Academy by reGDPR

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Privacy Notice

Last updated 19 October 2026

This Privacy Notice for REGDPR Ltd ('we', 'us', or 'our'), describes how and why we might access, collect, store, use, and/or share ('process') your personal information when you use our services ('Services'), including when you:

  • Visit our website at https://regdpracademy.com or any website of ours that links to this Privacy Notice
  • Use GDPR Online Training Courses. Practical GDPR and data-protection training from a working DPO — short video answers to the questions Irish and UK businesses actually ask.
  • Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at [email protected].

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Some of the information may be considered 'special' or 'sensitive' in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We do not process sensitive personal information.

Do we collect any information from third parties? Yes. We receive payment and subscription confirmations from Stripe, booking and contact details from TidyCal, Google account details when an authorised team member connects Google services, and consented analytics reports from Google. Learn more about information obtained from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.

TABLE OF CONTENTS

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

  • names
  • passwords
  • billing addresses
  • contact preferences
  • email addresses

Sensitive Information. We do not process sensitive information.

Payment Data. If you choose to make a purchase, Stripe collects and processes your payment instrument, billing, security, and fraud-prevention information through its secure payment interface. We send Stripe your email or customer reference, what you are buying, the price and currency, and any coupon used. Stripe sends us the payment or subscription outcome and the customer, transaction, and subscription references we need to provide access and keep transaction records. We do not see or store your full card details. You may find Stripe's privacy notice here: https://stripe.com/privacy.

Depending on which Services you use, we may also collect your course enrolments, lesson progress, quiz answers and scores, course feedback, certificates, forum posts and likes, booking details and notes, contact-form messages, organisation and telephone details, and correspondence with our team. Contact forms also record the IP address and browser information used to submit them so that we can detect spam and abuse.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice: https://regdpracademy.com/cookies.

The information we collect includes:

  • Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
  • Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
  • Approximate Location Data. We may infer your country from your IP address or network request, with your browser language as a fallback, for features such as displaying an appropriate currency. If you consent to Google Analytics, Google may also provide broad geographic reporting. The Services do not request browser GPS or other precise device location.

Information obtained from third parties

We receive payment status, billing contact details, purchase or subscription details, and transaction references from Stripe; booking and contact details, including any answers you give on the booking form, from TidyCal; and an authorised team member's email address and stable Google account identifier when they connect Google Workspace, Gmail, Calendar, or Meet. If you accept analytics cookies, Google provides aggregated reports about visits and use of the Services. Google Sign-In is not currently used to create or sign learners into Academy accounts.

Google API

Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To facilitate account creation and authentication and otherwise manage user accounts. We process your name, email address, and a one-way password hash so you can create and log in to your account, as well as keep your account in working order.
  • To deliver and facilitate delivery of services to the user. We process enrolments, lesson progress, quiz answers and scores, feedback, forum activity, and certificate details to provide the courses and member features you use.
  • To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
  • To manage customer relationships and send administrative information to you. We may keep customer and correspondence records and send account, course, certificate, booking, policy, and similar service messages from [email protected] using Google Workspace.
  • To fulfil and manage your orders. We may process your information to fulfil and manage your orders, payments, returns, and exchanges made through the Services.
  • To arrange bookings and training. We may process booking details, attendee registers, notes, meeting links, reminders, and feedback to arrange and deliver sessions that you or your organisation request.
  • To enable user-to-user communications. We may process your information if you choose to use the members' forum or another offering that allows communication with another user.
  • To understand and improve the Services. If you accept analytics cookies, we process limited pseudonymous usage and purchase-event data through Google Analytics 4. We do not send Google Analytics your name or email address.
  • To assist our team's content work. Authorised staff can use AI-assisted tools to draft course quizzes, website content, image descriptions, and emails. The exact provider and input disclosures are in section 4 below, and a staff member reviews the output before it is used.
  • To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

  • Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
  • Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
  • Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
  • Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We do not sell your personal information. We may need to share it with the following recipients and in the following situations:

