Last updated: 4 August 2026
This Privacy Policy explains how BAQA handles personal information when people use BAQAStandards.com, apply for membership or accreditation, enrol in training, appear in a public directory, or use BAQA Studio. It is written for an international audience. The privacy rights and duties that apply to a particular person can vary by country and region.
1. Who is responsible for your information?
BAQA Standards is responsible for account, membership, application, accreditation, payment-verification, training, support and website-administration information processed for BAQA services.
When an artist, studio, college or trainer uses BAQA Studio to manage its own clients, that member is responsible for the professional relationship and for deciding why client information is collected, what form is used and how long records are retained. BAQA supplies and hosts the tool on the member’s behalf. Clients should contact the relevant member first about appointment or indemnity information, and may also use the BAQA contact form if help is needed.
2. Information we collect
Depending on the service, we may collect:
- account details, such as name, email, login and verification status;
- member and organisation details, including contact information, location, professional discipline and public-profile choices;
- application and evidence information, including qualifications, course materials, uploaded documents and review decisions;
- payment records, transaction references, amount, currency and verification status (payment-card or PayPal credentials are handled by the payment provider, not stored by BAQA);
- course enrolment, progress, assessment and certificate records;
- support, complaint, change-request, risk-flag and administrative audit information;
- technical data such as IP address, browser information, security logs and page requests; and
- where BAQA Studio is used, client contact, appointment, service, deposit, consent and signed-form information. An indemnity form can include health or other sensitive information supplied by the client.
3. Where information comes from
Information can come directly from you, from an authorised representative of an organisation, from a BAQA member using client tools, from an approved college or trainer, from a payment or email-delivery provider, or from system activity and security logs. BAQA may also verify professional or public information against evidence or publicly available sources where appropriate.
4. Why we use information
BAQA uses personal information to create and secure accounts; verify email addresses; review applications; administer memberships, payments, renewals and accreditation; deliver courses; issue and validate certificates and QR codes; publish approved profiles; provide booking and indemnity tools; respond to support and complaints; prevent fraud and misuse; maintain audit trails; improve service reliability; and meet legal obligations.
Depending on the law that applies, these purposes may rely on performing a requested service or contract, taking steps at your request, consent, legitimate interests that do not override your rights, protection of people and systems, or compliance with law. Sensitive client information should be collected only where the member has an appropriate legal basis and the information is genuinely needed.
5. Public information and verification
Approved public profiles can display professional information chosen by the member. Public directories, certificate pages and QR validation pages may show a name, organisation, membership or course type, status, validity dates and validation code so the public can check a claim. Evidence uploads, private contact details and client records are not made public unless the person deliberately places that information in a public field.
6. Who receives information
Information is shared only as needed with authorised BAQA administrators; the member or organisation responsible for a client record; hosting, security, email-delivery, form, document-generation and technical service providers; payment providers such as PayPal; and competent authorities or professional advisers where disclosure is legally required or necessary to protect rights and safety.
BAQA does not sell personal information. We do not give member or client lists to unrelated advertisers.
7. International processing and transfers
BAQA serves users in different countries, and its service providers or authorised administrators may process information outside the country where it was collected. Where applicable law requires safeguards for an international transfer, BAQA or the responsible member must use an appropriate legal mechanism and proportionate contractual, organisational or technical protections.
8. How long information is kept
BAQA keeps information only for as long as reasonably needed for the service, certificate and verification integrity, dispute handling, security, accounting, legal obligations and legitimate professional records. Different records therefore have different retention periods. Data may remain for a limited period in protected backups after it is removed from the live service.
Members using BAQA Studio choose and document the retention period required for their client records under local law, professional rules and insurance conditions. Members can download signed forms and remain responsible for the security and lawful retention of downloaded copies.
9. Security
BAQA uses access controls, signed private links, role and membership checks, audit records, security monitoring and encryption for designated sensitive form fields. No online service can guarantee absolute security. Use a strong unique password, protect exported records and report suspected unauthorised access through the contact form promptly.
10. Your choices and rights
Depending on the law that applies to you, you may have rights to ask for access, correction, deletion, restriction, objection, portability or an explanation of how your information is used; to withdraw consent; and to complain to a privacy or data-protection authority. Some rights can be limited by legal, security, certificate-integrity or professional record-keeping requirements.
Use Member Details and the available change-request tools for routine corrections. For other requests, use the contact form and identify the account, member, studio or service involved. BAQA may need to verify your identity before disclosing or changing private information.
11. Email communications
Essential emails are used for verification, security, applications, payments, active services, certificates and renewals. Marketing and newsletters are managed separately and include a way to unsubscribe. See the Terms & Conditions for the distinction.
12. Cookies and external services
The website uses necessary cookies and similar storage for functions such as login, security and forms. A payment page, embedded media or another third-party feature may also load its provider’s technology. See the Cookie Policy for details and controls.
13. Children and young people
BAQA accounts and professional applications are intended for adults or properly authorised representatives. Body art, training and client-consent age rules vary. Members and training providers must follow the age, guardian and safeguarding requirements where they operate and must not use BAQA tools to avoid those requirements.
14. Changes and contact
We may update this policy as services and applicable requirements change. The current version and effective date will remain on this page. Privacy questions and requests can be sent through the contact form; formal concerns can use the complaints process. This policy does not prevent you from contacting the privacy authority or other regulator available in your country.