Last updated: 30 July 2026

1. Who We Are

NOVA WHISPER COSMOS LTD, trading as Nova Whisper Cosmos Training Centre (“Nova”, “we”, “us” or “our”), is responsible for deciding how and why your personal information is used.

NOVA WHISPER COSMOS LTD is registered in England and Wales under Company Number 16585303. Nova Whisper Cosmos Training Centre is a CPCAB Approved Centre, Centre Number 904.

Registered office:
71–75 Shelton Street
Covent Garden
London WC2H 9JQ
United Kingdom

Email: info@novawhispercosmos.com
Website: www.novawhispercosmos.com

This Privacy Notice explains how we collect, use, store and share personal information relating to website enquiries, expressions of interest, course applications, suitability interviews, Offers, enrolment and course participation.

2. Information We Collect

Depending on your relationship with Nova, we may collect:

• your name, email address, telephone number and country or region of residence;

• information submitted through an enquiry or expression-of-interest form;

• confirmation that you will meet the relevant minimum age requirement when the course begins;

• information about your availability, attendance commitments and ability to participate in live online learning;

• information about previous learning or experience that you choose to provide;

• application responses and written tasks;

• interview booking details, written interview notes and suitability recommendations;

• information concerning accessibility or learning support that you choose to provide;

• Offer acceptance and enrolment information;

• identity or qualification evidence where required for enrolment or candidate registration;

• payment and transaction records;

• attendance, assessment, feedback, learning records and portfolio information;

• communications between you and Nova;

• complaints, appeals, safeguarding or disciplinary information where applicable; and

• limited technical information generated when you use our website or online services.

Applicants for the CPCAB Level 2 Certificate in Counselling Skills must be aged 18 or over when the course begins.

If you do not provide information required for an application, enrolment or qualification administration, we may be unable to process your application or provide the course.

3. How We Collect Your Information

We normally collect personal information directly from you when you:

• contact us through our website or by email;

• register your interest in a course;

• submit a formal application;

• book or attend a suitability interview;

• accept an Offer or complete enrolment;

• make a payment;

• participate in a course, skills practice or assessment; or

• communicate with Nova, a Tutor or another authorised member of the course team.

We may also receive limited information from CPCAB or another relevant organisation where necessary to administer your qualification, confirm records or respond to a query.

4. How We Use Your Information

We may use your personal information to:

• respond to enquiries and provide requested course information;

• maintain course interest lists;

• assess applications and written tasks;

• arrange and conduct suitability interviews;

• make and record application decisions;

• issue and administer Offers;

• process enrolment and payments;

• register eligible learners with CPCAB;

• deliver teaching, learning support and assessment;

• monitor attendance, engagement and progress;

• maintain Candidate Learning Records and other qualification evidence;

• undertake internal moderation, quality assurance and regulatory administration;

• consider accessibility requirements and reasonable adjustments;

• communicate important course information;

• manage complaints, appeals, safeguarding matters and contractual issues;

• protect the security and integrity of our systems and records;

• meet legal, regulatory, accounting and insurance requirements; and

• establish, exercise or defend legal claims where necessary.

Information provided during the application process is not used for unrelated marketing. We will only send general marketing communications where we have an appropriate lawful basis and, where required, your consent.

5. Our Lawful Bases

Depending on the circumstances, we process personal information on one or more of the following bases:

Contract

We process information where necessary to take steps at your request before entering into a contract and to administer an Offer, enrolment or course contract.

Legal Obligation

We may process information where necessary to meet applicable legal, regulatory, accounting, safeguarding or data-protection obligations.

Legitimate Interests

We may process information where necessary for our legitimate interests in operating a safe, effective and accountable training centre.

These interests include responding to enquiries, administering admissions, maintaining appropriate records, assuring teaching and assessment quality, protecting our systems and managing complaints or legal claims. We consider the nature of the information and the potential effect on your rights before relying on legitimate interests.

Consent

We rely on consent where required, including for optional marketing communications or certain information that you voluntarily choose to provide.

Where processing is based on consent, you may withdraw your consent by contacting us. Withdrawal does not affect processing carried out before consent was withdrawn.

6. Accessibility and Special Category Information

Information about health, disability or certain support needs may constitute special category personal information and receives additional protection.

The application form asks only whether you would like Nova to contact you privately about accessibility or learning support. Please do not provide detailed medical information in the initial application form.

Where further information may help us consider support or reasonable adjustments, we will discuss with you what information is necessary and how it will be used.

Where we rely on explicit consent to process special category information, consent will be requested separately and may be withdrawn by contacting info@novawhispercosmos.com.

Access to this information is restricted to people who reasonably need it for the stated purpose.

7. Coursework, Reflective Learning and Personal Disclosures

Counselling skills training involves self-awareness, reflective learning, skills practice and developmental feedback. Learners may choose to refer to personal experiences during group discussions, Learning Reviews, written assignments, portfolio work or other reflective activities.

Learners are encouraged to make thoughtful and proportionate decisions about personal disclosure. Learners should:

• avoid including unnecessary sensitive information;

• avoid identifying family members, friends, colleagues or other third parties;

• use anonymised descriptions or pseudonyms where another person must be mentioned; and

• not include identifiable client information or present Level 2 skills practice as client work.

The Level 2 Certificate does not involve independent counselling practice or client work.

Written learning and assessment materials may be accessed where necessary by:

• the Course Tutor;

• authorised Nova staff;

• the Internal Moderator and authorised internal quality-assurance personnel; and

• CPCAB quality-assurance personnel where required for qualification administration or centre review.

These materials are used only for teaching, learning support, assessment, moderation, quality assurance, qualification administration and related regulatory purposes.

