Privacy policy

Who we are

TrainerTech is run by Priority People ("we", "us"). For the personal information described below, we are the "data controller" under UK data protection law, except where we say we act on behalf of a trainer. You can contact us at info@trainertech.co.uk.

The short version

• Trainees don't create accounts, and we don't ask them for names or email addresses. We don't use advertising or tracking cookies, and we don't profile trainees.
• Trainers have an account, so we hold the details needed to run it, plus the content they create.
• This website doesn't use analytics or advertising cookies. We only hold what you send us through the contact form.
• We don't sell personal information.

Trainers

What we hold

• Account details: your username, email address, optional full name and a securely hashed password (we can't read your password).
• Security and account records: when you last visited, sign-in attempt counters used to lock an account after repeated failures, and the internet (IP) address used when an account is registered, which we use to limit automated sign-ups.
• Your content: the boards, questionnaires, quizzes, polls, links, sessions and other items you create, along with any responses trainees give to them.
• Your settings: display preferences and which activities your organisation uses.
• Records of changes: who created or last changed an item, so organisations can see what has been done in their account.

Why we use it

To provide and secure the service you asked for (creating your account, signing you in, running your activities and sending account emails such as activation and password reset). Our legal basis is performing our contract with you. We also rely on our legitimate interests in keeping the service secure and preventing abuse.

Registers and attendee details

Some activities, such as Programmes, let a trainer record details of the people attending a session (for example names, email addresses, notes and whether they attended), a bit like a register. That is optional. Trainers decide what to record and why. For that information the trainer or their organisation is the data controller and we act on their behalf as a data processor: we store it securely, use it only to provide the service and don't use it for our own purposes. Trainers are responsible for having a lawful reason to record it, telling attendees about it and keeping it no longer than they need to. We recommend recording only what you need.

Connected calendars

If you choose to connect an external calendar in Calendars (Google, Microsoft 365 or an iCalendar link), we store the connection details needed to read that calendar and the events we fetch from it. Your calendars are personal to you and are not shown to colleagues. You can disconnect a calendar at any time, which removes the connection from your account.

Emails we send

We send only service emails, such as account activation, password reset and organisation invitations. We use an email delivery provider (Brevo) to send them. We don't send marketing emails without your permission.

Trainees

Trainees use an activity through a link or code from their trainer. They don't sign in or register, and we keep as little as we can:

• No accounts, names or email addresses are required or requested by the activities themselves.
• No advertising, analytics or tracking is used on trainee pages, and nothing is used to follow trainees between sites.
• What trainees contribute (for example a card on a board, a word in a cloud, a comment, a poll vote or a quiz answer) is stored against the activity so the trainer and other participants can see it. It isn't linked to a name or account. Please don't type personal details into free-text boxes unless the trainer has asked you to, as what you type may be seen by others in the session.
• On your own device: some activities use your browser's storage or a short-lived session cookie. These are used only to make the activity work: for example to remember your display preferences, to resume a quiz you've started or to stop the same answer counting twice. They don't identify you, and they aren't used for tracking or advertising. Clearing your browser's site data removes them.
• A trainer or their organisation controls the content of their own activities and may delete it at any time. Some activities, such as quizzes, can be set to expire their results automatically.

Like any website, our servers may keep standard technical logs (such as IP address and the pages requested) for a limited time for security and fault-finding.

This website

This website doesn't use advertising or analytics cookies. If you use the contact form, we use a short-lived, essential session cookie to protect the form against abuse. It is needed for the form to work and is removed when you close your browser.

The contact form

When you send us a message we receive the name, email address and message you enter, and we use them to reply to you and to keep a record of your enquiry. Our legal basis is our legitimate interest in responding to you. We won't add you to a mailing list or send you extra marketing emails without your permission. To limit abuse, the form also limits how often it can be used.

Who we share information with

We don't sell or rent personal information. We use a small number of service providers to run TrainerTech, such as our hosting provider and the email delivery provider mentioned above. They handle information only on our instructions. We may also disclose information where the law requires it. If you connect a Google or Microsoft calendar, that provider is involved at your request.

How long we keep information

• Trainer accounts and content are kept while the account is active. When an account or an item is deleted, its content is removed from the live service.
• Trainee contributions are kept until the trainer deletes the activity or its instances, or until any expiry the trainer has set.
• Contact form messages are kept for as long as we need to deal with your enquiry and a reasonable time afterwards.
• Technical logs and security records are kept only as long as needed for security and fault-finding.

Security

We use reasonable technical and organisational measures to protect information, including hashed passwords, restricted access to trainer areas and protection against automated sign-ups and repeated sign-in attempts. No online service can be completely secure, so please use a strong, unique password.

Your rights

Under UK data protection law you can ask us to give you a copy of the personal information we hold about you, correct it, erase it, restrict or object to how we use it, or move it to another service. To make a request, email info@trainertech.co.uk. If your information was entered by a trainer (for example on an attendance register), the trainer or their organisation is usually the right first contact, and we'll help them respond.

If you're unhappy with how we've handled your information, please tell us so we can put it right.

Changes to this policy

We may update this policy as TrainerTech changes. The date at the top shows when it was last updated.

Questions

Email info@trainertech.co.uk.