Expert LMS Ltd is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, store, share, and protect personal data when you visit our website, contact us, request a demo, use our platform, or otherwise interact with us.
1. Who we are
Expert LMS Ltd is a UK based provider of learning management and workforce technology solutions.
For the purposes of data protection law, Expert LMS Ltd is the data controller where we decide how and why personal data is used, unless we are acting on behalf of a customer as a data processor.
Contact details
Expert LMS Ltd
Office 10, First Floor, 1 The Portway, Porthcawl, Wales, CF36 3XB
expertlms.com
2. The data we collect
We may collect and process the following categories of personal data:
Identity data
This may include your name, job title, employer, username, and similar identifiers.
Contact data
This may include your email address and mobile number.
Account and platform data
This may include login details, profile information, training records, assessment results, certificates, signed documents, staff review records, acknowledgements, and other information entered into the platform by customers or authorised users.
Technical data
This may include IP address, browser type and version, device type, operating system, time zone setting, and system logs.
Usage data
This may include information about how you use our website, platform, apps, and services.
Marketing and communications data
This may include your preferences for receiving marketing from us and your communication preferences.
3. How we collect personal data
We collect personal data in a number of ways, including:
- directly from you when you contact us, request information, download content, book a demo, or use our services
- from your employer or organisation when they create or manage your access to the Expert LMS platform
- automatically through cookies, logs, and similar technologies when you use our website or platform
- from third parties such as integration partners, service providers, or publicly available business sources
4. How we use personal data
We may use personal data to:
- provide and manage our website, platform, apps, and services
- create and administer user accounts
- deliver training, compliance, document, communication, and review features
- respond to enquiries, requests, and support issues
- manage customer relationships and service delivery
- improve our website, platform, services, and security
- send service related and operational communications
- send marketing communications where permitted by law
- comply with legal and regulatory obligations
- protect our business, systems, users, and data
5. Lawful bases for processing
We process personal data only where we have a lawful basis to do so. Depending on the circumstances, these may include:
- performance of a contract
- legitimate interests
- compliance with a legal obligation
- consent, where required
6. When we act as a processor
In many cases, Expert LMS Ltd acts as a data processor on behalf of its customers. In those cases, the customer is the data controller and decides how personal data is used within the platform.
Where we act as a processor, we process personal data only in line with our customer’s documented instructions, our contractual commitments, and applicable law.
7. Marketing
We may send information about our services, updates, events, and relevant content where permitted by law.
You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.
8. Data storage location
As a general rule, customer platform data is stored in the UK.
However, some of our third party service providers and sub processors may process limited categories of personal data outside the UK, depending on the nature of the service they provide, such as communications delivery, infrastructure support, content delivery, analytics, authentication, or AI related processing. Where this happens, we take steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law. Official provider documentation for Twilio, Cloudflare, Microsoft, Firebase, and Groq confirms that they maintain privacy, security, and data processing terms for customers, including sub processor and transfer related arrangements.
9. Sharing personal data
We may share personal data where necessary with:
- employees, contractors, and consultants
- customer organisations that manage their own users
- professional advisers
- regulators, legal authorities, or courts where required
- trusted service providers who support our hosting, infrastructure, communications, analytics, security, and platform delivery
We require third parties processing personal data on our behalf to handle it securely and in accordance with applicable data protection law.
10. Secondary data processors
To deliver our services, we may use third party providers that process personal data on our behalf or support the infrastructure used to provide our services.
These may include:
Twilio
We may use Twilio for communication services such as SMS messages, notifications, verification codes, and related messaging functions. Twilio publishes its sub processor information and related privacy documentation.
Cloudflare
We may use Cloudflare for website performance, DNS, content delivery, caching, and security services including traffic protection and web application security. Cloudflare publishes information about its privacy programme and sub processors.
Microsoft Azure
We may use Microsoft Azure for cloud hosting, infrastructure, storage, backup, and related technical services. Microsoft publishes information about online services subprocessors and data access controls.
Groq
We may use Groq for AI related processing and performance infrastructure where this supports platform features, automation, or related services. Groq publishes a privacy policy and a customer data processing addendum for its cloud services.
Firebase
We may use Firebase, a Google service, for application support services such as authentication, databases, hosting, messaging, analytics, or related technical functionality. Google publishes Firebase privacy and data processing documentation, including its data processing and security terms.
