Privacy & Cookies Policy

This Privacy & Cookies Policy explains the practices of CPD Records regarding the collection, processing, storage, and protection of personal data when you visit or use our website and the services we provide. It applies to all users of the platform, whether you are a registered professional or a visitor browsing our content.

1. Definitions and Interpretation

The following terms used throughout this Policy shall have the meanings assigned to them below:

2. Information We Collect

We may collect various types of information from and about you when you use our platform. This includes information you actively provide as well as data collected automatically:

• 2.1full name and title;
• 2.2professional email address and telephone number;
• 2.3job role, profession, and industry sector;
• 2.4organisation or employer name (if provided);
• 2.5CPD-related information such as learning activities, completion dates, and supporting evidence;
• 2.6demographic details including country, region, or postcode;
• 2.7technical data such as IP address, browser type and version, device type, and operating system;
• 2.8usage data including pages visited, time spent on the site, referral sources, and navigation patterns;
• 2.9information from cookies and similar tracking technologies (see Section 10 for details);
• 2.10any other information you voluntarily submit through forms, support requests, or feedback.

3. How We Use Your Information

3.1 We process your personal data primarily to deliver, maintain, and improve the services you expect from CPD Records, including creating and managing your professional development records.

3.2 Your data may also be used for internal purposes such as platform development, analytics, security monitoring, and compliance with legal obligations.

3.3 With your consent or where permitted by law, we may use your contact details to send important updates, service notifications, or personalised recommendations related to continuing professional development.

3.4 Specifically, we may use the collected information for the following purposes:

3.4.1 providing and personalising your CPD tracking dashboard and certificate features;

3.4.2 communicating with you regarding your account and activities;

3.4.3 conducting research and analysis to enhance user experience and platform performance;

3.4.4 sending occasional marketing communications about new features or relevant CPD opportunities (you can opt out at any time).

4. Sharing Your Data with Third Parties

We do not sell your personal data to third parties. However, we may share certain information with trusted service providers who assist us in operating the platform, such as hosting providers, email delivery services, analytics tools, and payment processors (where applicable). All such parties are contractually bound to process data only on our instructions and in accordance with this Policy, the UK GDPR, and the Data Protection Act 2018.

5. Business Transfers

5.1 In the event of a merger, acquisition, restructuring, or sale of assets, your personal data may be transferred as part of the business assets. We will ensure that any new owner is bound by similar data protection obligations.

5.2 Where such a transfer occurs, we will notify affected users in advance and offer appropriate choices regarding their data where required by law.

6. Your Choices and Control

6.1 When providing personal information, you may be offered options to limit how we use or share that data, particularly for marketing or third-party sharing purposes.

6.1.2 You can manage your communication preferences through your account settings at any time.

7. Withholding or Limiting Information

7.1 You can browse many areas of the website without registering or providing personal data. However, certain features such as creating a CPD record or generating certificates require an account and submission of relevant information.

7.2 You may also adjust your browser settings to block or restrict cookies (see Section 10 for more information).

8. Accessing and Managing Your Data

8.1 You can log into your account at any time to review, update, or correct the personal information we hold about you. Keeping your details accurate helps us provide better service.

8.2 You also have the right to request a copy of the personal data we hold about you. To make a Data Subject Access Request, please contact us at info@cpdrecords.com.

9. Data Security

9.1 Protecting your information is a priority for us. We implement appropriate technical and organisational measures, including encryption, access controls, and regular security reviews, to safeguard your data against unauthorised access, loss, or misuse.

10. Cookies and Tracking Technologies

10.1 Our website uses cookies and similar technologies to enhance your experience, remember your preferences, analyse traffic, and provide personalised content. These include both first-party and third-party cookies, as detailed in the schedules below.

10.2 When you first visit the site, you will be shown a cookie consent banner. You can accept or manage your preferences at any time. Refusing non-essential cookies may affect some features of the platform.

10.3 Strictly necessary cookies, required for core functionality such as session management and security, do not require consent but can be managed through your browser settings.

10.4 You can control cookies through your web browser settings. Most browsers allow you to block, delete, or receive notifications about cookies. Please note that disabling cookies may limit your ability to use all features of CPD Records.

10.5 You may clear cookies from your device at any time, though this might require you to re-enter certain preferences on future visits.

10.6 Third-party cookies used for analytics and performance are not essential to the basic operation of the site and can be blocked individually if desired.

10.7 We recommend keeping your browser updated and consulting its help documentation if you need assistance adjusting privacy or cookie settings.

11. Updates to This Policy

We may revise this Privacy & Cookies Policy from time to time to reflect changes in our practices, legal requirements, or platform features. Any updated version will be posted on this page, and continued use of the website after changes have been posted will indicate your acceptance of the revised terms.

Schedule 1A: Types of Cookies

Cookies can generally be classified according to their purpose, duration, and the party that places them on your device.

Duration

Session cookies – These are temporary cookies that are deleted automatically when you close your browser.

Persistent cookies — These remain on your device for a longer period, even after closing the browser, until they expire or you delete them manually. Under relevant regulations, they should generally not exceed 12 months unless you take further action.

Provenance

First-party cookies — These are installed directly by the CPD Records website you are visiting.

Third-party cookies — These are set by external organisations whose services are embedded on our website, such as analytics providers.

Purpose

Strictly necessary cookies — Essential for the website to function properly, for example to maintain your login session or enable basic navigation. Consent is not required for these.

Preferences / Functionality cookies — Allow the site to remember choices you have made, such as language preference or display settings, to provide a more personalised experience.

Statistics / Performance cookies — Help us understand how visitors interact with the platform by collecting anonymous usage data. This helps us improve the website and services over time.

Marketing cookies — Used to track browsing behaviour across sites to deliver more relevant advertisements or measure the effectiveness of marketing campaigns. These are usually persistent and third-party in nature.