Privacy Policy
Last updated: September 3, 20261. Who is responsible for what
EduViola is operated by [contracting entity to be named]. It is a training platform that organizations buy for their own people, and that split decides who is responsible for your data.
• If you were invited by your employer or another organization, that organization decides what is recorded about you and why. We hold and process it on their instructions in order to run the service. Requests about your data are best made to them first, and we will help them answer you.
• If you registered an account yourself, without an invitation, we are responsible for that account and you can come to us directly.
2. What we hold
Your account:
• Your email address and name, and an optional username and avatar image.
• A password, stored only as a cryptographic hash, or the tokens from whichever sign-in method you use.
• Each sign-in session, with the IP address and the browser or device description it came from.
Your training record, within an organization that invited you:
• Which courses and learning paths you are assigned, when access starts and ends, and any tags your administrators apply to you.
• Your progress through lessons, and when you were last active in the workspace.
• Your exam and quiz attempts, including the answers you gave and the mark you received.
• Certificates issued to you, and attendance at live sessions you registered for.
Survey answers, which are handled in one of two ways — the difference is stated on the survey itself and is set out in section 4.
Records that exist to keep the platform accountable:
• An audit log of administrative actions in an organization: who changed what, and when.
• A record of every support session we open into an organization, including who opened it and when it expired.
• IP addresses of requests to our public forms, kept briefly to throttle abuse.
If you contact us through a public form — a sales enquiry, a licence request, or registering interest in an open session — we keep what you typed, normally your name, your email address and your message.
We do not collect payment card or billing details. No payment provider is connected to this platform.
3. What is visible, and to whom
• Your display name and avatar are public. Anyone who can reach the platform can see them, including people who are not signed in. Do not put anything in your display name that you would not publish.
• Administrators of an organization you belong to can see your training record for that organization: assignments, progress, attempts, marks and certificates.
• Certificates are verifiable by anyone holding the verification code, without signing in. That page shows the holder's name, the course and the issuing organization, and nothing else. Treat a verification code as shareable, because that is what it is for.
• An organization that licensed a course to your employer does not see your record through that licence. Owning the content is not a reason to see another company's people.
• Our staff can enter an organization's workspace to support it. Each session is time-limited, expires on its own, and is recorded in that organization's audit log. Survey answers are withheld from support sessions entirely.
4. Survey answers, precisely
Course surveys run in one of two modes, and the survey screen tells you which applies before you answer.
• Anonymous. Your answers are stored with no link to your account — there is no identifier on the record that could connect it back to you, by design rather than by policy. Administrators see counts only, and no counts at all until at least three people have answered. The limit of that deserves saying: a threshold reduces the chance of somebody being identified from a small group, it does not eliminate it, and in a team of three or four a determined reader may still draw conclusions.
• Identified. Your answers are recorded against your name and are visible to your organization's administrators, who can also export them. This is used where an organization needs to follow up individually, and the survey says so before you begin.
You do not have to answer a survey. Skipping is recorded as a skip, not as an opinion.
5. Why we hold it
• To let you sign in and to keep your account secure.
• To deliver the training your organization assigned you, and to record that you completed it.
• To issue and verify certificates, which both you and your organization may need to rely on later.
• To send the messages the service needs to send: invitations, password resets, assignment notices and certificate notifications.
• To keep the platform working and secure — throttling abuse, keeping an audit trail, and diagnosing faults.
We do not sell personal data, we do not use it for advertising, and we do not use your training records to train any machine-learning model.
6. Who else receives it
We use a small number of suppliers to run the service. These are the only third parties that receive personal data from EduViola:
• Railway — hosting for the application and the database, and therefore all of the data in section 2.
• Cloudflare (R2) — storage for uploaded files, including avatars and course attachments.
• Postmark — delivery of the emails the service sends. It receives the recipient address and the message content.
PostHog also receives the limited product analytics described below. We do not use advertising trackers or screen recording.
We may disclose data where the law requires it, and we will tell the affected organization unless we are forbidden to.
7. Where it is stored
The application, the database and its backups run in the United States, in Railway's US East region. Email delivery and file storage are likewise operated by suppliers outside [governing jurisdiction to be named].
So personal data about people in Argentina and elsewhere in Latin America is transferred to and processed in the United States. If your organization needs its data held in a particular country, tell us before you commit: that is a hosting decision we would have to take deliberately, not a setting available in the product.
8. How it is protected
• All traffic to the platform is encrypted in transit.
• Course attachments are encrypted before they are stored, under a key the platform holds, and decrypted only when an authorised person downloads them. Our storage provider holds ciphertext it cannot read.
• Passwords are stored only as hashes. We never see your password and cannot recover it.
• Each organization's data is separated at the query level, and that separation is covered by an automated test suite that runs on every change. It is the part of the system we guard most carefully.
• Email addresses, password hashes, session records, anonymous survey answers and exam answer keys sit in tables that are structurally unreachable from any browser or mobile app; only server code can read them.
No system is perfectly secure. We do not currently hold an external security certification such as SOC 2 or ISO 27001, and we would rather say so than let you assume otherwise.
Product analytics
We use PostHog, hosted in the United States, to understand visits, learning activity, and webinar registration. We send opaque account and organization identifiers and selected actions, such as opening a lesson or completing a course. We do not send names, email addresses, answers, lesson content, meeting links, or URL parameters, and do not record your screen. Browser analytics uses a local identifier and respects Do Not Track; server-side operational milestones are measured separately. A meeting-link click does not establish attendance. Contact our privacy address to ask about or object to this processing.
9. How long it is kept
We keep your account and your training records for as long as your organization uses EduViola. We do not currently delete them automatically after a fixed period, and we would rather state that than publish a retention period the platform does not enforce.
When an administrator removes you from an organization your access ends immediately. The organization keeps the record of what you completed while you were a member, together with your name, the address they invited and the dates you had access — because that is the evidence behind any certificate you earned and behind their own training obligations.
Certificates are kept so they stay verifiable. A credential that stops resolving is worthless to the person who earned it, so deletion has a cost on both sides; if you want one withdrawn, the issuing organization can revoke it, which keeps it checkable and marks it revoked.
On request we will agree a retention and deletion schedule with your organization as part of a data-processing agreement.
10. Your rights
Depending on where you live you may have the right to ask for a copy of your data, to have it corrected, to have it deleted, or to object to how it is used. In [governing jurisdiction to be named] those rights come from local data-protection law, and you may also complain to the supervisory authority.
• You can see and correct your own name, username and avatar in your account settings at any time.
• For anything in your training record, ask the organization that invited you. Its administrators can export it, correct it, or ask us to remove it.
• For a self-registered account, or if an organization cannot help you, write to privacy@eduviola.com.
Two honest limits. There is no button in the product that erases an account and everything attached to it; we handle those requests by hand, and we will tell you what was removed and what was kept and why. And anonymous survey answers cannot be found or deleted on request — there is no link between them and you, which is precisely the protection that makes them anonymous.
11. Children and special categories
EduViola is for workplace training and is not directed at children. We do not knowingly collect data about anyone under 18. We do not collect health, biometric, racial, religious, political or other special-category data, and organizations should not enter such data into the platform.
12. Changes to this policy
If we change this policy in a way that materially affects you, we will notify organization administrators by email or post the change here before it takes effect. The platform does not currently record which version you were shown, so this page and that notice are the record.
13. Contact
[contracting entity to be named] — privacy questions to privacy@eduviola.com, anything else to admin@eduviola.com.