We at CPDme, do our best to protect and respect your personal data.  This privacy statement explains how we collect that data, why we use it and how we keep it safe. 

CPDme ® is a licensed product of Cole Digital Ltd, EU trademarked and registered company in England. Our business location is Mitton Business Park, Whalley, Lancashire, BB7 9YE. The IP and Trademark of CPDme, CPDteams, CPDresilience and CPDtrack are owned by Mr Andrew Ormerod / Cole Digital Ltd. For general queries, contact team@cpdme.com. For queries in relation to data protection or IP, email andrew.ormerod@cpdme.com. 

The CPDme platform is licensed, not sold. All intellectual property rights remain the sole property of Cole Digital Ltd.

The contracting party for services is [Inform Labs Ltd / The Continuing Professional Development Group Ltd], who operate the platform and any varient of CPDme under licence.

Nothing in this agreement grants any ownership rights in the software, branding, or underlying systems.

We obtain information about you when you make contact with us.  This happens when you:

• Register as a new member via our website, iOS mobile app and Android mobile app;
• Subscribe to CPDme hosted webinars or events;
• Attend an event or a conference that we are supporting;
• Send through a support ticket;
• Request a CPD certificate
• Contact our office by phone, email, whatsapp or zendesk support chat
• Subscribe to our newsletter or contact form. 

Members

The minimum information we collect from you is your name, email address and telephone number. We may also collect additional information about you to enrich your CPD portfolio, which is optional to you as an end user. This includes your postal address, job title, employer, interests, communication preferences, qualifications and work history. 

Our system provides you with the ability to add a CPD diary or reflective entry within your own profile for the purposes of capturing a full CPD record of your personal development. This information, along with any attached files, is stored securely within your profile. 

The CPD Dashboard and the Mobile Apps will allow you to capture and upload evidence such as:

• Videos

• Audio

• Images

• Text

• Files

• PDFs

• Word Documents

And other information and media to support your CPD Portfolio Building.

Webinars, Events and Conferences
In attending one of our webinars or events, we will ask you to provide your name, email address and contact preferences. This will enable us to identify participants for the purpose of issuing event tickets, printing of event badges and sending you any CPD certificates of attendance.  

We will only store your information on our contacts database if it is selected within your contact preferences when signing up for an event. This will enable us to send you useful information relating to special offers, upcoming webinars and new product features.

We do not store your financial information or payment methods. These details are held and governed by third party banking organisations including Stripe, Paypal Business and GoCardless limited. 

We only use your information in accordance with the law.  This gives us various powers to use your data.  These are effectively the reasons for our process and are:

• To perform or take steps to enter a contract with you.
• For the purposes of our legitimate interests: this includes being able to send you marketing.
• Compliance with a legal obligation. 
• If you consent to us to do so.

​​​​​​​Collecting and using your data will mean we are able to manage your membership, process any orders or requests you have and to provide you with relevant and topical information relating to your interests.  For example, changes to our services.  It will enable us to ask for your views on our services and matters relating to your CPD. 

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Data protection applies to personal data held about individuals.  It does not always cover ‘business to business’ contacts or information.  However, we will also do our best to secure and protect the contact details of our corporate contacts. 

Staff of CPDme will have controlled access to your information to enable us to provide you with services and support.  Volunteers of CPDme will not receive access to your personal information without your consent or, very occasionally, in defined circumstances under the direct supervision of full time employed CPDme staff. 

We will not sell or rent your information to third parties.  We will not share your information with third parties for them to market to you.  We may pass your information to our third-party service providers, subcontractors and other associated organisations to provide services on our behalf (for example, to send you certificates). However, when we use third parties, we disclose only the personal information that is necessary to deliver the service and we require them to keep your information secure and not to use it for their own direct marketing purposes or retain it for a period beyond our commissioned service provision.

Members wishing to access the benefits associated with being employed by a group membership scheme or corporate membership package can do so by agreeing that their personal profile is shared with that corporate membership partner. 

Within the Mobile App in the settings and on the CPD Dashboard in the Settings, you have the ability to digitally request that we "DELETE" your account, information and CPD entries.

When you select "DELETE," your information, including CPD records, uploads, evidence, and profile data, will be permanently deleted from our servers within 24 hours.

