export.

Meta and WhatsApp explain their own processing in their Meta and WhatsApp privacy notices. To speak directly with our team, call 0161 343 7504 or email info@tom-kat.co.uk.

Social media and subscriptions

TomKat interacts with followers on Facebook, YouTube, Instagram and TikTok, and with paid subscribers on Facebook.

When you interact with us, we may receive your profile name, username, comments, messages and other information you choose to share. For paid subscriptions, we may also receive subscription-status information made available by Facebook.

We use this information to respond to enquiries, engage with our online community and provide subscriber content and support.

Your comments and interactions may be visible to others depending on the feature used and your privacy settings. Each platform also processes information under its own privacy policy.

Third-Party Services

We use service providers for website hosting and technical support, email and communications, online forms and website features, and AI assistance. Relevant providers include Brevo for email communications, Google/Firebase for supported online features, OpenAI for AI assistance, and Meta/WhatsApp for messaging and automated enquiries. They receive the information needed for the relevant service.

Social media platforms and external services may also use information for their own purposes under their privacy notices. Links to external websites do not mean that we control those websites.

Calculator records and optional details

The IGEM calculator lets you add an optional site address, engineer name, job reference and notes to a printable calculation record. The calculator prepares that record in your browser using the details you enter. Its print function does not submit those details to TomKat or save them in cookies or browser local storage. You can print without adding personal details. The calculator’s Share result and Copy result buttons exclude these optional fields.

The details remain available while you use the current page, including when you return from the print view. The calculator clears them when you start a new calculation and during normal page refresh and navigation. This is not a guarantee that your browser or device cannot retain temporary information. On a shared device, start a new calculation and close the page when you have finished.

If you save a PDF, print a record or send it to someone yourself, copies may remain in your device storage, cloud backups, printing services or the recipient’s records. You are responsible for handling those copies appropriately and entering only information needed for the job.

Separately, the calculator can save the installation volume, gas type, calculation time and calculator version in your browser to support the Tightness Test Helper. This does not include the optional personal details. Starting a new calculation clears that saved calculation; you can also remove it through your browser’s site-data settings. General website connection information and optional analytics are described elsewhere in this notice.

Fault Finding Assistant Analytics

The Fault Finding Assistant records selected manufacturer and model, fault code or symptom, user type, route and outcome, feedback, manufacturer requests and usage timestamps to help improve the tool. A randomly generated journey reference links related usage events.

These usage-event fields do not ask for your name, contact details, customer address or Gas Safe registration number. Our hosting and technical service providers may also process connection and security information when you use the website.

Leaderboards, Quizzes and Competitions

Where users choose to submit names, scores, competition entries, or event registrations, this information may be stored for the purpose of administering leaderboards, competitions, prize draws, event attendance, or related activities.

Only information required to operate these features will be collected.

Processing outside the UK

Some of our service providers process personal information outside the UK, including in the European Union and United States. Brevo reports EU database hosting. OpenAI and WhatsApp publish contractual protections for UK information, including standard contractual clauses with the UK data transfer addendum where applicable. Transfers to the European Economic Area are covered by UK adequacy regulations.

You can read the relevant OpenAI business data-processing terms and WhatsApp UK transfer terms, or contact info@tom-kat.co.uk for information about the safeguards relevant to your information and how to obtain a copy.

How long we keep information

For ordinary enquiries that do not become bookings, our retention period is 12 months after the last meaningful contact, unless an unresolved issue requires the relevant information to be kept longer.

For events, quizzes and competitions, we keep identifiable records for the time needed to administer the activity, deliver any prize and resolve related questions or complaints. We consider whether any remaining record is needed for accounting or legal purposes before deleting it.

We keep marketing subscription details while the subscription is active. If you opt out, we stop that marketing and retain a limited record of your preference so we can respect it. Evidence of consent is kept for as long as needed to demonstrate the permission relied on and deal with related complaints.

Retention of website technical information depends on its purpose, such as security or usage measurement, and the relevant service settings. Cookie durations are explained in our cookie notice.

Data Security

We take reasonable steps to protect the information you provide. However, no method of internet transmission or electronic storage can be guaranteed to be completely secure.

Your Rights

Depending on the circumstances, you can ask to access, correct or delete your information, restrict its use or receive a portable copy. These rights have conditions and exceptions.

You can object to direct marketing at any time. You can also object to uses based on legitimate interests for reasons relating to your situation.

Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of earlier use. Use an email unsubscribe link or contact info@tom-kat.co.uk. Stopping marketing does not stop messages needed to respond to your enquiry or deliver a service.

To exercise a right or raise a privacy complaint, email info@tom-kat.co.uk. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Contact

Contact TomKat Gas Training Ltd about your personal information at info@tom-kat.co.uk or on 0161 343 7504.

Updates to this Policy

This Privacy Policy may be updated from time to time to reflect changes in our services, legal requirements, or business practices. Any updates will be published on this page.

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