Learners may request correction of inaccurate personal information or raise concerns about unnecessary information contained in their records. The right to erasure is not absolute, and Nova may need to retain assessment or qualification evidence while it is required for course administration, quality assurance, complaints, legal obligations or legal claims.

Expectations concerning confidentiality within the learning group are also explained in the Student Handbook and learner agreements.

8. Interviews, Teaching Sessions and Recordings

Suitability interviews are not audio- or video-recorded, and automated transcription is not used. Nova retains only a brief written interview record and suitability recommendation.

Routine teaching sessions and ordinary group discussions are not recorded.

If a particular skills-practice or assessment activity is to be recorded, learners will be informed in advance. Nova will explain:

• why the recording is required;

• who will have access;

• how it must be submitted and stored;

• how long it will be retained; and

• when it will be securely deleted.

Learners must not make their own recordings of interviews, teaching sessions, skills practice or group discussions without prior written permission from Nova and the agreement of everyone involved.

9. Who We Share Information With

Where necessary and proportionate, information may be accessed by or shared with:

• authorised Nova staff and representatives;

• the Course Tutor and other authorised teaching or assessment personnel;

• the Internal Moderator and authorised internal quality-assurance personnel;

• CPCAB, where necessary for candidate registration, qualification administration, assessment, quality assurance or certification;

• Microsoft, where Microsoft 365, Forms, Bookings, Teams, Outlook, OneDrive or SharePoint services are used;

• Squarespace, where information is submitted through or generated by our website;

• Stripe or another authorised payment provider;

• professional advisers, insurers, accountants, auditors or legal representatives;

• IT, security and administrative service providers acting on our behalf; and

• public authorities, regulators or law-enforcement bodies where disclosure is required or permitted by law.

We only provide information reasonably required for the relevant purpose.

Payment-card information is processed by our payment provider. Nova does not normally receive or store complete payment-card details.

We do not sell personal information.

10. International Data Transfers

Some technology and service providers may process or make personal information accessible outside the United Kingdom.

Where a restricted international transfer takes place, we take steps to ensure that an appropriate legal transfer mechanism and safeguards are in place. Depending on the circumstances, these may include UK adequacy regulations, approved contractual safeguards or another mechanism permitted under applicable UK data-protection law.

You may contact us for further information about safeguards relevant to your information.

11. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, regulatory, contractual, qualification and insurance requirements.

Our normal retention periods are:

• Enquiries and expressions of interest: up to 12 months after our last relevant communication or the closure of the relevant intake;

• Unsuccessful, declined or withdrawn applications: up to 12 months after the application decision or withdrawal;

• Successful applications and learner records: normally up to six years after completion of or withdrawal from the course;

• Assessment, moderation and qualification records: for the period required by CPCAB, applicable centre requirements or law;

• Financial and transaction records: normally six years after the end of the relevant financial year; and

• Optional marketing records: until you unsubscribe or withdraw consent.

Accessibility, support and other special category information is reviewed and retained only for as long as reasonably necessary for the relevant purpose.

Information may be retained for longer where necessary to respond to a complaint, safeguarding matter, regulatory enquiry or legal claim. Information that is no longer required will be securely deleted or anonymised.

12. How We Protect Your Information

We use reasonable technical and organisational measures designed to protect personal information from accidental loss, unauthorised access, alteration, disclosure or misuse.

These measures may include:

• restricted and role-based access;

• password-protected systems;

• secure cloud services;

• multi-factor authentication where available;

• confidentiality obligations;

• appropriate record-management procedures; and

• secure deletion or disposal.

If a personal data breach occurs, Nova will assess the potential risk and take appropriate action. Where required by law, we will notify the relevant authority and affected individuals without undue delay.

No online system can be guaranteed to be completely secure. We regularly review how information is accessed and managed.

13. Automated Decision-Making

Nova does not make application or admission decisions solely through automated processing.

Applications, written tasks and suitability information are reviewed by authorised people, and human professional judgement remains part of the decision-making process.

14. Cookies and Website Technologies

Our website uses cookies and similar technologies that are necessary for the website to function securely and provide services requested by visitors.

We may also use limited statistical technologies to understand how visitors use the website and improve its performance. Where we rely on an applicable statistical-purpose exception, we will provide clear information and a simple way to object.

Cookies or similar technologies used for advertising, cross-site tracking or other non-exempt purposes will not be used unless any consent required by law has been obtained.

Visitors can manage available choices through the website’s cookie banner or cookie settings.

15. Your Data-Protection Rights

Depending on the circumstances and lawful basis used, you may have the right to:

• request access to your personal information;

• ask us to correct inaccurate or incomplete information;

• ask us to erase information;

• request restriction of processing;

• object to certain processing;

• request the transfer of information you provided to us;

• withdraw consent where processing is based on consent; and

• complain about how your information has been used.

These rights are not absolute and may not apply in every circumstance. We may need to confirm your identity before responding to a request.

To exercise a data-protection right, please contact:

Email: info@novawhispercosmos.com

16. Complaints

If you have concerns about how Nova uses your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to raise a concern with the UK Information Commissioner’s Office:

Information Commissioner’s Office
https://ico.org.uk/make-a-complaint/data-protection-complaints/

17. Changes to This Privacy Notice

We may update this Privacy Notice to reflect changes in our services, systems, legal obligations or data-handling practices.

The latest version will be published on our website with the date of the most recent update.

18. Contact Us

If you have a question about this Privacy Notice or how Nova handles personal information, please contact:

NOVA WHISPER COSMOS LTD
Trading as Nova Whisper Cosmos Training Centre
Company Number: 16585303
CPCAB Approved Centre Number: 904

Email: info@novawhispercosmos.com
Website: www.novawhispercosmos.com