Where these providers process personal data on our behalf, we take reasonable steps to ensure that appropriate contractual, organisational, and security safeguards are in place.
11. International transfers
Where personal data is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include adequacy decisions, the UK International Data Transfer Agreement, the UK Addendum, or other lawful mechanisms recognised under data protection law. The providers listed above publish information relating to their privacy, security, and processing arrangements.
12. Data security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, misuse, loss, alteration, or disclosure.
These measures may include access controls, authentication, encryption where appropriate, monitoring, secure hosting arrangements, backup procedures, and supplier due diligence.
13. Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, regulatory, contractual, and operational reasons.
Where we act as a processor on behalf of a customer, we retain data in line with the relevant contract and the customer’s instructions.
14. Your rights
Depending on the circumstances, you may have the right to:
- request access to your personal data
- request correction of inaccurate or incomplete data
- request deletion of your data
- object to certain processing
- request restriction of processing
- request transfer of your data
- withdraw consent where processing is based on consent
If you wish to exercise any of these rights, please contact us using the details in this policy.
If your data is processed by us on behalf of one of our customers, you may need to contact that organisation directly.
15. Complaints
If you have any concerns about how we handle your personal data, please contact us first.
You also have the right to complain to the Information Commissioner’s Office in the UK. The ICO’s guidance explains that privacy notices should clearly set out information rights and complaint routes.
16. Cookies
Our website may use cookies and similar technologies to improve performance, support security, remember preferences, and help us understand how visitors use our site.
For more information, please see our Cookie Policy below. The ICO states that users must be clearly told what cookies do and what they are used for, and consent is generally required for non essential cookies.
17. Changes to this 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 other means.
Cookie Policy
This Cookie Policy explains how Expert LMS Ltd uses cookies and similar technologies on our website.
1. What are cookies
Cookies are small text files placed on your device when you visit a website. They help websites work properly, improve user experience, remember preferences, and provide information about how a site is being used. The ICO uses the term cookies broadly to cover similar technologies as well.
2. Why we use cookies
We may use cookies and similar technologies to:
- make our website work properly
- keep the website secure
- remember your preferences
- measure website performance and usage
- improve website functionality and user experience
- support communications, authentication, or embedded services
- where applicable, support marketing and advertising activity
3. Types of cookies we may use
Strictly necessary cookies
These cookies are required for the operation, security, and core functionality of the website. They do not usually require consent.
Preferences cookies
These cookies remember choices you make, such as language, login, or display preferences.
Performance and analytics cookies
These cookies help us understand how visitors use our website so we can improve content, navigation, and performance.
Functionality cookies
These cookies support enhanced features such as embedded content, forms, chat tools, or similar services.
Marketing cookies
These cookies may be used to track visitors across websites and help deliver more relevant advertising or campaign measurement. These should only be used where appropriate consent has been obtained. The ICO’s cookie guidance is clear that non essential cookies normally require consent.
4. Our approach to consent
Where required by law, we will ask for your consent before placing non essential cookies on your device.
You can update your cookie preferences at any time through our cookie banner or cookie settings tool, where available.
Strictly necessary cookies may still be used without consent where they are essential to provide the service requested.
5. Cookies set by third parties
Some cookies may be set by third party services that appear on our website or support website functionality. Depending on the services in use, this may include infrastructure, security, messaging, analytics, content delivery, or embedded tools.
These providers may include:
- Google Analytics/Firebase
- Posthog
Not all of these providers will necessarily set cookies on every visit. Their use will depend on the features active on the website or platform at the time.
6. Data location and third party services
Website and platform data is generally stored in the UK. However, certain third party services may process technical or personal data outside the UK depending on their own infrastructure and operational model.
Where this happens, we take steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law. Providers such as Twilio, Cloudflare, Microsoft, Groq, and Firebase publish privacy and data processing information for their services.
7. How to control cookies
You can control or delete cookies through your browser settings. Most browsers allow you to:
- view what cookies are stored
- block some or all cookies
- delete cookies already stored on your device
Please note that blocking strictly necessary cookies may affect how the website functions.
8. More information
If you would like more information about how we use personal data, please see our Privacy Policy.
If you have any questions about our use of cookies or similar technologies, please contact us at:
[Insert contact email address]
9. Changes to this policy
We may update this Cookie Policy from time to time. Any changes will be posted on this page.
