Privacy Policy

1. Introduction

This Privacy Policy explains how Learnovia ("Learnovia", "we", "us", or "our") collects, uses, discloses, and protects personal data in connection with the operation of our web-based business management platform, covering customer relationship management (CRM), project management, HR administration, and financial record-keeping tools (the "Platform" or the "Service"), as well as our website, marketing activities, and customer support interactions.

This Policy applies to two broad categories of individuals. The first is our Customers — the businesses, freelancers, consultants, and other organisations that purchase and use the Platform — and the individual users those Customers authorise to access their account, such as employees or contractors.

The second is the individuals whose personal data our Customers themselves enter into the Platform in the course of running their own businesses, such as a Customer's own clients, leads, and employees.

This Policy explains our respective roles in relation to each category, in Section 3 below.

By accessing our website or using the Platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with how we describe our data practices in this Policy, you should not use the Platform. This Policy should be read alongside our Terms and Conditions and Refund Policy, which govern other aspects of the relationship between Learnovia and its Customers.

We may update this Privacy Policy from time to time, as described in Section 13. We encourage you to review this Policy periodically to stay informed about how we handle personal data.

2. Scope of This Policy

This Policy covers personal data processed in connection with: your registration for and use of a Learnovia account, including account credentials, billing details, and support interactions; your use of the Platform's features, including data you or your authorised users input as Customer Data into the CRM, project management, HR administration, and financial record-keeping modules; your visits to the Learnovia website, including through cookies and similar tracking technologies, as described in Section 8; and any direct communications you have with us, such as email correspondence or support requests.

This Policy does not apply to third-party websites, applications, or services that may be linked from the Platform or our website, or to information you may separately provide to third-party service providers, such as Stripe, which maintain their own privacy policies governing how they handle your information.

This Policy applies regardless of the device or method you use to access the Platform, whether through a desktop browser, laptop, tablet, or mobile browser, and regardless of your role — whether you are the primary account holder for a Customer, an authorised additional user added to a Customer's account, or a prospective Customer browsing our website or requesting information about the Platform before signing up.

3. Our Role: Controller and Processor

Learnovia acts in two distinct capacities depending on the type of personal data in question, and it is important to understand this distinction. In relation to account and billing information about our Customers and their authorised users — such as the name, email address, and payment details used to register for and pay for a Learnovia plan — Learnovia acts as a data controller, meaning we determine the purposes and means of processing that data, and this Policy describes our practices in that capacity in detail.

In relation to the Customer Data that a Customer or its authorised users input into the Platform in the course of using its features — for example, the personal details of a Customer's own leads and clients recorded in the CRM module, or the employee records maintained in the HR administration module — Learnovia generally acts as a data processor, processing that information solely on behalf of, and in accordance with the instructions of, the Customer, who acts as the data controller of that information.

Where applicable data protection law requires it, Learnovia and the Customer may enter into a separate data processing agreement governing this processing in more detail, which takes precedence over this Policy in relation to that specific processing activity.

If you are an individual whose personal data has been entered into the Platform by a Learnovia Customer — for example, because you are a client, lead, or employee of a business that uses Learnovia — your primary point of contact regarding that personal data is the Customer who controls it, rather than Learnovia directly, since Learnovia processes that data only on the Customer's instructions.

If you have questions about how your personal data is being used within a specific Customer's Learnovia account, we encourage you to contact that business directly.

4. Personal Data We Collect

Account and registration data: when you register for a Learnovia account, we collect information such as your name, business name, email address, phone number, and login credentials, which are necessary to create and administer your account.

Billing and payment data: when you purchase a plan, billing information such as your billing address and the details of your purchase is collected, and payment card or bank details are collected and processed directly by our payment processor, Stripe, as described further in Section 6. Learnovia does not directly store full payment card numbers.

Customer Data: information you or your authorised users choose to input into the Platform in the course of using its CRM, project management, HR administration, and financial record-keeping features, which may include personal data relating to your own customers, leads, employees, or other third parties, entered and controlled by you as described in Section 3.

