Legal
Privacy Policy
Contents
1. About us
“We”, “us” or “our” means [COMPANY NAME] (Company No. [COMPANY NUMBER]), a company registered in England and Wales with its registered office at [REGISTERED ADDRESS], trading as QualDashboard (qualdashboard.co.uk). QualDashboard is part of the Best You group (Best You Limited, Company No. 10645998).
This Privacy Policy covers the QualDashboard website, platform and related services (the “Services“).
2. About this policy & our roles
QualDashboard connects two kinds of users: academies (training businesses that subscribe to run a branded storefront and sell courses) and learners (students who register through an academy to buy and take courses). Our role under UK data protection law depends on whose data is involved:
- As a controller — for the personal data of academy account holders, prospective academies, and visitors to our website. We decide how and why that data is processed.
- As a processor — for the personal data of an academy’s learners. Each academy is the controller of its learners’ data and decides how it is used; QualDashboard processes that data on the academy’s behalf and on its instructions to operate the platform. These arrangements are governed by the data-processing terms in our Terms of Service.
This policy explains both. If you are a learner with a question about how your academy uses your data, please contact that academy in the first instance.
3. What we collect
Information you provide
- Academy account & profile: name, business/trading name, email, phone, billing details, storefront branding, course content you upload, and support correspondence.
- Learner account & profile: name, email, login credentials, the academy you registered with, course enrolments, quiz attempts and progress, and order history.
- Payment information: card and payment details are collected and processed by our payment provider (Stripe). We do not store full card numbers.
- Communications: the content and metadata of emails, forms and support messages (e.g. date, channel, opt-in/opt-out events).
Information collected automatically
When you use the Services we may collect IP address, device and browser type, operating system, approximate location, referral URLs, pages viewed and actions taken, via cookies and similar technologies (see Cookies & analytics).
We do not seek to collect special category data. Please do not send such data unless explicitly requested for a lawful purpose.
4. How we use your information
- Provide and operate the Services — accounts, storefronts, course delivery, payments, withdrawals and support.
- Communicate with you, including service and transactional messages (receipts, account and security notices, policy updates).
- Take payment for academy subscriptions and facilitate course sales, including our per-order platform fee.
- Personalise and improve the Services, including analytics, testing and troubleshooting.
- Protect the Services — detect and prevent fraud, abuse and security incidents, and enforce our terms.
- Comply with law — tax, accounting and other legal obligations.
- Send marketing about QualDashboard where you have asked for it or we may lawfully do so (see Marketing choices).
5. Legal bases for processing (as controller)
- Contract — to provide the Services you or your academy request.
- Consent — for certain marketing and non-essential cookies/analytics, which you can withdraw at any time.
- Legitimate interests — to secure and improve the Services, prevent fraud, and market our own similar services to existing customers (subject to your right to opt out).
- Legal obligation — tax, accounting and compliance.
6. When we act as a processor for academies
Where we process learner personal data on behalf of an academy, we:
- process it only on the academy’s documented instructions and to provide the Services;
- require our staff and sub-processors to keep it confidential and secure;
- use appropriate technical and organisational security measures;
- assist the academy, so far as reasonably possible, with data-subject requests and its own compliance obligations; and
- on termination, delete or return learner data in line with our Terms of Service, except where retention is required by law.
Academies are responsible, as controllers, for having a lawful basis to collect and use their learners’ data and for their own privacy notices.
7. How we share your information
- Service providers (sub-processors): hosting, payment (Stripe), email delivery, analytics and customer support, acting under our instructions.
- Academies and learners: to operate the platform — e.g. an academy can see the learners who registered and enrolled through its storefront.
- Corporate transactions: in connection with a merger, acquisition, reorganisation or asset sale.
- Legal and safety: where required by law or to protect rights, safety and security.
We do not sell your personal data.
8. Cookies & analytics
We use cookies and similar technologies to keep you logged in, remember preferences, secure the Services, and understand how the site is used (including via analytics such as Google Analytics). Non-essential cookies are used only where permitted. You can control cookies through your browser settings; blocking some may affect how the Services work.
9. Marketing choices
We send marketing emails about QualDashboard only where you have opted in, are an existing customer (soft opt-in under PECR), or where otherwise permitted by law. You can unsubscribe at any time using the link in our emails or by contacting us. We may still send non-promotional service messages (e.g. billing and account notices).
10. Retention
- Academy accounts, orders & subscriptions: up to 6 years after the last transaction (for tax and accounting).
- Learner data we process for academies: for as long as the academy’s account is active or as the academy instructs, then deleted or returned subject to legal retention.
- Marketing: while you remain subscribed and briefly afterwards to honour opt-outs.
- Support correspondence: generally up to 3 years after closure.
We may retain limited data to establish, exercise or defend legal claims.
11. International transfers
We primarily store data in the UK/EEA. Where data is transferred outside the UK (for example to a service provider in the US), we apply appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.
12. Your data protection rights
Subject to law, you have the right to access, rectify, erase, restrict, port and object to the processing of your personal data, and to withdraw consent where processing is based on consent.
If we are the controller, contact us using the details below. If your data is processed by us on behalf of an academy, please contact that academy (the controller); we will assist them in responding. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113.
13. Children
The Services are intended for users aged 18 and over (professional training). Academies are responsible for verifying the eligibility and age of their learners. We do not knowingly collect data from children without appropriate consent.
14. Changes to this policy
We may update this Privacy Policy from time to time. If we make significant changes we will notify you via the website or, where appropriate, by email.
15. Contact us
Data Controller: [COMPANY NAME] (Company No. [COMPANY NUMBER]), trading as QualDashboard
Registered office: [REGISTERED ADDRESS]
Email: info@qualdashboard.co.uk