This policy explains what personal data we collect, why, who receives it, how long we keep it, and your rights. It is our only privacy policy and covers everything we run:
the Qualifico iOS app
the Qualifico web app
the Qualifico website at qualifico.app, including forms and waitlists
It is also the policy linked from the App Store.
1. The data we collect
Account and profile
When you create an account we collect your email address, your name or display name, a username and an authentication identifier. You can sign in with an email and password, or with Apple, Google or Facebook. If you use one of those providers, we receive basic profile details from them (such as your name and email address, or Apple’s private relay email if you hide yours). We never receive your password for those providers, and we use them for sign-in only.
Your qualifications and study choices
We store the qualifications and exams you select, your target exam details and your onboarding answers, so we can show you the right content and build your study plan.
Study activity
When you study we record the activity the product needs to work: question answers and scores, topic performance, session history, progress, streaks and streak freezes, XP, flashcard favourites, and mock and practice results. This powers your stats, predictions, weekly reports and recommendations.
Written responses
If you complete written-response questions, we store the answers you write, the marks awarded and the feedback generated. See section 3 for how AI is used in marking.
AI tutor conversations
If you use the AI tutor, we process the messages you send and the responses generated. Please do not include sensitive personal information in chat messages; the tutor does not need it.
Weekly reports
We generate weekly study reports from your activity data, including written commentary on your progress.
CPD records
If you use our CPD features, we store your CPD activity records, including study time and completed activities, so you can view and export CPD statements. CPD records are part of your account data and are deleted with your account.
Friends, profiles and social features
If you use social features such as friends, scoreboards, leaderboards, challenges or streak gifts, we store your username, friend connections, friend requests and challenge activity, along with limited profile details such as your country and selected qualification. Other users may be able to find you by username or display name. Depending on your settings and the feature, your profile may show information such as your display name, username, profile image if you add one, selected qualification, streak status, XP, leaderboard position, challenge activity and other limited study progress. Friends may see more social and progress information than other users, and where the app offers a progress-sharing setting you can choose how much is visible. We do not show your written answers, individual question history, detailed scores, CPD records or AI tutor messages to other users. Friend connections are made inside Qualifico; we do not access your phone contacts. We may monitor for irregular activity and remove or adjust scores, XP, streaks, leaderboard entries or challenge results that appear manipulated. If you do not use social features, nothing is shared.
Purchases and subscriptions
If you subscribe through the App Store, Apple processes the payment. If you subscribe on the web, Stripe processes the payment. In both cases we store subscription status, product identifiers and transaction metadata (such as transaction identifiers and renewal dates) so we can grant access, prevent duplicate billing and help with support. We never see or store your card details; Apple and Stripe hold those.
Employer access
If your employer provides your access to Qualifico, we process the details needed to activate it, such as your work email address and your employer’s name or email domain. Employers may be charged for registered seats, so for billing and account administration your employer may see seat and administration information, such as who is registered for employer-funded access, which qualifications are assigned and whether access is in place. We may also provide employers with aggregated, organisation-level statistics, such as total or average study time, the number of CPD reports generated, or the most commonly selected qualifications across their team. Employers do not receive your individual scores, answers, written responses, topic performance, study history or individual CPD detail, and they do not see your social activity.
In-app and push notifications
Some messages appear inside the app as part of running the service. If you enable push notifications, we also store a push notification token for your device so we can send notifications through your device’s notification system, for example when your weekly report is ready, study and streak reminders, low streak-freeze alerts, new content or events, qualification guidance, friend requests, challenge updates, leaderboard results, or subscription and account notices. You can turn push notifications off at any time in your device settings and, where available, in app settings.
Device, usage and diagnostic data
We collect technical data needed to run, secure and improve the service: device type, operating system version, app version, log data (such as timestamps, IP addresses and error logs) and app usage analytics that show us how features are used. Usage analytics help us understand and improve the product; they are not used for advertising.
Website forms and waitlists
If you fill in a form on our website, such as a waitlist, contact or employer enquiry form, we collect what you enter. Depending on the form this is typically your name, email address, phone number if asked, and your marketing preference.
Support and feedback
If you contact us or submit feedback in the app, we store your message and contact details so we can respond. Support messages are handled by us directly.
2. How we use your data
We use your data to:
create and manage your account and sign you in
provide study content, track your progress and personalise your study plan
mark answers and generate feedback, predictions, weekly reports and CPD records
operate the social features you choose to use, including friends, profiles, leaderboards and challenges, and keep them fair
manage subscriptions, employer access and entitlements, and prevent duplicate billing
send service and study-support messages and notifications (see section 6)
send marketing emails where we have your consent or where the law allows, with an unsubscribe link in every marketing message
keep the service secure, prevent fraud, cheating and abuse, and fix problems
understand how features are used so we can improve them
meet legal obligations such as tax and accounting rules
We do not sell personal data. We do not use your data for third-party advertising, and we do not share it with anyone for their own marketing.
3. AI features
Some features use artificial intelligence provided by trusted AI service providers:
AI tutor: your chat messages are processed to generate responses
Written-response marking: your written answers are processed to generate marks and feedback
Weekly reports: a summary of your study statistics is processed to generate the written commentary in your report
Other AI-assisted features we may introduce for study, feedback, reporting or personalisation work in the same way: we send only the content each feature needs
Under our agreements with these providers, your data is not used to train their AI models. AI marking and feedback exist to help you study. We do not use AI to make solely automated decisions that produce legal or similarly significant effects for you. AI feedback can be imperfect; treat it as guidance, not a guarantee of how a real exam would be marked.