Usage and technical data: information collected automatically as you use the Platform or our website, such as your IP address, browser type, device information, pages visited, and actions taken within the Platform, which helps us operate, secure, and improve the Service.

Communications data: information you provide when you contact our support team, respond to a survey, or otherwise communicate with us, including the content of your messages and any attachments you provide.

Marketing and preference data: if you sign up to receive marketing communications from us, we collect your contact details and any preferences you express regarding the type or frequency of communications you wish to receive.

Website interaction data: when you visit our marketing website, whether or not you have a Learnovia account, we may collect information such as the pages you view, the links you click, referral sources, and general location information derived from your IP address, to help us understand how visitors find and use our website.

5. How We Use Personal Data

We use the personal data described above for the following purposes: to create, administer, and maintain your Learnovia account, and to provide access to the Platform in accordance with your plan; to process plan payments and manage billing, including through our payment processor Stripe; to provide customer support, respond to enquiries, and communicate with you about your account, including service-related notices such as changes to these policies or planned maintenance; to maintain the security and integrity of the Platform, including detecting and preventing fraud, abuse, and unauthorised access; to analyse usage of the Platform in order to improve its features, performance, and usability; to send marketing communications about Learnovia products and services, where you have consented to receive them or where otherwise permitted by applicable law, and always with the ability to opt out as described in Section 10; and to comply with our legal obligations, including responding to lawful requests from public authorities.

Where we act as a processor in relation to Customer Data, as described in Section 3, we process that data solely to provide the Platform in accordance with the Customer's instructions and these Terms, and we do not use Customer Data for our own independent purposes, such as marketing to the individuals whose data appears within a Customer's account, except with the Customer's or, where applicable, the relevant individual's consent.

Where we rely on aggregated or de-identified data derived from Platform usage — for example, to understand general trends in how features are used across our Customer base — we take reasonable steps to ensure such data does not identify any individual Customer, user, or the individuals whose data appears within Customer accounts.

6. Legal Bases for Processing

Where applicable data protection law requires us to identify a legal basis for processing personal data, we generally rely on the following: performance of a contract, where processing is necessary to provide the Platform and fulfil our obligations under our Terms and Conditions with a Customer; legitimate interests, where processing is necessary for purposes such as maintaining the security of the Platform, improving our Service, or direct marketing to existing Customers about similar products, provided such interests are not outweighed by your rights and interests; consent, where you have given clear affirmative consent, such as for certain marketing communications or the use of non-essential cookies, which you may withdraw at any time; and legal obligation, where processing is necessary for us to comply with applicable law, such as tax, accounting, or regulatory record-keeping requirements.

Where we act as a data processor in relation to Customer Data, the Customer, as controller, is responsible for identifying and maintaining an appropriate legal basis for the underlying collection and use of that personal data, and Learnovia processes it solely on the Customer's documented instructions.

7. Payment Processing Through Stripe

Learnovia uses Stripe, Inc. and its affiliates ("Stripe") as our third-party payment processor to handle plan payments, including standard card payments and Bacs Direct Debit payments where available. When you provide payment information to purchase a Learnovia plan, that information is transmitted directly to and processed by Stripe in accordance with Stripe's own privacy policy and security practices.

Learnovia does not store your full payment card number or bank account details on our own systems.

We may retain limited information from Stripe necessary to manage your plan and access period, such as a payment confirmation, transaction reference, or the last four digits of a card, for billing administration and record-keeping purposes.

Because Stripe processes payment data as an independent controller for certain purposes, such as fraud prevention and compliance with payment card industry standards, we encourage you to review Stripe's own privacy policy for a full understanding of how Stripe handles your payment information.

8. Cookies and Similar Technologies

Our website and Platform use cookies and similar technologies to operate core functionality, remember your preferences, understand how the Platform and website are used, and, where applicable, support marketing activities. Cookies are small text files stored on your device when you visit a website or use a web-based application.

We use essential cookies that are necessary for the Platform to function, such as those used to keep you logged into your account securely, which cannot be disabled without affecting core functionality.

