How we collect, use, and protect your personal data
J&S Software Services Ltd ("we", "us", "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Viizard Virtual Learning System Suite ("Viizard VLSS", "the Platform", "our Services").
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation. This policy applies to all users of our Platform, including educators, learners, and organisation administrators.
By using Viizard VLSS, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our Services.
The data controller responsible for your personal data is:
J&S Software Services Ltd
[INSERT REGISTERED ADDRESS]
Scotland, United Kingdom
Company Registration Number: [INSERT NUMBER]
ICO Registration Number: [INSERT NUMBER]
Data Protection Contact:
Email: [INSERT EMAIL, e.g., privacy@viizard.com]
We collect information you provide when you:
When you use our Platform, we automatically collect:
We may receive information about you from:
We do not intentionally collect special category data (such as health information, religious beliefs, or biometric data). If you include such information in course content or communications, you do so at your own discretion.
We use your personal data for the following purposes:
Under UK GDPR, we must have a legal basis for processing your personal data. We rely on the following:
| Purpose | Legal Basis |
|---|---|
| Providing our Services, managing your account | Contract: Necessary to perform our contract with you |
| Processing payments | Contract: Necessary to fulfil transactions |
| Sending service notifications | Contract: Necessary to provide the service |
| Improving our Platform, analytics | Legitimate Interests: To improve our services |
| Security and fraud prevention | Legitimate Interests: To protect our Platform and users |
| Marketing communications | Consent: Only with your explicit consent |
| Legal compliance, tax records | Legal Obligation: Required by law |
| Certificate verification by third parties | Legitimate Interests: To enable credential verification |
Where we rely on legitimate interests, we have conducted a balancing test to ensure your rights and freedoms are not overridden. You may contact us for more information about these assessments.
We do not sell your personal data. We share your information only in the following circumstances:
We use trusted third-party service providers to help us operate our Platform:
All service providers are contractually bound to protect your data and use it only for the purposes we specify.
When you earn a certificate, it becomes part of your Personal Development Portfolio (PDP). Employers and other third parties can verify your credentials using the certificate's unique QR code or verification URL. This displays your name, the course completed, completion date, and issuing educator.
We may disclose your information if required to:
If J&S Software Services Ltd is involved in a merger, acquisition, or sale of assets, your personal data may be transferred. We will notify you of any change in ownership or use of your data.
Your data is primarily stored and processed in the United Kingdom and European Economic Area (EEA) on Google Cloud Platform servers.
Some of our service providers may process data outside the UK/EEA. When this occurs, we ensure appropriate safeguards are in place:
You may contact us to obtain a copy of the safeguards we use for international transfers.
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.
| Data Type | Retention Period |
|---|---|
| Account information | Duration of account plus 2 years after deletion |
| Course content (Educators) | Duration of account; exported upon request before deletion |
| Learning records and certificates | Indefinitely (to enable ongoing credential verification) |
| Payment and billing records | 7 years (UK tax and accounting requirements) |
| Support communications | 3 years after resolution |
| Analytics data | 26 months (aggregated/anonymised thereafter) |
| Marketing consent records | Duration of consent plus 2 years |
After the retention period, data is securely deleted or anonymised so it can no longer be associated with you.
Note for Learners: Your certificates and portfolio remain verifiable even after account deletion, as this is essential for employers to verify your credentials. You may request full deletion including certificates, but this will invalidate your credentials.
Under UK GDPR, you have the following rights regarding your personal data:
You can request a copy of the personal data we hold about you. We will provide this within one month of your request.
You can request correction of inaccurate or incomplete data. You can also update most information directly in your account settings.
You can request deletion of your personal data in certain circumstances, such as when the data is no longer necessary or you withdraw consent. Some data may be retained for legal compliance.
You can request that we limit how we use your data while we address your concerns about accuracy or our legal basis for processing.
You can request your data in a structured, commonly used, machine-readable format (such as CSV or JSON) and have it transferred to another provider.
You can object to processing based on legitimate interests or for direct marketing purposes. We will stop unless we have compelling legitimate grounds.
We do not make decisions based solely on automated processing that produce legal or similarly significant effects on you.
To exercise any of these rights, please contact us at [INSERT EMAIL]. We will respond within one month. If your request is complex, we may extend this by up to two additional months, and we will inform you of the reason.
We may need to verify your identity before processing your request. There is no fee for most requests, but we may charge a reasonable fee for manifestly unfounded or excessive requests.
If you are not satisfied with how we handle your data or your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it.
While we strive to protect your data, no method of transmission or storage is 100% secure. If you believe your account has been compromised, please contact us immediately.
Viizard VLSS is not directed at children under the age of 16. We do not knowingly collect personal data from children under 16 without parental consent.
If you are under 16, you may only use our Platform with the involvement and consent of a parent or guardian.
If we become aware that we have collected personal data from a child under 16 without appropriate consent, we will take steps to delete that information promptly.
If you believe we have inadvertently collected data from a child, please contact us at [INSERT EMAIL].
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
When we make changes:
We encourage you to review this policy periodically. Your continued use of our Services after changes are posted constitutes your acceptance of the updated policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
J&S Software Services Ltd
[INSERT ADDRESS]
Scotland, United Kingdom
Email: [INSERT EMAIL, e.g., privacy@viizard.com]
General Enquiries: Contact Form
We aim to respond to all enquiries within 5 working days.