PRIVACY

Privacy Policy

This notice explains how eLearnsy Ltd collects, uses, stores and protects personal information when you visit the website, contact us, request an eLearning Screen Check, join our email updates or upload materials with an enquiry.

1. Who we are

eLearnsy Ltd is a company registered in Scotland under company number SC887707. Our registered office is Office 424, 18 Young St, Edinburgh, EH2 4JB, Scotland.

For questions about this notice or how we use personal information, contact support@elearnsy.com.

2. Information we collect

When you contact us or submit a project enquiry, we may collect your name, email address, organisation, project details and any supporting document you choose to upload. We also keep relevant correspondence and records of our response.

When you request an eLearning Screen Check, we collect the screenshot you upload, the course type you select, your email address, the date and time of the request, the resulting report and any separate marketing-consent choice.

Our website and hosting services may also record limited technical information such as an IP address, browser type, device information, timestamps and security logs.

3. eLearning Screen Check

The screenshot and course-type information are used to produce the visual review you requested. To prepare the report, these are sent to OpenAI’s API, together with a pseudonymous safety identifier; your email address is not sent in readable form. OpenAI generates a draft analysis, which eLearnsy reviews before the report is emailed. The report email is a service message connected to your request, and you do not need to agree to marketing to receive it.

OpenAI states that API inputs and outputs are not used to train its models by default. The request is configured not to store response application state, although standard abuse-monitoring logs may contain customer content and be retained for up to 30 days.

The Screen Check reviews visible design and learner-experience factors. It is not a complete course audit or accessibility-compliance assessment. Please upload only material you are authorised to share and do not include personal, confidential or special-category information.

Retention: the Forminator submission and uploaded screenshot are deleted after 30 days. A limited private review record, including the recipient email address, generated report and delivery status, may be retained for up to 12 months to administer the service, respond to questions, investigate misuse and understand how the tool is being used. That review record is then permanently deleted.

4. Uploaded project documents

Documents uploaded with a project enquiry are used only to understand your enquiry, assess possible work or provide agreed services. Please upload only information you are authorised to share. Avoid including sensitive personal information unless it is genuinely necessary and you have a lawful reason to provide it.

5. Email updates and marketing

Marketing emails are sent only where we have an appropriate basis to do so. Where we ask for consent, the choice is separate and optional, and the box is not pre-selected. You can withdraw consent or unsubscribe at any time using the link in an email or by contacting us.

We keep a record of when and how consent was provided so that we can demonstrate the choice made. We may retain a minimal suppression record after an unsubscribe request to ensure that marketing is not sent again.

6. How and why we use information

We use personal information to:

provide the Screen Check or other service requested;
send service-related confirmations and reports;
respond to enquiries and discuss possible work;
prepare proposals and deliver agreed services;
send optional email updates where permitted;
maintain business records, protect the website and prevent misuse; and
comply with legal obligations.

Our lawful bases may include taking steps at your request before entering into a contract, performing a contract, complying with legal obligations, consent for relevant marketing activity, and our legitimate interests in operating and protecting the business and providing the requested service.

7. Who we share information with

We may use trusted suppliers that provide website hosting, form processing, email delivery, file storage, security, analytics, accounting or professional support. They may process information only as needed to provide their services to us.

For automated Screen Check analysis, we use OpenAI as a technology provider. OpenAI processes the submitted screenshot and course type only to provide the API service to eLearnsy. eLearnsy reviews the generated draft before any report is sent.

We do not sell personal information. We may disclose information where required by law, to protect legal rights or in connection with a business reorganisation.

8. International transfers

Some technology suppliers may process information outside the UK. Where this happens, we take reasonable steps to ensure an appropriate legal safeguard is used, such as an adequacy regulation or approved contractual protections.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. The Screen Check retention period is described in section 3.

Where a project enquiry does not proceed, we normally aim to remove the enquiry and uploaded materials within 12 months of the last meaningful contact. If a project proceeds, relevant correspondence and working records may be retained for the duration of the relationship and afterwards where reasonably needed for contractual, legal, accounting or professional purposes. Financial records are retained for the periods required by law.

10. Security

We use reasonable technical and organisational measures to protect personal information, including restricted access, authenticated email delivery and controlled website administration. No internet service is completely secure, so please do not send information that is unnecessary for your request.

11. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict the use of your personal information, and to object to certain processing. You may also have a right to data portability where processing is based on consent or contract.

To exercise a right, email support@elearnsy.com. We may need to verify your identity before responding.

Your right to object: you can object to processing based on legitimate interests. You have an absolute right to object to direct marketing.

12. Complaints

Please contact us first so we can try to resolve a concern. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

13. Cookies and website analytics

The website uses essential cookies and similar technologies needed for security, forms, consent preferences and basic site functionality.

With your consent, eLearnsy uses Google Analytics 4 to understand how visitors use the website, including which pages are viewed and how visitors move through the site. Analytics storage is denied by default for visitors in the United Kingdom and European Economic Area and is enabled only after analytics consent is given through the cookie banner. You can change or withdraw your choice at any time using the Manage consent control.

Google Analytics uses cookies including _ga and _ga_*. Google may process analytics information outside the United Kingdom, using applicable contractual and legal safeguards. Details of the cookies, their purposes and retention periods are set out in our Cookie Policy.

We do not use the website to run behavioural advertising or advertising remarketing.