Privacy policy

This explains what personal information Clavia holds, why, who can see it, who helps us process it, how long we keep it and the choices you have. It covers learners, the people who run academies, distributors, reps and visitors to clavialearning.com.

1. Who we are, and who is responsible

Clavia is run by Clavia Ltd, trading as Clavia Group, registered in England and Wales (number 09537694), George Court, Bartholomew’s Walk, Ely, Cambridgeshire, CB7 4JW, and registered with the UK Information Commissioner’s Office (C1958948). Questions about privacy: privacy@claviagroup.com.

• Clavia is responsible (the “controller”) for your Clavia account, your training record across academies and the platform itself.
• Each manufacturer whose academy you join is also responsible for the information it receives about you through its academy, and uses it under its own privacy notice (usually linked on its academy’s welcome screen). Learner information in an academy is shared between that manufacturer and Clavia — see section 5.
• When Clavia runs an academy on a manufacturer’s behalf, we also act for that manufacturer in doing so.

2. What we collect

When you create an account

• Your name, email address and a password — stored scrambled, so nobody can read it, including us. If you sign in with Google, Microsoft or LinkedIn, we receive your name, email address and photo from them, never their password.
• Which best describes you, your company, and your work address (country, region, city and postal code).
• Your agreement to these policies and any marketing choices, each recorded with the wording you were shown and when.

As you use Clavia

• Learning: the academies you join, courses you start, your progress, videos you open, your quiz and assessment answers and results, certificates (with their codes and dates), points, levels and badges, and your course suggestions.
• Your profile (optional): your role, company size, the work you do and sectors you work in, the brands you buy and where you buy them, your profile photo, and project plans you create. Your public profile is off unless you switch it on.
• Classes and webinars: the classes you are on and your attendance; private notes and questions on slides; for live webinars, when you were present, what you write in the chat, and the recording — which includes anybody whose camera, microphone or screen is on.
• Community and contact: forum posts and reports, feedback on modules, support tickets, enquiries and contact messages, and questions you ask Ava.
• Payments: if you pay for a course, what you bought and when. Card details go straight to our payment provider; Clavia never sees or stores them.
• Notifications we show you, and your language and email choices.
• Technical and security information: sign-in activity, your device’s network address (used briefly to stop abuse and limit repeated attempts), a record of significant changes made in the consoles, and error reports (with personal details removed).
• Visits to Clavia’s public pages (home, pricing, get-started, the tour and these policies) are counted anonymously — see the cookie policy.

For businesses

For people who run an academy, or use Clavia as a distributor or rep, we also hold their company, role, the requests and enquiries they send us, billing details, and what they do in their console.

3. Why we use it, and on what basis

• To provide Clavia to you — your account, training, assessments, certificates, classes, forums and support. (Needed to perform our agreement with you.)
• To let the manufacturers whose academies you join run them and understand their training — see section 5. (Our and their legitimate interests in running training academies, and the agreement you make when you join.)
• To suggest training that fits your work and the brands you use. (Legitimate interests.)
• To produce anonymous figures for manufacturers, distributors and reps — never a count smaller than five. (Legitimate interests.)
• To keep Clavia secure and working — preventing fraud, spam and abuse, checking certificates are genuine, fixing faults. (Legitimate interests, and legal obligations.)
• To send you news and marketing — only if you asked for it. (Your consent, which you can withdraw at any time.)
• To show your public profile, share a project with distributors, or run optional cookies and an academy’s marketing tags — only if you switched them on. (Your consent.)
• To meet our legal and accounting obligations, and to establish or defend legal claims.

We never sell your personal information.

4. Who can see what

• You see your whole training record, across every academy.
• A manufacturer sees your profile and your training in its own academy, from when you join it — including how often you sign in to it and the days you visit it. It never sees your training, sign-ins or visits with any other manufacturer.
• An academy’s team — the people the manufacturer chooses as Customer admins, Teachers, course teachers and forum moderators — see what their role needs in that academy: for example a course’s teacher sees that course’s learners and results, and a class’s trainer sees that class and the questions asked in it.
• Other learners see your name and photo where you take part together — in a forum, a webinar or its chat — and nothing of your record.
• A distributor sees you by name only if you name it as somewhere you buy, and only your training and what you choose to share; change or remove that choice and you disappear from its list. Otherwise you are part of anonymous counts, never smaller than five. A project plan is shared with distributors only if you tick to share it.
• Reps see counts only, never your name.
• The public sees nothing about you unless you switch your public profile on. Anybody you give a certificate’s code to can check that certificate.
• Feedback on modules is shown to manufacturers anonymously, as totals; written comments only once there are enough of them that no single person can be picked out.
• Clavia’s own staff can see what is needed to run and support the platform, and every significant change is logged.

