ADOPT PRIVACY POLICY

Introduction

At AppLearn® we value the security and privacy of all data that we handle and process through our online Adopt platform and have established excellent practices and procedures to ensure that you can be confident that your data is safe.

This Notice will outline who we are, what data we process, why we process it and your rights to regarding your personal data that we collect during the regular use of our Adopt platform (also referred to as ‘the service’)

You are encouraged to read the Notice carefully and please contact us with any questions or concerns about your data and our privacy practices. We also refer you to our general Privacy Notice for further information on how we may process your data and keep it secure.

Who we are?

We are AppLearn® Ltd of Riverside House, Kings Reach Business Park, Yew Street, Stockport, Cheshire, SK4 2HD (but also including our group companies AppLearn Inc and YesElf S.R.O) a provider of a digital adoption software solution (Adopt) providing next-generation training and support tailored to your language, role and location, directly within your organisation’s application.

We are ISO27001:2013 accredited. Additionally, we are accredited to Cyber Essentials, GDPR Ready and CSA STAR.

What information do we collect?

Our application requires the following information about your corporate identity in order to deliver online training content and is obtained in conjunction with your organisations security systems.

  • UniqueID – we will make every effort with your organisation to ensure that this does not identify you directly
  • Role – to deliver content specific to your role within your organisation
  • Language – to deliver content in your preferred language
  • Location – to deliver content relevant to your physical location (department, office, region. Etc – set by your organisation)
  • Email address – (Content Cloud module only) and is required for login to the module, and for resetting your password

How do we use personal information?

The data listed above is a minimal requirement to you with provide training material, delivered in a format tailored to your preferences. We also use this data to provide performance analytics for the supported application, but these are not user-specific.

In addition, AppLearn® use your data to monitor our application’s functionality to enable us to develop and enhance Adopt.

What legal basis do we have for processing your personal data?

AppLearn® has entered into an agreement with your organisation to provide our services, which provides us with a legal basis to process your data in accordance with the terms specified in that agreement. AppLearn® processes data in line with the Data Protection Act 2018 (the UK’s implementation of GDPR).

When do we share personal data?

AppLearn® will not share your data with any 3rd party for any reason unless it has been approved subject to the contract with our organisation or is required to fulfil any legal or regulatory obligations in assisting with any formal investigation. In such events we will ensure that we confirm the validity of any request prior to sharing any data with the requesting authority.

Where do we store and process personal data?

Our application data is stored in a database hosted in AWS datacentres in the United States or Europe, and our statistical data is stored in a database hosted in Microsoft Azure datacentres in North Europe. We do not transfer personal data from the UK/EU to United States datacentre. All processing takes place in the respective datacentres.

How do we secure personal data?

Access to your data is restricted to authorised AppLearn® personnel only, and we ensure that your data cannot be modified or removed unless we are required to do so for reasons, including but not limited to:

  • We receive a Subject Access Request from you
  • The agreement between your organisation and AppLearn® comes to an end
  • We are subject to a Legal or Regulatory instruction

All databases and communications with our platform are encrypted at all times, and we have comprehensive backup and recovery plans to ensure your data remains consistent and available at all times.

How long do we keep your personal data for?

Unless a longer retention period is required or permitted by law, we will only hold your personal data on our systems for the period necessary to provide our services to your organisation.  Following which we will delete the data if we have no over-riding reason to retain it (for example accounting or complaints handling).

Your rights in relation to personal data

The UK GDPR provides certain rights for individuals, including the right to be informed, the right of access, the right of rectification, the right to erasure, the right to restrict processing, the right to data portability and the right to object. Should you wish to make a request regarding your rights, please contact us using the information in the contact us section of this document.

How to contact us?

If you have any question regarding this Notice or our handling of your data then you can contact us by post at AppLearn Ltd, Arbeta, 11 Northampton Road, Manchester, M40 5BP, by email at [email protected], or by telephone on +44 (0)8455 202080

Use of cookies and other technologies

Cookies are text files stored, either on a temporary or persistent basis on the hard drive of your computer. Cookies are used for authenticating, session tracking and maintaining specific information about the use and users of the Service.

The data collected by cookies is anonymous. You can delete all cookies that are already on your computer’s hard drive by searching for files with “cookie” in it and deleting them. In addition, if you want to stop cookies from being stored on your computer, you can edit your browser settings so that cookies are blocked. Unfortunately, if you block cookies you may not be able to use the full functionality of Adopt. For more information about cookies, please visit: www.allaboutcookies.org

In order to improve the services that we offer you, we may use (temporary and persistent) cookies, authorized third party cookies, web beacons and/or other technologies to collect non-personally identifiable data. For more please see the the cookie section in our general Privacy Notice.

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at ico.org.uk/concerns or write to them at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom