Outdure Academy — Learner Records and Employer Access Policy

Document ID: ACADEMY-PUB-07 · Version: 2026.09.2 · Effective: 7 September 2026 · Provider: 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 policy says what we record about a learner, how those records are protected, and what an employer can and cannot see. It should be read with the Academy Learner Privacy Notice.

Part A — Learner records

A1. Current position, stated plainly

We do not yet operate a single dedicated learner-records system. This policy states the standard we apply now, and the standard any system we adopt must meet. Where a record required below cannot be made, the status it would support is not granted.

A2. The minimum record

For each learner and each status milestone we record:

1. the learner's identity;
2. the status attained and the date attained;
3. the course version identifier(s) completed, and the assessment outcome including safety-relevant questions;
4. for Verified status: which specific installations were reviewed, on what date, by whom, on what evidence, and against which version of the installation instructions;
5. any remediation flag, what it concerned and how it was resolved;
6. any suspension, downgrade, revocation or lapse, the ground for it, the process followed and the outcome of any appeal; and
7. any decision not to act on information received, and the reason.

A3. Integrity

Status history is append-only — a status change adds an entry, it never overwrites one. Access to change a record is limited by role. Any manual grant, override or exception is time-stamped and records who approved it. Records are reconciled periodically against the underlying assessment and review material.

A4. Access inside our organisation

Full records — assessment answers, remediation detail, review evidence — are available only to Academy programme staff and, case by case for a specific claim, to the people handling that claim. They are not generally visible across the business.

A5. Retention

As set out in section 6 of the Academy Learner Privacy Notice.

Part B — Employer access

B1. What an employer can see

Where you have identified an employer, or an employer enrolled you, that employer may see:

• your current Academy status and the date you attained it;
• whether you have an open remediation flag — the fact of it, not its underlying detail, unless you consent or it is genuinely necessary for a specific claim; and
• aggregate completion figures across that employer's learners (for example, "6 of 8 installers are Trained").

B2. What an employer cannot see

Individual assessment answers or scores on ordinary items; the detail of a remediation flag; the content of a conduct report; and anything else about you beyond B1 — unless you specifically consent, or it is genuinely necessary to resolve a specific warranty claim.

B3. Basis

Employer visibility rests on your acknowledgement at enrolment, scoped to B1. Identifying an employer does not extend visibility beyond B1.

B4. When you change employer

Your status is personal to you. It does not belong to, transfer to, or stay visible to a former employer. When you tell us your employment has ended, that employer's visibility ends from that date. You may identify a new employer at any time, which starts that employer's visibility from that date, with no gap in and no effect on your own status.

B5. Disagreement about a record

If you think a record about you is wrong, tell us at privacy@outdure.com. We will correct a factual error. Where a record reflects a decision you disagree with, the route is the appeal in the Academy Assessment and Revocation Policy, and we will note on the record that it is disputed while an appeal is running.

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.