We also use, where applicable, analytics cookies that help us understand how the Platform and website are used so that we can improve them, and, where you have consented, marketing cookies used to measure the effectiveness of our marketing activities.

Where required by applicable law, we will request your consent before setting non-essential cookies, and will provide a mechanism for you to manage your cookie preferences, such as a cookie banner or preference centre on our website. You can also generally manage or disable cookies through your browser settings, though disabling essential cookies may affect your ability to use the Platform.

9. How We Share Personal Data

We do not sell personal data. We share personal data only in the following circumstances: with service providers who perform functions on our behalf, such as cloud hosting providers who store Platform data, and Stripe for payment processing, each of whom is bound by contractual obligations to protect personal data and to use it only for the purposes we specify; with professional advisers, such as lawyers, accountants, and auditors, where necessary in connection with the operation of our business;

with a successor entity, in the event of a merger, acquisition, reorganisation, or sale of some or all of Learnovia's assets, subject to appropriate safeguards; where required by law, in response to a valid legal request from a court, regulator, or other public authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Learnovia, our Customers, or others; and with your consent, where you have specifically authorised us to share your personal data with a particular third party.

Within a Customer's own Learnovia account, Customer Data — including personal data about a Customer's clients, leads, or employees — is accessible to the users that the Customer has authorised to access that account, in accordance with the access permissions the Customer has configured.

Learnovia is not responsible for how a Customer's own authorised users access or use Customer Data within the Customer's account, as this falls within the Customer's own responsibility as data controller.

10. Your Rights and Choices

Depending on your location and applicable data protection law, you may have certain rights in relation to your personal data, which may include the right to access the personal data we hold about you and to request a copy of it; the right to request correction of inaccurate or incomplete personal data; the right to request deletion of your personal data in certain circumstances; the right to object to or restrict certain processing of your personal data, including direct marketing; the right to request that we transfer certain personal data to you or a third party in a structured, commonly used format, where technically feasible; and the right to withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing carried out before that withdrawal.

To exercise any of these rights in relation to your Learnovia account or billing data, please contact us using the details in Section 14. We will respond to your request within the timeframe required by applicable law, and may need to verify your identity before fulfilling certain requests.

If your personal data appears within a Learnovia Customer's account as part of that Customer's Customer Data — for example, because you are a client or employee of a business using Learnovia — you should direct requests regarding that data to the relevant Customer in the first instance, as described in Section 3, since Learnovia processes that data on the Customer's instructions as a processor rather than as the controller.

You may opt out of receiving marketing communications from us at any time by using the unsubscribe link included in our marketing emails, or by contacting us directly. Please note that even if you opt out of marketing communications, we may still send you service-related communications necessary for the operation of your account, such as billing notices or security alerts.

11. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including to provide the Platform, comply with our legal obligations, resolve disputes, and enforce our agreements. Account and billing data is generally retained for as long as your account remains open and for a further period afterward, as necessary to comply with accounting, tax, and legal record-keeping obligations.

Customer Data is generally retained for as long as the relevant Customer's account remains active, and for a limited period following cancellation or termination to allow the Customer to export their data, as described in our Terms and Conditions, after which it will generally be deleted from our active systems in accordance with our data retention practices, unless a longer retention period is required by applicable law or is necessary to resolve a dispute.

Where personal data is no longer needed for the purposes described in this Policy, we will take reasonable steps to securely delete or anonymise it, except where retention is required to comply with a legal obligation.

12. Data Security

We take the security of personal data seriously and implement reasonable technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include the use of encryption for data in transit, access controls limiting who within our organisation can access personal data, and secure hosting infrastructure for the Platform.

Payment information is handled by Stripe in accordance with applicable payment card industry security standards, as described in Section 7, rather than being stored directly on Learnovia's own systems.

While we take reasonable steps to protect personal data, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. You also play an important role in protecting your own account by using a strong, unique password, keeping your login credentials confidential, and promptly notifying us of any suspected unauthorised access to your account.

