Organisation Administrator Privacy Notice

Last Updated: 23 August 2026

About This Notice

This notice explains how The Compliance Classroom uses personal information relating to authorised organisational training administrators and the responsibilities administrators have when adding learners, managing accounts and accessing training records.

It should be read alongside our Privacy Notice, Data Processing Agreement and Data Retention Policy.

Your Administrator Account

Where you are nominated as an authorised training administrator, The Compliance Classroom will process limited personal information about you in order to create and manage your administrator account and provide access to the administration features associated with your organisation’s licence.

This will normally include:

• your name;
• work email address;
• organisation;
• administrator role and permissions; and
• relevant account and security information.

We use this information to:

• create and manage your administrator account;
• provide access to appropriate administration functions;
• communicate with you about your organisation’s training and licence;
• provide technical and customer support;
• maintain appropriate records relating to administration of the service; and
• protect the security and integrity of The Compliance Classroom.

Service and licence communications relating to your administrator role are separate from optional marketing communications. Being nominated as an administrator does not automatically add you to a marketing mailing list.

Adding Learners To Your Training Account

Please only add individuals who are authorised to access training through your organisation’s licence.

We recommend providing only the minimum information required to create and manage a learner account:

First Name · Surname · Work Or Education Setting Email Address

Please do not provide unnecessary personal information such as:

• personal email addresses, unless specifically required and appropriate;
• dates of birth;
• home addresses;
• personal telephone numbers;
• health or medical information;
• special category personal data; or
• any other information that is not required to provide the training.

If additional information is ever required for a particular purpose, The Compliance Classroom will explain why it is needed.

By adding a learner, you confirm that you are acting on behalf of your organisation and that your organisation is authorised to provide the information for the purpose of administering training.

How Learner Information Is Used

The Compliance Classroom uses learner information provided by your organisation to:

• create and administer learner accounts;
• enrol learners onto appropriate training;
• provide access to online courses;
• record course progress;
• administer assessments;
• record assessment results;
• record course completion;
• generate certificates and training records;
• provide appropriate reporting information to authorised administrators;
• provide technical support; and
• maintain the security and integrity of the training platform.

We do not sell learner personal information.

Learner information provided for the purpose of administering organisational training is not automatically used for optional marketing communications.

Your Access To Learner Information

As an authorised administrator, you may be able to access information relating to learners within your organisation.

Depending on the administration and reporting features available to your organisation, this may include:

• learner names;
• work or education setting email addresses;
• course enrolments;
• course progress;
• assessment results;
• completion information; and
• certificates or training records.

You should only access learner information where necessary for legitimate organisational training and compliance purposes.

Learner information must not be accessed, disclosed, downloaded or used for unrelated purposes.

You should not attempt to access information relating to learners outside your own organisation.

Where learner information is downloaded or otherwise exported from The Compliance Classroom, your organisation is responsible for ensuring that the information continues to be handled and stored securely and in accordance with applicable data protection requirements.

Keeping Your Administrator Account Secure

Administrator accounts may provide additional access to learner and training information and should therefore be kept secure.

You should:

• use your own administrator account rather than sharing login credentials;
• use a strong and unique password;
• keep your login information confidential;
• not allow another person to use your administrator account;
• log out when using a shared or public device; and
• notify your organisation and The Compliance Classroom promptly if you believe your account or login credentials have been compromised.

Your Organisation And The Compliance Classroom

Where an education setting, employer or other organisation provides learner information to The Compliance Classroom for the purpose of delivering and administering training, the organisation will generally act as the Data Controller for that information.

The Compliance Classroom will generally act as a Data Processor, processing learner information on behalf of the organisation to provide the training service.

Your organisation is responsible for determining the appropriate lawful basis for processing learner information and for ensuring that individuals are appropriately informed about that processing.

The Compliance Classroom processes organisational learner information in accordance with our Data Processing Agreement.

Further information for learners is available in our Learner Privacy Notice.

Service Providers

The Compliance Classroom uses carefully selected third-party service providers to help operate, maintain, secure and support the training platform.

Where these providers process personal information on our behalf, appropriate data protection arrangements are put in place.

Some providers may process information outside the United Kingdom. Where this occurs, appropriate safeguards are used where required by applicable UK data protection law.

Further information about relevant providers, their purposes and processing locations is available in our Sub-Processor List.

If Your Administrator Role Changes

If you no longer require administrator access, your organisation should notify The Compliance Classroom so that your administrator permissions can be removed.

Where another individual takes responsibility for administering training, they should be provided with their own administrator account rather than being given another administrator’s login credentials.

Limited account or audit information may be retained where reasonably necessary for security, accountability, contractual requirements or the administration of historical training records.

How Long We Keep Administrator Information

Administrator information will normally be retained while you remain authorised to manage training for your organisation.

When administrator access is removed, relevant information may be retained for a limited period where necessary for:

• security and accountability;
• administration of historical training records;
• contractual requirements;
• legal or regulatory requirements; or
• the establishment, exercise or defence of legal claims.

Further information about our retention arrangements is available in our Data Retention Policy.

Security

The Compliance Classroom takes appropriate technical and organisational measures to protect administrator and learner information against unauthorised access, loss, alteration, disclosure or destruction.

Access to administrative functionality and learner information is restricted according to the roles and permissions available within the platform.

Administrators also play an important role in maintaining security by protecting their login credentials and using their access appropriately.

Your Data Protection Rights

You may have rights in relation to your own personal information, including rights of:

• access;
• correction;
• erasure;
• restriction;
• objection; and
• data portability,

depending on the circumstances and the lawful basis on which the information is processed.

Where a request relates to learner information that The Compliance Classroom processes on behalf of your organisation, we may need to refer the request to your organisation as the Data Controller.

If you have a question about your personal information or administrator account, please contact:

The Compliance Classroom
Email: [email protected]

You also have the right to raise concerns about the handling of personal information with the Information Commissioner’s Office (ICO).

Further Information

For more information about how The Compliance Classroom handles personal information, please read our:

• Privacy Notice
• Learner Privacy Notice
• Data Processing Agreement
• Data Retention Policy
• Sub-Processor List

Changes To This Notice

We may update this Organisation Administrator Privacy Notice where our services, technology, administrative arrangements, data-processing activities or legal obligations change.

The latest version will always be published on The Compliance Classroom website.