Privacy Policy

1. Our Core Principles

We approach data handling with the following commitments:

• We collect only the minimum information reasonably necessary to provide our services.
• We do not use your information for marketing purposes without your explicit consent.
• When legally required to disclose information, we will notify you to the extent permitted by law.

2. Information We Collect

We collect personal data through several means:

Information you provide directly

• Account registration details (name, email address, password)
• Profile information (job title, organisation, profile photo)
• Content you create or upload (courses, assessments, documents)
• Communications you send us (support requests, feedback)

Information collected automatically

• Usage data (pages visited, features used, time spent in the platform)
• Device and browser information (IP address, browser type, operating system)
• Log data (access times, referring URLs, error reports)
• Cookies and similar tracking technologies (see Section 9)

Information from third parties

• Single sign-on providers (Google, Microsoft) when you choose to authenticate via them
• Payment processors (Stripe) for billing information — we do not store full card details
• Your organisation's HRIS or CRM if your administrator connects an integration

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the IntelLMS platform and its AI-powered features
• Personalise learning paths and recommendations based on your activity and skill profile
• Process payments and manage your subscription
• Send transactional communications (account confirmations, password resets, course enrolment notifications)
• Send service updates and product announcements — you may opt out at any time
• Respond to support requests and resolve technical issues
• Conduct analytics to understand platform usage and improve our product
• Comply with legal obligations and enforce our Terms of Service

4. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. When you close your account we will delete or anonymise your personal data within 90 days, unless we are legally required to retain it for a longer period (for example, financial records required under applicable tax law).

Learning records (xAPI / LRS data) may be retained for longer periods if required by your organisation's compliance obligations. In that case, your administrator is responsible for configuring appropriate retention policies.

5. Sharing Your Information

We do not sell your personal data. We share it only in the following limited circumstances:

• Within your organisation: Administrators of your IntelLMS account can view activity reports, progress data, and completion records for learners in their organisation.
• Service providers: We share data with trusted third-party providers who help us operate the platform (hosting, payments, analytics, email delivery). These providers are contractually bound to process data only as instructed by us.
• Legal requirements: We may disclose data if required by law, court order, or to protect the rights and safety of IntelLMS, our users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred. We will notify you before any such transfer and give you the opportunity to delete your account.

6. International Data Transfers

IntelLMS operates globally. Your data may be stored and processed in countries other than your own, including the United States and the European Union. Where we transfer data outside your jurisdiction, we apply appropriate safeguards (such as Standard Contractual Clauses for transfers from the EEA) to ensure your data receives an equivalent level of protection.

7. Security

We implement industry-standard technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. These include encryption at rest and in transit, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

If you suspect your account has been compromised, please contact us immediately at hello@intellms.com.

8. AI Features and Your Data

IntelLMS uses AI models (including third-party AI providers) to power features such as the AI tutor, content generation, skill assessments, and recommendations. When you interact with these features, your inputs may be processed by AI models. We do not use your content to train third-party AI models without your explicit consent. AI-generated outputs should be reviewed before publication, as they may be inaccurate or incomplete.

9. Cookies

We use cookies and similar technologies to:

• Keep you signed in (session cookies)
• Remember your preferences (persistent cookies)
• Understand how you use the platform (analytics cookies)

You can control cookie settings through your browser. Disabling certain cookies may affect platform functionality. We do not use cookies for third-party advertising.

10. Private Portals

If your organisation operates a branded IntelLMS portal, the portal administrator is responsible for its security configuration and must provide their learners with any supplemental privacy terms required by their applicable laws.

11. Children

IntelLMS is not directed at children under the age of 16 (or the applicable age of majority in your jurisdiction). We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

12. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data ("right to be forgotten")
• Restrict or object to certain processing
• Data portability (receiving your data in a machine-readable format)
• Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at hello@intellms.com. We will respond within 30 days.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes we will notify you by email or by displaying a prominent notice within the platform. Your continued use of IntelLMS after changes take effect constitutes your acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us at:

• Email: hello@intellms.com
• Website: intellms.com