Privacy Policy

Skill Retain is an AI-assisted learning, onboarding, and training platform for organizations, administrators, course creators, and learners. This Policy applies when you visit our website, create an account, join an organization workspace, use courses, publish content, complete training, use AI features, make payments, or contact us. Depending on the context, Skill Retain may act as a controller for website, account, billing, security, analytics, and product data, and as a processor when we process learner data on behalf of an organization customer.

We collect personal data needed to provide Skill Retain, including account details, organization and role data, course activity, learning progress, certificates, content you submit, payment-related records, communications, device information, cookies, and usage analytics. We use this data to provide the platform, personalize learning, support AI-assisted features, secure accounts, process subscriptions, support customers, communicate with users, improve the product, comply with law, and protect rights and safety. You may have privacy rights, including access, correction, deletion, portability, objection, restriction, withdrawal of consent, and complaint rights with a supervisory authority.

This Policy covers personal data processed through Skill Retain websites, applications, organization workspaces, learning content, AI features, support channels, billing flows, and related services. Some website features may be used without creating an account, but most learning and organization features require personal data. You are responsible for ensuring that personal data you provide is accurate and that you have authority to submit personal data about other people.

We may collect identity and contact data such as name, email address, phone number, organization, job title, country, language, and profile settings. We may collect account registration data such as username, password credentials, authentication events, role, permissions, invitations, workspace membership, and account preferences. We may collect communications and support data such as messages, forms, emails, chat content, feedback, survey answers, requests, and files you send to us. You should avoid submitting unnecessary sensitive personal data in free-text fields, prompts, comments, assignments, or support requests.

When you use Skill Retain, we may collect course enrollment, lessons viewed, time spent, quiz answers, scores, progress, completion status, certificates, assessment activity, comments, uploaded files, course drafts, videos, templates, prompts, and content created through the course builder. If your account is part of an organization, we may receive personal data from that organization during invitation, onboarding, single sign-on, role assignment, or training administration. Organization administrators may access analytics and training records needed to manage learning programs.

We may collect IP address, device type, browser, operating system, log data, pages visited, referring URLs, feature usage, errors, performance metrics, approximate location derived from IP address, cookie identifiers, and similar technical information. We use necessary cookies for login, security, session management, language settings, and core functionality. Where allowed, we may use analytics or performance cookies to understand product usage and improve the platform. Optional cookies are used with consent where required by law.

If paid plans are enabled, third-party payment providers may collect and process payment method details, billing address, tax information, transaction history, charge status, and fraud prevention signals. Skill Retain generally receives limited payment records, such as plan, status, amount, currency, invoice, and customer identifiers. We may also receive data from integration partners, identity providers, survey tools, credentialing services, or organization systems when those integrations are enabled.

Contract: to create accounts, provide courses, manage workspaces, process subscriptions, issue certificates, deliver support, and provide requested services. Legitimate interests: to secure the platform, prevent fraud and abuse, diagnose errors, improve features, measure product performance, support organizations, communicate service updates, and protect legal rights. Consent: for optional marketing, optional cookies, optional surveys, and any processing that legally requires consent. Legal obligation: to comply with tax, accounting, consumer protection, regulatory, security, sanctions, dispute, and lawful request obligations.

Skill Retain may use AI features to support teaching and course generation, including course drafts, lesson summaries, quiz suggestions, program structure, content transformation, and knowledge extraction from training materials. AI features may support learning through recommendations, explanations, study assistance, roleplay, feedback, search, flashcard-style review, and personalized learning paths. AI features may support assessment and administration through draft feedback, progress insights, quiz generation, integrity signals, support routing, and analytics. We aim to disclose AI-assisted functionality clearly and avoid solely automated decisions that produce legal or similarly significant effects without appropriate safeguards.

AI features may process prompts, course materials, uploaded files, learner activity, quiz responses, progress signals, organization settings, and administrator instructions. AI outputs may be inaccurate, incomplete, or biased and should be reviewed before use. Do not submit sensitive, confidential, regulated, or third-party personal data into AI features unless you are authorized and the processing is appropriate for your organization. Where AI-assisted assessment or recommendations materially affect a learner, organizations should provide human review, appeal routes, and clear notices where required.

We do not sell personal data. We may share data with service providers that support hosting, databases, email, analytics, payments, customer support, security, file storage, video, AI infrastructure, identity, and credentialing. For organization workspaces, we may share learner records, analytics, course progress, completion status, scores, certificates, and usage activity with authorized administrators for training, compliance, reporting, and workforce development. We may disclose data to authorities, courts, external advisors, acquirers, affiliates, or other parties where required by law, needed for corporate transactions, or necessary to protect rights, safety, security, and enforce our Terms.

Skill Retain may link to third-party websites or integrate third-party services. We are not responsible for the privacy practices, content, or security of third-party services that we do not control. If you use a third-party integration, payment provider, identity provider, AI provider, video tool, or credentialing platform, that provider may process your data under its own terms and privacy policy.

We retain personal data for no longer than reasonably necessary for the purposes described in this Policy, including providing services, maintaining organization records, complying with law, resolving disputes, enforcing agreements, preserving security logs, and protecting legal claims. Account and learning records are generally retained while the account or organization workspace is active. Billing, tax, audit, security, backup, dispute, and legal records may be retained longer where required or permitted. Deleted data may remain in backups or logs for a limited period before being overwritten or anonymized.

We use technical, administrative, and organizational safeguards designed to protect personal data, such as access controls, authentication, encryption in transit where appropriate, logging, backups, least-privilege permissions, vendor review, and internal security practices. No internet service is completely secure. You are responsible for protecting credentials, using strong passwords, assigning roles carefully, and reporting suspected unauthorized access.

Depending on your location, you may have the right to access personal data, correct inaccurate data, request deletion, restrict processing, object to processing, request portability, withdraw consent, opt out of certain marketing or cookies, and receive information about automated decision-making. If your account belongs to an organization, some requests may need to be handled by that organization as controller. We may need to verify your identity before fulfilling a request. Some data may be retained where required by law, security, fraud prevention, accounting, dispute resolution, or legal claims.

Personal data may be processed in countries other than where you live. Those countries may have different data protection laws. Where GDPR, UK GDPR, or similar laws require safeguards, we aim to use appropriate transfer mechanisms such as adequacy decisions, Standard Contractual Clauses, UK Addendum where applicable, data processing agreements, vendor assessments, and security controls.

Skill Retain is intended for professional training, employee onboarding, and organization learning. We do not knowingly collect personal data from children under the minimum age allowed by our Terms. If an organization uses Skill Retain with younger learners, that organization is responsible for ensuring it has authority, notices, consent, parental or guardian permissions where required, and appropriate safeguards.

We may update this Policy as our product, vendors, laws, or privacy practices change. Material changes may be communicated by website notice, in-product notice, email, or another reasonable method. For privacy questions, rights requests, AI-related questions, or complaints, contact privacy@skillretain.com. For legal questions, contact legal@skillretain.com. If GDPR applies, you may also have the right to complain to your local data protection supervisory authority.