Privacy Policy

We may collect account information, learning goals, language preferences, lesson progress, quiz results, tutor interactions, device and session details, organization membership information, and other data needed to operate the platform.

When you use Communities, we process community names, descriptions, topics, rules and visibility; memberships, roles, notification choices and read status; messages, replies, quotations, edits, reactions and timestamps; join requests; direct-invite email addresses and invite-link activity; blocks, removals, bans and ban reasons; and reports, report details, reporter and reported-user identifiers, and moderation records.

When you purchase or change a paid plan, we may receive and store limited billing information including transaction references, previous and requested plans, billing intervals, effective dates, proration amounts, payment status, payment-provider plan and subscription identifiers, refunds, and provider errors. Full payment-card details are ordinarily entered directly with the payment provider and are not stored by AdaptLearn.

Unless you disable analytics in cookie preferences, PostHog Session Replay may reconstruct page navigation, clicks, visible page state, and related browser or device details so we can diagnose problems and improve the product. Session Replay is not a live screen share or conventional video recording. Form inputs are masked, and password fields are expressly excluded from capture.

We use personal data to authenticate users, personalize learning, deliver Communities and realtime messaging, process subscriptions, support team and community administration, prevent unauthorized access, investigate reports and abuse, enforce platform rules, provide support, improve product quality, and comply with legal or regulatory obligations.

Notification categories may be enabled as account preferences, but AdaptLearn cannot deliver device or browser push notifications unless you separately grant permission through your browser or operating system. You can change notification categories in AdaptLearn and revoke device permission at any time.

Community names, descriptions, topics, rules, public-or-private status, and member counts may be visible in the directory to signed-in users, including when a community is private. Messages and membership lists are available only to active members authorized to enter that community. Other members can see message authorship, content, replies, quotations, reactions, and relevant timestamps.

Community owners, admins, and moderators can view member information needed to manage membership and may remove messages, change roles, remove or ban members, and review join requests. Reports may be reviewed by authorized AdaptLearn personnel. Report details and the email addresses of involved users may also pass through restricted operational-notification providers so the safety team can respond; reports are not sent only to the community’s own moderators.

Blocking another user records the relationship needed to hide their content and prevent interaction. A reported user may not be told the reporter’s identity except where required by law, necessary for procedural fairness, or authorized by the reporter.

Certain profile and learning-context fields may be used to generate personalized lessons, tutor responses, assessments, and progress recommendations. We work to minimize unnecessary token usage and retain operational control over caching, access restrictions, and auditability.

We process data only for defined product, security, billing, support, and compliance purposes. We aim to collect what is necessary for those functions and avoid retaining unnecessary personal data beyond operational and legal needs.

Communities are not directed to children under 13. Where a child or other person who cannot independently authorize processing is permitted to use AdaptLearn, the responsible parent, guardian, school, or institution must provide any authorization required by applicable law. Contact [email protected] if you believe a child has used Communities without required authorization.

We may use infrastructure, payment, email, analytics, AI, realtime communications, operational notification, or support service providers that process data on our behalf. Analytics providers may include Google Analytics, Cloudflare Web Analytics, and PostHog. Analytics is enabled by default and can be disabled at any time through cookie preferences. We require providers to support appropriate confidentiality, security, and contractual controls consistent with the service they perform. Payment card details are typically collected and processed by the payment provider directly, not by AdaptLearn, and the provider is responsible for the card-payment environment and the compliance controls that apply to it, including PCI-DSS where relevant.

Because AdaptLearn may serve users across multiple countries, personal data may be processed in jurisdictions different from the user’s own. Where required, we use contractual, technical, and organizational safeguards intended to support lawful cross-border handling.

We apply access controls, logging, rate limiting, payment verification, private-community access checks, and security protections designed to reduce unauthorized access or misuse.

• Community message bodies and associated message records are ordinarily retained for up to 180 days.
• When a message is deleted by its author or a moderator, its body is removed from normal display, while limited structural and moderation metadata may remain until the ordinary retention period ends.
• When an owner schedules community deletion, the community ordinarily remains available for a 72-hour grace period and is then deleted with its memberships, messages, reactions, invites, and join requests.
• When an account is deleted, authored messages may remain without the account identifier until their normal deletion date so conversations and replies remain understandable. Community ownership may transfer to another member.
• Reports, ban records, security logs, billing-change history, and transaction records are retained for as long as reasonably necessary to investigate safety issues, prevent repeat abuse or fraud, resolve disputes, meet tax, accounting, and legal obligations, and demonstrate actions taken. They are deleted or de-identified when those purposes no longer apply.

Depending on your jurisdiction, you may have rights relating to access, correction, deletion, portability, restriction, objection, or complaint. To exercise a privacy right, email [email protected] with the subject “Privacy request” and describe the request. We may ask for information needed to verify your identity and protect your account before acting on it. We will respond within the period required by applicable law.

Deleting a message, leaving a community, deleting a community, and deleting an account have different effects. A privacy request does not automatically require deletion of information that AdaptLearn must retain for legal claims, security, fraud prevention, the rights of other users, or another lawful purpose, but we will explain any applicable limitation.