Privacy Notice

PioNed Systems Ltd is the data controller for account holders and website visitors. For learner records entered by a training provider, that provider is the controller and we act as processor on their instructions. Contact us at support@pioned.io.

• Account data (name, work email, organisation, role, login credentials) — to create and secure your account. Legal basis: performance of a contract.
• Provider profile data (organisation details, accreditation numbers, billing contact) — to provide and administer the service. Legal basis: contract.
• Content you enter (learner, attendance, assessment, workplace and finance records) — to deliver the platform's functions. Legal basis: contract, and your instructions as controller.
• Support messages — to answer your questions. Legal basis: legitimate interests.
• Usage and telemetry (pages used, device and browser type, IP address, error logs, audit trail) — for security, fraud prevention, troubleshooting and product improvement. Legal basis: legitimate interests.
• Marketing emails, where you opt in — legal basis: consent, withdrawable at any time.

Payment card details are collected and processed by Paddle, not by us; we only receive the transaction and subscription status.

• Service providers and subprocessors: cloud hosting and database, email delivery, messaging and analytics tooling.
• Paddle.com, our Merchant of Record, for the sale of the product, subscription management, payments, tax compliance and invoicing.
• Professional advisers (legal, accounting) where necessary.
• Authorities, regulators or SETAs where required by law or where you instruct us to submit data.

We do not sell personal data.

Our infrastructure and some subprocessors are located outside the UK/EEA. Where data leaves the UK/EEA we rely on adequacy decisions or Standard Contractual Clauses with appropriate supplementary measures.

Account and provider data is kept for the life of the account and for up to 12 months afterwards, unless a longer period is required for tax, audit or funding-compliance reasons. Learner records are retained per the training provider's own retention settings in the app. Logs and telemetry are kept for up to 12 months. Data no longer needed is deleted or anonymised.

We apply appropriate technical and organisational measures: encryption in transit and at rest, row-level access controls scoped per organisation, role-based permissions, optional two-factor authentication, audit logging and least-privilege access for staff.

Depending on where you live, you have the right to access, correct, erase, restrict or object to processing of your personal data, to data portability, and to withdraw consent. Under the UK GDPR and GDPR you may also complain to your supervisory authority (in the UK, the Information Commissioner's Office). South African users have equivalent rights under POPIA, including objecting to processing and complaining to the Information Regulator. Email support@pioned.io and we will respond within one month.

We use essential cookies and local storage to keep you signed in and to remember interface preferences; these cannot be disabled without breaking the service. Any analytics cookies are used only to understand aggregate product usage, and you can manage them through your browser settings.

We will post any updates to this notice on this page with a revised "last updated" date.