Who this policy covers
Administrators and course creators who run academies, learners who take training in them, and people who visit our website or contact us.
For learner data inside an academy, the organization that runs the academy (usually your employer) decides what is collected and how it is used, and we process it on its behalf. Questions about that data are best sent to your academy’s administrator.
What we collect
- Account data: administrators’ names, work emails and a password stored in a form that can’t be read back, plus the organization’s name, address and time zone.
- Roster and learning data: learners’ names, work emails, departments, job titles, assignments, progress, assessment results, acknowledgments and certificates, as entered by the organization or created as people learn.
- Course content: the courses, documents, images and videos an organization adds.
- Billing data: plan, invoices and payment status. Card details are collected and stored by our payment processor, never by us.
- Technical data: IP address, browser type, request logs and security events we need to run and protect the service.
- Messages: support requests and contact messages you send us.
How we use it
To provide and secure the academy, deliver assignments and reminders, issue certificates, produce reports, bill subscriptions, answer support requests and meet our legal obligations.
We do not sell personal data, we do not share it for cross-context behavioral advertising, and we do not use learner data for advertising.
AI features
When a course creator uses AI drafting, captions or picture generation, the course material they provide (such as text, documents and videos) is sent to our AI service provider to produce the result. Learner records are not sent. Under its business terms, our AI provider does not use this data to train its models.
Each academy can switch AI features off.
Where it is stored
We host MyWorkAcademy with established cloud providers. Our servers are in the United States, and your academy’s files and backups are stored in North America. Some service providers, for example those that send email or deliver our pages quickly, may process data in other countries, with safeguards appropriate to the data, and it may then be subject to the laws of those countries.
How we protect it
Encrypted connections; separation between academies built into how records are stored; training records that are locked once recorded; access based on each person’s role; malware scanning for uploads; and encrypted daily backups kept separately from the service.
No system is perfectly secure. If we become aware of a security incident that affects your data, we will notify affected organizations without undue delay, and as the law requires.
How long we keep it
We keep an academy’s data while the academy is active, and after a paid subscription ends, so the organization can return or download its records. Training evidence (completions, acknowledgments, certificates and their history) is designed to be permanent, so it can’t be quietly changed or removed. If an organization asks us to close its account, we remove what we can and tell it what must be kept, and why.
Contact and support messages are kept only as long as we need them to respond and to keep a record of the conversation. Request logs contain technical details only and are removed automatically as they age. Encrypted backups can hold copies of data for up to a year after it is removed from the service, and are then deleted automatically.
Your rights and choices
Learners: your organization controls your training records. Your academy’s administrator can show you your data and correct it in the academy. Because training records are kept intact as evidence, deleting them is limited, but we will help your organization with any request.
Administrators and visitors: you can ask us to access, correct or delete your personal data, or to close your organization’s academy, by emailing admin@myworkacademy.com.
Depending on where you live, privacy laws in Canada or in U.S. states such as California may give you further rights, including to know what we collect and why, to correct or delete it, and to opt out of certain uses. Because we don’t sell or share personal data for advertising, there is nothing to opt out of there. We may need to verify your identity before acting on a request, and we will not treat you differently for exercising your rights.
Children
MyWorkAcademy is for workplace training and is not directed to children under 13. If you believe a child’s data has been provided to us, contact us and we will delete it.
Changes to this policy
We post updates here, and we email administrators about material changes before they take effect.
Contact
Privacy questions or requests: admin@myworkacademy.com. We respond within 30 days.