  • Stripe. Stripe provides secure payments, subscriptions, refunds, and fraud prevention. It receives the payment and order data described in section 1 and sends us confirmation and transaction records.
  • Google. Google provides Workspace email delivery from [email protected]; authorised team-member connections to Gmail, Calendar, and Meet; and Google Analytics 4, which runs only after analytics consent. The Google connection stores the team member's email address, stable Google account identifier, OAuth tokens, and granted scopes. Calendar or Meet bookings can include an attendee's name, email, notes, and appointment details. Analytics receives a pseudonymous client identifier and limited page, course, and transaction-event data, but not names or email addresses.
  • Google Gemini. Our quiz-drafting tool sends the course title and summary, module and lesson titles, lesson content, and any notes entered by an authorised team member. Gemini is the primary provider for that feature.
  • Anthropic. Anthropic's Claude API receives authorised staff instructions and page content for the page builder and image-description tools. The email drafting tool may also send the recipient's name and email address, up to 2,000 characters of the message being answered, or up to 4,000 characters of a draft email when suggesting a subject. Claude is also the fallback provider for quiz drafting and receives the same quiz inputs described above.
  • IntelligentWolf. IntelligentWolf is the Academy's technology provider. The product bridge sends it aggregate counts only: the number of learner accounts, published courses, and certificates issued in the previous 30 days, together with a site-pack identifier and generation time. The bridge does not send learner names, email addresses, or individual records.
  • TidyCal. TidyCal provides some booking pages. It receives the contact and appointment information entered there, and we retrieve booking type, date and time, name, email address, telephone number, form answers, payment status, and meeting details into our admin area and customer records.
  • Cloudflare and our hosting provider. Cloudflare carries site traffic through our network tunnel and provides network delivery and security, so it processes request data such as IP addresses. Our hosting provider hosts the self-managed application, files, and database and can process the information stored there as needed to provide that infrastructure.
  • Certificate verification. A certificate can be checked using its unique code, and the public certificate checker can match a full name. A successful check shows the learner's name, course, and certificate date, but not their email address or score. You may contact us to opt out of the full-name search; the certificate code remains valid.
  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

International transfers

Stripe, Google, Anthropic, IntelligentWolf, and some other providers or sub-processors may process information in the United States or other countries outside the European Economic Area and the United Kingdom. Where a restricted international transfer takes place, we use appropriate safeguards such as the EU–US Data Privacy Framework or Standard Contractual Clauses, together with relevant United Kingdom safeguards where required. You can contact us for more information about the safeguards used for a particular transfer.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We use essential storage and cookies for functions such as sign-in, protected course media, currency preference, security, and remembering your cookie choice. We do not run third-party advertising on the Services.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice: https://regdpracademy.com/cookies.

Google Analytics

Google Analytics 4 is loaded only when an Analytics Measurement ID is configured and you choose 'Accept analytics' in our cookie banner. Rejecting analytics prevents it from loading; withdrawing consent disables it and removes its first-party analytics cookies. We configure advertising storage, advertising user data, and advertising personalisation as denied, and switch off Google Signals and advertising-personalisation signals. We do not use Google Display Network Impressions Reporting, Demographics and Interests Reporting, or other advertising features.

When enabled, Analytics receives a pseudonymous client identifier, page addresses without query details, and limited usage, course, signup, and purchase-event information. It does not receive your name or email address, and staff accounts and the admin area are not tracked. You can change your choice at any time through 'Cookie settings' in the footer. You may also use Google's Analytics opt-out browser add-on. For more information, see the Google Privacy & Terms page.

Individual emails sent by our team from the admin inbox may include a small tracking image and tracked links. These can record that an email was opened or a link was clicked, together with the IP address and browser type used.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

We keep personal information only for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer period is required or permitted by law, including tax, accounting, regulatory, or legal-claim requirements. The Services remember your analytics-cookie choice for 12 months and a protected-media session cookie lasts up to 3 hours. Other business-record retention periods are not hard-coded into the platform and depend on the type of record, why it is needed, and the applicable legal requirements.

Account and learning records may be kept while an account is active. Transaction and tax records may need to be kept after an account closes, and certificate records may be kept so that a certificate can still be verified. Booking, enquiry, correspondence, training, analytics, and security records are kept only while needed for their stated purpose or a legal requirement. When we have no ongoing legitimate business need to process personal information, we will delete or anonymise it or, where immediate deletion is not possible, securely isolate it from further use until deletion is possible.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at [email protected].

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the UK and are unhappy with how we have handled your personal information, you can make a complaint directly to us. This is in addition to the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018.

How to contact us:

What happens after you complain

  • We will acknowledge your complaint within 30 days of receiving it.
  • We will investigate without unjustifiable or excessive delay.
  • We will keep you informed of progress and explain the outcome.

If you are not happy with our final response, you can refer your complaint to the Information Commissioner's Office, the UK supervisory authority.

  • Website: ico.org.uk/make-a-complaint
  • Helpline: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below or updating your preferences.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, replying 'STOP' or 'UNSUBSCRIBE' to the SMS messages that we send, or by contacting us using the details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

  • Log in to your account settings and update your user account.
  • Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For further information, please see our Cookie Notice: https://regdpracademy.com/cookies.

If you have questions or comments about your privacy rights, you may email us at [email protected].

10. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Revised' date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at [email protected], by phone at +353 86 081 7369, or contact us by post at:

REGDPR Ltd
Data Protection Officer
Esker South,
Esker, Co. Longford, N39 NW10
Ireland

If you have any further questions or comments, you may also contact us by post at the following corporate address:

REGDPR Ltd
Esker South,
Esker, Co. Longford, N39 NW10
Ireland
Phone: 0860817369

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.