Within a Customer's account, the Customer is responsible for managing user access appropriately and for following good practices around account security for its own authorised users, as described further in our Terms and Conditions.

In the unlikely event of a data breach affecting personal data for which Learnovia acts as controller, we will assess the nature and severity of the breach and take appropriate steps in accordance with applicable law, which may include notifying affected individuals and relevant supervisory authorities within the required timeframe. Where a breach affects Customer Data for which Learnovia acts as processor, we will notify the affected Customer without undue delay so that the Customer, as controller, can assess its own notification obligations to the individuals concerned and any relevant authorities.

13. International Data Transfers

Depending on where you and Learnovia's service providers are located, personal data we collect may be transferred to, stored, and processed in a country other than the one in which you are located, which may have different data protection laws than your own country.

Where we transfer personal data internationally, we take steps designed to ensure that such transfers comply with applicable data protection law, including, where required, the use of appropriate safeguards such as standard contractual clauses or reliance on an applicable adequacy decision recognised by the relevant data protection authority.

If you have questions about the specific safeguards that apply to a particular international transfer of your personal data, please contact us using the details provided in Section 14.

We take reasonable steps to select service providers, including cloud hosting and infrastructure providers, that maintain appropriate data protection and security standards, and we review these arrangements periodically as part of our broader approach to data governance. Where a service provider is engaged to process personal data on our behalf, we put in place appropriate contractual terms requiring that provider to protect the data and to use it only for the purposes we specify.

14. Automated Processing and Analytics

We may use automated tools to analyse aggregated usage patterns across the Platform, such as which features are used most frequently or how long tasks typically take to complete, in order to improve the design, performance, and reliability of the Service. This type of analysis is generally carried out on aggregated or statistical data and is not used to make decisions that produce legal or similarly significant effects on individual users without human involvement.

We do not use automated decision-making, including profiling, to make decisions about individual Customers or users that would produce legal effects or similarly significantly affect them, such as automatically denying access to the Platform or altering plan terms, without the possibility of human review, except where required to prevent fraud or abuse and in accordance with applicable law.

If in the future we introduce any automated decision-making process that could significantly affect individual users, we will update this Policy accordingly and, where required by applicable law, provide additional information about the logic involved and your rights in relation to that processing.

15. Children's Privacy

The Platform is intended for use by businesses and individuals who are at least 18 years of age, or the age of legal majority in their jurisdiction, in accordance with our Terms and Conditions. The Platform is not directed at children, and we do not knowingly collect personal data directly from children through the registration or use of a Learnovia account.

If we become aware that we have inadvertently collected personal data directly from a child in a manner inconsistent with applicable law, we will take reasonable steps to delete that information. If you believe a child has provided us with personal data in this way, please contact us using the details below.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Platform, or applicable law. Where changes are material, we will provide reasonable notice, such as by email to the address associated with your account or through a notice within the Platform, before the changes take effect.

The "effective date" of the current version of this Policy will be indicated on our website. We encourage you to review this Policy periodically. Your continued use of the Platform after an updated Policy takes effect constitutes your acknowledgement of the updated terms.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how Learnovia handles personal data, please contact us using the contact details published on the Learnovia website and within your account dashboard. We aim to respond to privacy-related enquiries in a timely manner and, where applicable, within the timeframe required by law.

If you are not satisfied with our response to a privacy-related concern, and applicable law gives you the right to do so, you may also have the right to lodge a complaint with your local data protection supervisory authority.

This Privacy Policy is intended to work alongside our Terms and Conditions and Refund Policy. In the event of any conflict specifically regarding the handling of personal data, this Privacy Policy will take precedence over those documents, except where a separately agreed data processing agreement between Learnovia and a Customer applies to specific Customer Data, in which case that agreement will take precedence in relation to the processing it covers.

We review this Privacy Policy periodically as part of our ongoing commitment to transparency about how we handle personal data, and we welcome feedback from Customers, users, and other individuals about how we can make our privacy practices clearer or more accessible. Suggestions can be submitted through the same contact channels used for general privacy enquiries.