This process is final and completely irreversible. Once initiated, all data will be securely destroyed with no possibility of recovery. We strongly advise you to download everything and back up any important information prior to the deletion request.

Failure to do so will result in the permanent loss of all data. This is done in full compliance with GDPR and your right to be forgotten. This is absolutely irreversible, so please consider this carefully before you request to be "DELETED".

You have a choice about whether and how you wish to receive information from us.  You will be asked to make your preferences clear when we collect your information.  For most users, this will be when they register online.  Your preferences can be updated at any point. You may also choose to tell us which subjects most interest you and this can be used to tailor your online experience and in communications to you. The accuracy of your information is important to us.

Please do regularly check and update your information in your account settings.

You have various legal rights over your information which we will always respect.  Further details are available from the Information Commissioner : https://www.ico.org.uk.

Security is our top priority and we take several steps to protect your data. We provide a system with high-levels of security, which is designed, maintained and updated by a dedicated team of IT professionals. We use only https forms and data retrieval servers.

All staff receive data protection training and our premises are secured, covered by CCTV and are located in a security-controlled area with 24 hours of on-site security guards and CCTV, including Number Plate Recognition software. We have contracts with providers requiring them to protect your information in line with industry standards. If we transfer your data outside of the EU, we will ensure that extra checks are in place. 

In relation to data recovery, each submission you send to CPDme using the diary and reflective forms are backed up several times during submission. This is by the website, the form building software and our cloud server. This ensures that we never lose any of your entries. We will also support you with a copy of each submission in a print-ready format. We recommend that you keep these stored  for future use.

Like most websites, CPDme uses ‘cookies’. Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. Cookies make it possible for your browser to remember your settings and preferences. Cookies also collect statistical data about your browsing and do not identify you as an individual. This helps us to improve our website and deliver a more personalised service for you.  

We do not use your data for external marketing, or third-party sales generation purposes. It is possible to switch off cookies in your browser preferences. We do not have systems that use your information for automated decision making. 

Our website contains links to websites run by other organisations. This privacy statement applies only to our site and we are not responsible for the policies and practices of other sites.

We particularly wish to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission before you provide us with personal information.

CPDme AI Use Policy – CPDassist

Purpose
CPDme supports the responsible use of artificial intelligence (AI) through CPDassist to help users structure, articulate, and reflect on their Continuing Professional Development (CPD). 

CPDassist is an optional feature. Users who do not wish to use AI assistance may disable it at any time via Settings in the dashboard or mobile app, or request that their organisation's administrator disable it across their deployment. Disabling CPDassist does not affect any other platform feature.

Acceptable Use
CPDassist may be used to:

• Help draft CPD reflections and entries

• Improve clarity, structure, and professional language

• Prompt reflective thinking and learning outcomes

AI is intended to support, not replace, the user’s professional judgment, learning, or experience.

Transparency
Users must be transparent about the use of AI where required by:

• Employers

• Professional bodies

• Regulators

• Auditors or assessors

Where disclosure is requested, users should state that AI was used as a supporting tool in drafting reflections.

Accuracy & Ownership
All CPD entries must:

• Accurately reflect the user’s own learning, practice, and development

• Be reviewed, edited, and approved by the user before submission or storage.

• Remain the full responsibility of the individual professional.

AI-generated content must never misrepresent activities, outcomes, or competencies.

Honesty & Integrity
CPDme expects all users to uphold the principles of honesty, integrity, and professionalism.
CPDassist must not be used to fabricate, exaggerate, or falsify CPD activity or evidence.

Audit & Assessment
In the event of audit or assessment:

• Users remain accountable for the content of their CPD portfolio

• AI-supported entries must be defensible, truthful, and evidence-based

• Supporting documentation and evidence should be retained as normal

It is considered good practice to note within your portfolio that AI writing assistance was used to support the articulation of your CPD. This reflects the transparency expected by regulators and mirrors the approach now widely adopted across other professional documentation contexts, including clinical notes across NHS settings.

Commitment
CPDme is committed to ethical, transparent, and professional use of AI in lifelong learning, supporting safe practice and reflective development across all professions. If you have any questions, comments or concerns, please contact the team: team@cpdme.com