4. Lawful bases (UK GDPR)
Provide the app, your account, study features, social features, reports, CPD, subscriptions and employer access — Contract
Service and study-support messages (account emails, onboarding reminders, weekly reports, reminders you can turn off) — Contract or legitimate interests
Security, fraud and cheating prevention, debugging, service improvement, analytics — Legitimate interests
Marketing emails — Consent, or as otherwise permitted by law
Non-essential cookies where consent is required — Consent
Retaining transaction and accounting records — Legal obligation
Where we rely on legitimate interests we have weighed them against your rights, and you can object at any time (section 11).
5. Who receives your data
We use a small number of service providers to run Qualifico. They process data only on our instructions, under contracts that include data protection obligations. The categories are:
cloud hosting, database and infrastructure providers that run our app and store our data
AI service providers for the features in section 3
payment providers: Apple for App Store purchases and Stripe for web payments
sign-in providers, only if you choose to use them: Apple, Google or Facebook
email and communications providers that deliver our service and marketing emails and manage our contact lists
website hosting and analytics for qualifico.app
You can ask us for more detail about our providers at any time by emailing info@qualifico.app. Other users see the social and profile information described in section 1 if you use social features, and employers see the registration, seat and aggregate information described in section 1 if they fund your access. We may also disclose data if the law requires it, to protect our rights or users’ safety, or as part of a business sale or restructuring, in which case this policy would continue to apply to your data.
6. Emails, notifications and marketing
Service and study-support messages
We send messages that are part of running Qualifico: account and security emails, onboarding reminders (including reminders to finish setting up or choose a qualification where you have given us your email), weekly reports, study and streak reminders, exam-date reminders, CPD-related messages, subscription and payment notices, employer access administration messages, and important product updates. Where you have chosen a qualification or shown interest in one, we may send relevant guidance, content updates, event information and revision tips connected to that qualification or your use of Qualifico. We send these under our contract with you or our legitimate interest in helping you get value from the service. You can turn categories of reminders off where the app or the message offers that.
Marketing
We send marketing emails where we have your consent or where the law allows, and you can unsubscribe from marketing emails at any time using the link in every message.
Notifications
In-app messages may appear as part of using the service. Push notifications reach your device only if you enable them, and you can turn them off at any time in your device settings and, where available, in app settings.
7. Cookies and similar technologies
Cookies are small files that websites store on your device. Similar technologies include local storage (which websites and apps use to remember things on your device), pixels (tiny images that can show whether a page or email was opened) and SDKs (code inside apps that provides features such as sign-in or analytics). This section explains how we use these technologies on qualifico.app and in the Qualifico web app.
Essential cookies and storage
Some cookies and local storage are needed for the website and web app to work at all: keeping you signed in, security and fraud prevention, remembering your preferences and your cookie choices, and operating checkout and subscriptions. These are always on, because the service does not work without them.
Analytics
We use analytics to understand how the website and web app are used so we can improve them. Our website uses privacy-respecting, aggregate visitor analytics. In the web app, analytics cookies and similar technologies are optional and stay off unless you choose to turn them on.
Marketing, advertising and measurement
We do not currently use targeted advertising cookies. If we use advertising or conversion-measurement cookies or pixels in future, they may help us understand whether our marketing is working or show more relevant Qualifico ads, and we will ask for your consent where the law requires it. Marketing cookies stay off unless you choose to enable them.
Your choices
You can accept or reject non-essential cookies through the cookie banner in the web app, and change your mind at any time using the Cookie settings control. You can also block or delete cookies in your browser or device settings. Rejecting non-essential cookies does not affect your studying. Blocking all cookies in your browser can stop parts of the site or web app working properly, such as staying signed in.
8. International transfers
Some of our providers process data outside the UK, including in the United States and the European Economic Area. Where data leaves the UK we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, or an adequacy decision.
9. How long we keep data
Account and study data: kept while your account is active
When you delete your account: access is removed immediately, personal data is deleted from our primary systems within 30 days, and residual copies in backups expire within 90 days
Transaction records: kept for up to 7 years for tax and accounting, but unlinked from your deleted account
Security and operational logs: kept for a limited period for fraud prevention and debugging, then deleted
Website leads and marketing contacts: kept until you unsubscribe or ask us to delete them
10. Deleting your account
You can delete your account in the app (Profile, then Settings) or by emailing info@qualifico.app. Deletion removes your account, profile, username, scores, question history, progress, streaks, XP, friend connections, reports, written responses, CPD records, feedback and notification tokens, removes your contact from our email system, and deletes your sign-in. Transaction records we must keep by law are retained but no longer linked to you. Deleting your account does not automatically cancel an App Store subscription; cancel that in your App Store settings too.
11. Your rights
Under UK data protection law you can ask us to:
give you a copy of your data (access)
correct it (rectification)
delete it (erasure)
limit how we use it (restriction)
give it to you in a portable format (portability)
stop using it where we rely on legitimate interests (objection)
withdraw consent at any time where we rely on it, for example marketing
Email info@qualifico.app and we will respond within one month. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk. We would welcome the chance to resolve any concern first, but you can contact the ICO at any time.
12. Children
Qualifico is a professional study platform intended for users aged 18 and over. We do not knowingly collect data from users under 18. If you believe anyone under 18 has created an account, contact us and we will delete it.
13. Security
We protect your data with technical and organisational measures, including encryption in transit, access controls, secure credential management and least-privilege access to production systems. No system is perfectly secure, but we take this seriously and review our measures as the product grows.
14. Changes to this policy
We will update this policy as the product changes. If we make a material change, we will tell you in the app or by email before it takes effect. The date at the end of this policy shows when it was last updated.
15. Contact and company details
Topsail Software Limited, a company registered in England and Wales (company number 16887943)
Registered office: 2 Jardine House Barber & Co, Bessborough Road, London, England, HA1 3EX
Email: info@qualifico.app