1. Who is responsible for your information?
Your school, organisation or other institution normally decides why your crew training information is collected and how it is used. This means it will normally be the data controller. Learnby and its technical providers process information to provide the service on the institution's behalf.
For questions about your account, intake form, training record or retention period, contact your institution's Administrator first. For a question about Learnby's handling or security of information, email privacy@fireboundinteractive.uk.
2. Information we process
Depending on how your institution uses Learnby, the service may process:
- your name, email address, account identifier and institution;
- an optional phone number;
- technical or show experience and information you write about yourself;
- preferred primary and secondary crew roles;
- general availability for crew activities;
- your typed Code of Conduct confirmation and submission date;
- assigned courses, lesson progress, quiz answers, scores, pass or fail status and completion dates;
- assigned rehearsals, events and tasks, including whether you marked a task as completed;
- basic technical and security information such as sign-in events, IP address, browser type and request timestamps where recorded by hosting or authentication providers.
Crew intake forms are only shown to crew members. Administrators do not complete a crew intake form.
3. Why the information is used
Information is used to create and secure accounts, assign training, save progress, assess knowledge checks, manage crew availability and preferences, schedule activities, send necessary account or event messages, and allow authorised Administrators to support the crew.
Your institution is responsible for identifying the appropriate lawful basis under UK data protection law. Depending on the institution and the purpose, this may include carrying out a public task, meeting a legal obligation, performing an agreement, or pursuing a legitimate interest. Optional information should only be used where there is a clear reason to do so.
4. Quiz decisions
Learnby automatically compares quiz answers with the correct answers set for the course and calculates a score. The result is compared with the course pass mark. Every required question must be answered before submission. An authorised Administrator can review and correct a recorded result.
5. Who can see the information?
Your account information and training records are available to authorised Administrators at your institution. Crew members can access their own relevant records. Information may also be processed by service providers needed to run Learnby, including:
- Google Firebase for authentication and database services;
- Cloudflare for hosting, security, server-side functions and email delivery;
- Google Fonts when the site font is loaded from Google's service.
We do not sell personal information and do not share it for behavioural advertising.
6. International processing
Some technical providers may process information outside the United Kingdom. Where this happens, the controller and relevant provider must use an approved safeguard or another lawful transfer mechanism required by UK data protection law.
7. How long information is kept
Your institution decides how long it needs crew accounts, intake forms, results and progress records. Information should not be kept for longer than necessary. Administrators can delete a crew account and its related Learnby records when they are no longer required. Some limited backup, security or email-delivery records may remain for a short period under the relevant provider's retention process.
8. Browser storage and cookies
Learnby uses browser storage to remember your selected institution, appearance preference and authenticated session. This is used to make the service work and remember your choices. Learnby does not include advertising cookies or independent analytics tracking in the supplied site code.
9. Security
Learnby uses authenticated accounts, role-based access rules and encrypted web connections. Administrators should only grant access to people who need it, use strong passwords and remove accounts promptly when access is no longer required. No online service can guarantee absolute security.
10. Children and young people
Learnby may be used by school-age crew members under the supervision of their institution. Information should be explained clearly and used only for the training and crew-management purposes described above. If you are unsure about anything in this policy, ask a parent, carer, teacher or your institution's Administrator for help.
11. Your rights
UK data protection law may give you rights to ask for a copy of your information, correct inaccurate information, request deletion or restriction, object to certain uses, and receive some information in a portable format. These rights depend on the circumstances and lawful basis.
Contact your institution first so it can identify your records and respond. If you remain concerned, you can complain to the Information Commissioner's Office.
12. Changes to this policy
This policy may be updated when Learnby's features, providers or legal responsibilities change. The date at the top will show when the latest version was published.