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Privacy Policy

1. Introduction

This privacy policy provides you with details of how Pods Academy collects and processes your personal data through your use of our website [insert website URL], including any subdomains, and any information you may provide to us when you purchase a product or service, sign up to our email list, enrol in a course, or otherwise interact with us.

By providing us with your data, you confirm that you are over 13 years of age.

Pods Academy is the data controller and is responsible for your personal data (referred to as “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, please contact us using the details below.

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Contact Details

Legal entity name: Pods Academy

Email address: info@podsacademy.com

Postal address: [insert business address]

It is important that the personal data we hold about you is accurate and up to date. Please let us know if your personal information changes at any time by emailing us or updating your account settings where applicable.

 

2. What Data We Collect About You

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data:

 

Communication Data

Includes any communication you send to us via contact forms, email, social media, messaging platforms, comments, or any other correspondence. We process this data for communication, record keeping, and the establishment, exercise, or defence of legal claims.

Lawful basis: Legitimate interests.

Customer Data

Includes information relating to purchases or enrolments such as your name, billing address, email address, phone number, payment details, and purchase history. We process this data to provide our products and services and maintain transaction records.

Lawful basis: Performance of a contract.

User Data

Includes data about how you use our website, learning platforms, and services, including content you post or submit. This data is used to operate, secure, and administer our business and digital platforms.

Lawful basis: Legitimate interests.

Technical Data

Includes IP address, login data, browser type and version, time zone setting, device information, page views, navigation paths, and other technical information collected through analytics tools.

Lawful basis: Legitimate interests.

Marketing Data

Includes your preferences in receiving marketing from us and your communication preferences. We use this data to send relevant content, offers, and promotions.

Lawful basis: Consent or legitimate interests.

We may use Customer Data, User Data, Technical Data, and Marketing Data together to deliver relevant content and marketing communications and to measure the effectiveness of our marketing.

We do not collect sensitive personal data (such as health data, biometric data, religious beliefs, or criminal records).

If you fail to provide personal data where we are legally required to collect it or where it is needed to perform a contract, we may be unable to provide our services.

We only use your personal data for the purpose for which it was collected, unless we reasonably consider another compatible purpose is necessary. Where required, we will notify you.

We do not carry out automated decision-making or profiling.

 

3. How We Collect Your Personal Data

We collect personal data through:

  • Direct interactions (forms, purchases, email, messaging, course platforms)

  • Automated technologies (cookies, analytics, tracking tools)

  • Third parties such as:

    • Analytics providers (e.g. Google)

    • Advertising platforms (e.g. Meta/Facebook)

    • Payment processors and course-hosting platforms

We may also receive data from publicly available sources.

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4. Marketing Communications

We process your personal data for marketing based on your consent or our legitimate interests.

You may receive marketing communications from us if you:

  • Have purchased or enquired about our services, or

  • Have opted in to receive marketing communications

You can opt out at any time by:

  • Clicking the unsubscribe link in our emails, or

  • Contacting us directly

Opting out of marketing does not affect transactional or service-related communications.

 

5. Disclosure of Your Personal Data

We may share your personal data with:

  • IT and system administration providers

  • Payment processors and course delivery platforms

  • Professional advisers (lawyers, accountants, insurers)

  • Contractors and service providers (e.g. customer support, virtual assistants)

  • Government authorities where legally required

  • Third parties in the event of a business sale, merger, or restructuring

All third parties are required to respect the security of your personal data and process it lawfully and only for specified purposes.

 

6. International Transfers

Some of our service providers are located outside the European Economic Area (EEA). Where we transfer personal data outside the EEA, we ensure appropriate safeguards are in place, including:

  • Transfers to countries deemed adequate by the European Commission

  • Use of approved contractual clauses

  • Reliance on recognised certification mechanisms

Where no safeguard is available, we may request your explicit consent.

 

7. Data Security

We have implemented appropriate technical and organisational security measures to protect your personal data from loss, misuse, unauthorised access, alteration, or disclosure.

Access to personal data is limited to those who have a legitimate business need and are subject to confidentiality obligations.

We have procedures in place to handle suspected data breaches and will notify you and relevant authorities where legally required.

 

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements.

Customer and transaction data may be retained for up to ten years for tax and legal purposes.

In some cases, we may anonymise data for research or statistical purposes and retain it indefinitely.

 

9. Your Legal Rights

Under data protection laws, you have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request erasure of your data

  • Restrict processing

  • Object to processing

  • Request data portability

  • Withdraw consent at any time

To exercise your rights, please contact us at [insert legal/contact email].

We may request proof of identity to protect your data. Requests are typically responded to within one month.

If you are unhappy with how we handle your data, you have the right to complain to your local data protection authority. We encourage you to contact us first so we can try to resolve the issue.

 

10. Third-Party Links

Our website may include links to third-party websites. We do not control these websites and are not responsible for their privacy practices. Please review their privacy policies when you leave our site.

 

11. Cookies

We use cookies and similar technologies to improve your experience. You can control cookie settings through your browser. Disabling cookies may affect website functionality.

For more information, please see our Cookie Policy.

 

12. Changes to This Privacy Policy

We may update this privacy policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you by email.

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