Privacy Policy

Updated: 16th February 2026 


Safety Pod International Ltd is committed to protecting the privacy and personal data of users of the Safety Pod Academy. We are transparent about the information we collect, how it is used, and how it is protected.

All personal data collected through the Safety Pod Academy is processed in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We Are a Data Controller

Safety Pod International Ltd is a company registered in England and Wales
Company Registration Number: 15733190

Safety Pod International Ltd is the data controller of personal information collected and processed through the Safety Pod Academy online platform and associated systems.

What Personal Data Do We Collect?

Personal data means any information that can identify you directly or indirectly.

We may collect and process personal data when you register for the Safety Pod Academy, purchase or access courses, upload evidence for assessment, or communicate with us.

The categories of personal data we may collect include:

  • Name
  • Job title and professional role
  • Organisation / employer name
  • Email address
  • Telephone number (where provided)
  • Login credentials (encrypted)
  • Course enrolment and completion records
  • Assessment results and certification status
  • Uploaded evidence of qualifications or professional credentials
  • Uploaded video recordings submitted for assessment or competency review
  • Communications exchanged with us (emails, messages, support requests)
  • Technical data relating to your use of the Academy platform (IP address, device type, browser, login activity)
  • We only collect data that is necessary to deliver the Academy, assess learning outcomes, issue certifications, and maintain governance and quality standards.

How Do We Use Your Data?

Your personal data may be used for the following purposes:

Delivery of Online Training and Assessment

To:

  • create and manage your Academy account,
  • provide access to purchased courses,
  • review uploaded qualifications and eligibility evidence,
  • assess uploaded video submissions and other assessment materials,
  • issue, manage, or revoke certifications where applicable.

Platform Administration and Communication

To:

  • communicate with you about course access, updates, or changes,
  • notify you of assessment outcomes or certification status,
  • provide learner support and respond to enquiries,
  • maintain records for audit, governance, and quality assurance purposes.
  • These communications are operational and cannot be opted out of.

Legal, Regulatory, and Governance Purposes

To:

  • comply with legal and regulatory obligations,
  • support professional and organisational governance,
  • investigate complaints, disputes, or misuse of the platform,
  • protect our legal rights.

Service Improvement and Analytics

To:

  • analyse platform usage and learner engagement,
  • improve course content, delivery, and user experience,
  • conduct internal statistical and performance analysis.

Marketing (Optional)

Where you have given explicit consent, we may contact you about:

  • new courses,
  • Academy updates,
  • related professional learning opportunities.
  • You can opt out of marketing communications at any time.

Legal Basis for Processing

We process your personal data only where we have a lawful basis to do so, including:

  • performance of a contract (delivery of Academy services),
  • your explicit consent (e.g. marketing),
  • compliance with legal obligations,
  • legitimate interests in operating, safeguarding, and improving the Academy.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

  • certification records,
  • audit and governance requirements,
  • legal or regulatory obligations.
  • Uploaded assessment materials, including video submissions, are retained in accordance with internal retention schedules and securely deleted when no longer required.

How Secure Is Your Data?

We implement strict technical and organisational measures to protect your data, including:

  • SSL (Secure Socket Layer) encryption,
  • secure, access-controlled systems,
  • role-based access to assessment materials,
  • secure storage with trusted third-party providers.
  • All third-party providers are required to meet UK GDPR security standards.

Sharing Your Data

We may share personal data only where necessary and only with:

  • authorised staff, assessors, and moderators involved in course delivery and assessment,
  • trusted service providers supporting the Academy platform (e.g. hosting, secure video storage),
  • professional advisers, auditors, or regulators where required by law,
  • law enforcement or authorities where legally required.
  • We do not sell personal data.

Cookies and Platform Tracking

The Safety Pod Academy uses cookies and similar technologies to ensure secure access, analyse platform performance, and improve learner experience.

Further information is available in the Safety Pod Academy Cookies Policy.

Your Data Protection Rights

You have the right to:

  • request access to your personal data,
  • request correction of inaccurate or incomplete data,
  • request erasure of your data where there is no lawful reason to retain it,
  • object to or restrict processing,
  • withdraw consent where processing is based on consent,
  • lodge a complaint with the supervisory authority.
  • Requests should be submitted with the subject line “Data Protection Request”.

The Information Commissioner’s Office (ICO)

You have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

Website: https://www.ico.org.uk

Contact Details

For data protection enquiries, please contact:

Safety Pod International Ltd
Email: genevieve@safetypodinternational.com

Publication and Updates

This Privacy Policy may be updated from time to time. Any changes will be communicated via the Safety Pod Academy platform or by email where appropriate.