5. Academies, and what manufacturers do with your information

• Joining an academy is your choice. When you join, your profile and your training in that academy are shared between that manufacturer and Clavia. Each of us is responsible for our own use of it.
• A manufacturer may run reports on its own academy — its learners, their progress, results and certificates — and use them for its own training, marketing, business and data purposes, under its own privacy notice. It may email you news only if you agreed to hear from it when you joined; you can change that at any time under My profile → Emails.
• No manufacturer ever sees your activity in another manufacturer’s academy.
• If a manufacturer unpublishes or closes its academy, you keep your Clavia account, your access to every other academy, and the training record and certificates you earned in it. What the manufacturer already holds stays under its own privacy notice.
• Some academies use their own marketing tags (Meta Pixel, Google Analytics or Google Tag Manager). Only Clavia switches these on, and only on that academy’s own pages — never on sign-in, your dashboard, Clavia’s pages or another academy. They run only if you agree to the matching cookies, and are told which page you are on and when you join, start a course, pass a quiz or assessment, earn a certificate or give feedback — never your name, email or answers. What Meta and Google then collect is governed by the manufacturer’s privacy notice and theirs.

6. The services that help us run Clavia

We use carefully chosen providers, under contracts that require them to protect your information and to use it only to provide their service to us:

• Vercel — hosts the website and counts visits to the public pages (United States).
• Neon — our database (Amazon Web Services, United States).
• Cloudflare — file storage, encrypted backups (Europe), our web addresses, the human check on some forms (Turnstile), and live webinars: audio, video, screen sharing, chat and recordings, which we copy into our own storage.
• Bunny — streams the videos we host (a global network).
• Resend — sends our emails (Ireland).
• Anthropic — AI used to draft course material for manufacturers, check forum posts for spam, and summarize a manufacturer’s own academy figures for it, which can include the names of learners in that academy (United States).
• DeepL — translates pages, course content and questions typed to Ava in other languages (Germany).
• Sentry — error reports, with personal details removed (United States).
• Google, Microsoft and LinkedIn — only if you choose to sign in with them.
• Our payment provider (Stripe) — if you pay for a course.

Our AI and translation providers do not use your information to train their models. Where information is handled outside the UK, it is protected by the safeguards the law requires, such as the UK’s International Data Transfer Agreement or the EU’s standard contractual clauses, or a decision that the country protects it adequately. We may also disclose information where the law requires it, or to a buyer of Clavia’s business, who would have to protect it in the same way.

7. How long we keep it

• Your account and training record are kept while you have an account, so your certificates keep verifying.
• When you delete your account (or ask us to), we delete it and everything that belongs to it — your profile, joins, progress, results, certificates, notes, consents and notifications — in one step, and your details are removed from our records of earlier changes. We keep only a short note that an account was deleted (its email address, when and why), to show the request was carried out.
• Encrypted backups are kept for 35 days, then deleted.
• Enquiries, support tickets and contact messages are kept until they are dealt with and no longer needed. Webinar recordings and chat are kept with their class. Network addresses used to limit repeated attempts are kept only briefly.
• Anonymous figures, which cannot identify you, may be kept.

8. How we keep it safe

Information travels encrypted, passwords are scrambled, backups are encrypted, and each academy’s data is kept apart from every other’s — a separation we test automatically. Clavia’s staff must use two-step verification, and you can switch it on for your own account. Access is limited to people who need it, and significant changes are logged.

9. Your choices and rights

• You can see and change most of your details, emails and cookie choices yourself — My profile, Sign-in security and Cookie settings.
• You can ask us to give you a copy of your information, correct it, delete it, limit how we use it, move it to another service, or stop using it for a purpose based on our legitimate interests. You can withdraw any consent at any time.
• For information a manufacturer holds about you, you can also ask that manufacturer directly.
• Email privacy@claviagroup.com. We will answer within one month. If you are unhappy, you can complain to the UK Information Commissioner’s Office (ico.org.uk), or your local data protection authority.
• If you live in the United States, you have the rights your state’s privacy law gives you, including to know, delete and correct, and to opt out of “sharing” for advertising. Clavia does not sell personal information; an academy’s marketing tags are off unless you switch them on, and a Global Privacy Control signal from your browser keeps them off. We will not treat you differently for using these rights.

10. Children

Clavia is for professionals and is not intended for anybody under 16.

11. Cookies

Every cookie Clavia uses, and how to change your choices, is in the cookie policy.

12. Changes to this policy

We update this policy as Clavia changes. The date at the top shows the latest version, and we will tell you about changes that matter.