Outdure Academy — Learner Privacy Notice
Document ID: ACADEMY-PUB-04 · Version: 2026.09.2 · Effective: 7 September 2026 · Controller: Outdure International Limited, a company incorporated in Hong Kong with limited liability · Registered office: available from academy@outdure.com on request · Contact: privacy@outdure.com
This notice explains how we handle personal information about Outdure Academy learners and applicants. It supplements our general Privacy Notice; where the two differ on an Academy-specific point, this notice controls for that point.
1. Who is responsible
Outdure International Limited is the controller for the personal information described in this notice. Our contact point for privacy is privacy@outdure.com.
2. What we collect
| Category | Examples |
|---|---|
| Identity and contact | Name, email, phone, address; the employer or business you identify at enrolment |
| Trade and employer | Your trade role and employer; the dealer or distributor channel you were referred through, if any |
| Training progress | Modules and assessments started, completed or failed; scores; safety-relevant question outcomes; course version identifiers; dates |
| Verified submissions | Photographs and installation documentation you submit for review; the site's general location; the review outcome |
| Status records | Your Registered / Trained / Verified status history, dates attained, the record of what was verified and by whom, remediation flags and their resolution, any status decision and its ground, and any Certificate of Completion issued |
| Directory and enquiries | The listing content you ask us to publish, and enquiries we pass to you |
| Account and technical | Sign-in records and platform usage data |
Photographs of a customer's property. Where you submit these, you are responsible for having the property owner's agreement. Do not send us a customer's personal information you do not need to send.
3. Why we use it, and on what basis
| Purpose | Basis (where a lawful basis is required) |
|---|---|
| Running the programme — enrolment, delivering courses, tracking progress, marking assessments, determining status | Performance of our agreement with you; our legitimate interests in operating the programme |
| Reviewing installation documentation and granting or refusing Verified status | Performance of our agreement with you; our legitimate interests in making an accurate public statement |
| Keeping a record of what was verified, when, by whom and against which instructions | Our legitimate interests in being able to evidence a representation we have made publicly, and in defending a claim |
| Programme integrity — investigating a suspected integrity breach, a remediation flag or a conduct report | Our legitimate interests in the integrity and safety of the programme |
| Publishing a directory listing and passing enquiries to you | Your request; our legitimate interests in operating the directory |
| Confirming, at the time of a product warranty claim, whether an installer held a stated status on a stated date | Our legitimate interests in accurate claims handling and in defending a claim |
| Product-safety notification about training content | Our legitimate interests, and safety |
| Complying with law | Legal obligation |
We do not sell your personal information, and we do not share it for anyone else's marketing.
4. Who we share it with
- Your employer, where you have identified one or were enrolled by one — limited to your current status and the date attained, whether you have an open remediation flag (without its underlying detail, absent your consent or a specific warranty-claim need), and aggregate completion figures across that employer's learners. Never your assessment answers. See the Academy Learner Records and Employer Access Policy.
- Warranty claims handling — limited to confirming or denying that a named installer held a stated status on a stated date, and, where genuinely necessary to resolve a specific claim, the relevant part of the verification record. Not your full record.
- The public, but only the directory listing content you ask us to publish, together with the status and its scope line.
- A person making an enquiry, where you have asked to receive enquiries — your listing contact details only.
- Service providers (our subprocessors) who process data on our behalf under an agreement that protects it. At general availability these are: Supabase (database, authentication and file storage), Vercel (application hosting), Resend (transactional email) and Sentry (operational error monitoring, which may incidentally process technical request or error details so we can keep the platform reliable — it is not advertising or usage analytics). We do not use analytics or marketing tracking at general availability.
- Where the law requires it, or to establish, exercise or defend a legal claim.
5. Where it is held
We are based in Hong Kong and use service providers in other countries, so your information may be transferred to and processed in countries other than your own, including countries whose data-protection law differs from your own. Your information is transferred to and processed in countries outside your own, and this includes processing outside the EEA and the UK. Where such a restricted transfer requires a safeguard, we rely on an appropriate safeguard with the provider concerned. We do not identify a specific transfer mechanism here unless we can state it accurately; ask us at privacy@outdure.com for the safeguard that applies to you.
6. How long we keep it
6.1 Status and verification records — the fact of a status, the date, what was verified, by whom, against which instructions, and any status decision — are kept for as long as they may be needed to answer a question about an installation carried out while the status was held, and to establish, exercise or defend a legal claim. Because a product warranty may run for a very long period, this can be a long time.
6.2 Where we can, once your account closes we reduce what is held to the status record itself and the identifiers needed to make it provable, and remove the rest.
6.3 Routine assessment answers not needed for that purpose are kept for a shorter period.
6.4 Where records are subject to an active or reasonably anticipated dispute, we keep them until the matter is resolved.
7. Your rights
Subject to the law that applies to you, you may ask us to give you a copy of your Academy personal information, correct it, delete it, restrict or object to how we use it, or provide it in a portable form; and, where we rely on consent, withdraw it. Contact privacy@outdure.com.
We may decline or delay a deletion request where the information is needed for the retention purposes in section 6, or is connected to an active dispute, and we will explain why. Your right to complain to your local data-protection authority is unaffected.
8. If your employer can see some of your data
If you were enrolled by, or have identified, an employer, they may see the limited categories in section 4. This is disclosed to you at enrolment. Your status is personal to you — it belongs to you, not to your employer, and it does not stay visible to a former employer once you tell us the employment has ended.
9. A note on our records systems
We are honest about this: we do not yet operate a single dedicated learner-records system. The Academy Learner Records and Employer Access Policy sets out the standard we apply now and the standard any system we adopt must meet, including an append-only history of status changes and restricted access to full records.
10. Cookies
Cookies and similar technologies used on the Academy platform are described in the Academy Cookie Notice.
11. Changes and contact
We may update this notice; a material change carries a new version number and effective date. Contact privacy@outdure.com.
Outdure International Limited, a company incorporated in Hong Kong with limited liability. Registered office: available from academy@outdure.com on request. Contact: privacy@outdure.com.