Privacy Policy

Our role: controller vs. processor

Data protection law makes a distinction between a "Data Controller" and a "Data Processor". Our role depends on how you interact with us and the Platform:

• When we act as a Data Processor (Customer Data): when our B2B clients (Tenants) use the Maple Edge Training platform to manage their training operations, they input data into our systems (such as their trainees' course attendance records, client details, and trainer assignments). For this data, the Client is the Data Controller and Maple Edge Software is the Data Processor. We only process this data in accordance with our clients' written instructions and agreements with our clients. If you are a trainee or employee of one of our clients, their privacy policy applies to your data, and you should contact them directly to exercise your data protection rights.
• When we act as a Data Controller: when you visit the Maple Edge Training website, sign up for a tenant admin account, contact customer support, or pay for our services, Maple Edge Software acts as the Data Controller. The remainder of this privacy policy applies to the data we process as a Data Controller.

Contact details

What information we collect, use, and why (as a controller)

For the operation of client accounts, billing, and platform provision

• Names and business contact details of account administrators
• Payment and billing details (including card or bank information)
• Purchase and subscription history
• Account registration and login details

To prevent, detect, investigate or prosecute crimes and protect our systems

• Names and contact information
• Authentication, system access, and security audit logs (including IP addresses)

For service updates, website analytics, or marketing purposes

• Names and business contact details
• Marketing preferences
• Website user information (including user journeys and cookie tracking)
• Records of consent, where appropriate

For dealing with queries, complaints or claims

• Names and contact details
• Correspondence and support tickets
• Relevant account or transaction records

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information as a Controller.

Your data protection rights include:

• Your right of access — you have the right to ask us for copies of your personal information.
• Your right to rectification — you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure — you have the right to ask us to delete your personal information.
• Your right to restriction of processing — you have the right to ask us to limit how we can use your personal information.
• Your right to object to processing — you have the right to object to the processing of your personal data.
• Your right to data portability — you have the right to ask that we transfer the personal information you gave us to another organisation.
• Your right to withdraw consent — when we use consent as our lawful basis, you have the right to withdraw it at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. Please contact us using the details at the top of this policy.

Note: if your request relates to data inputted by one of our clients into Maple Edge Training, we will forward your request to the relevant client so they can respond.

Our lawful bases for collection and use

• Contract: where we need to process your data to enter into or carry out our software subscription contract with you (e.g. account creation, billing, customer support).
• Legitimate interests: where we process personal information to operate, secure, maintain, and improve the Maple Edge Training platform, prevent fraud, and conduct B2B direct marketing to prospective or existing business contacts. We ensure this does not cause undue risk of harm to your privacy rights, and we provide clear opt-outs for marketing.
• Legal obligation: where we must collect or use your information to comply with the law (e.g. tax reporting, fraud investigations).

Where we get personal information from

• Directly from you (when you sign up or contact us)
• Publicly available sources
• Third parties: we occasionally obtain business contact details from third-party B2B data providers (such as Apollo.io), publicly available web sources, and official industry directories.

How long we keep information

We only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Once we no longer have a legitimate business need or legal obligation to process your personal data, we will securely delete or anonymise it. For data we process on behalf of our clients (as a Processor), we retain or delete the data in line with the client's instructions.

Who we share information with

Data processors

We use third-party cloud infrastructure, software-as-a-service (SaaS), and IT service providers to help run our business. They host the Maple Edge Training platform, process subscription payments, facilitate communications, provide CRM and support tools, and supply sales intelligence services.

Others we share personal information with

• Professional or legal advisors
• Relevant regulatory authorities
• Organisations we're legally obliged to share personal information with

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us directly:

If you remain unhappy with how we've used your data, you can also complain to the ICO.

The ICO's address