Privacy Policy

Last Updated: 21 February 2026

Version: 1.0 — Users who registered after this date have consented to this version.

📅 Data Retention Policy

We retain your personal data only as long as necessary. Specifically:

Active accounts: Data is retained for as long as your account is active.
Inactive accounts: If your account has had no login activity for 3 years, we will send you a notification email. If no response or login occurs within 30 days of that notice, your account and all associated data will be scheduled for permanent deletion.
Deleted accounts: When you request account deletion, all personal data is permanently removed within 30 days.
CPD records and certificates: Deleted immediately upon account deletion.
Consent records: Retained for 5 years after account deletion for legal compliance purposes (timestamp and IP only, no personal content).

You can delete your account at any time via your Profile Settings.

1. Introduction

MyCPDLog ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Data Controller

MyCPDLog is the data controller responsible for your personal data.

3. Data We Collect

We collect and process the following personal data:

Account Information: Name, email address, password (encrypted), professional association membership details
CPD Records: Training activities, dates, hours, providers, certificates, descriptions
Professional Goals: Goal types, progress tracking, target dates
Usage Data: Login times, IP addresses, browser information
Files: Uploaded certificates and supporting documents

4. Legal Basis for Processing

We process your data under the following legal bases:

Contract: To provide our CPD tracking service
Consent: For marketing communications (where applicable)
Legitimate Interest: To improve our service and prevent fraud
Legal Obligation: To comply with professional body requirements

5. How We Use Your Data

Provide CPD tracking and reporting services
Generate compliance reports for professional bodies
Track your progress toward professional goals
Send service-related notifications and reminders
Improve and develop our service
Ensure security and prevent fraud

6. Data Storage & Security

Your Data is Protected:

Secure connections (HTTPS)
Passwords hashed using industry-standard algorithms
Regular security updates and monitoring
Access controls and authentication
Regular backups for data recovery

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Specifically:

Active Accounts: Data retained while account is active
Inactive Accounts: Deleted after 3 years of inactivity
Deleted Accounts: Data permanently deleted within 30 days
Legal Requirements: Some data may be retained longer if required by law

8. Data Sharing

We NEVER sell your personal data.

We may share data with:

Professional Bodies: Only when you generate and submit reports
Service Providers: Hosting, email services (under strict contracts)
Legal Authorities: Only when legally required

9. Your Rights (GDPR)

You have the following rights:

Right to Access

Request a copy of all your personal data

Export My Data →

Right to Rectification

Correct inaccurate personal data

Edit Account →

Right to Erasure

Request deletion of your data

Delete Account →

Right to Portability

Export your data in a portable format

Download Data →

10. Cookies

We use essential cookies to:

Keep you logged in (session management)
Remember your preferences
Ensure security

We do NOT use tracking or advertising cookies.

11. Data Storage

Your data is stored securely on professional hosting infrastructure with appropriate technical and organizational safeguards.

12. Children's Privacy

MyCPDLog is not intended for users under 18. We do not knowingly collect data from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes via email or through the platform.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us at:

Data Protection Officer

Email: hello@mycpdlog.com

Or use the contact form in your account settings

15. Supervisory Authority

You have the right to lodge a complaint with the Data Protection Commission (Ireland) if you believe your data protection rights have been violated:

Data Protection Commission

21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland

Website: www.dataprotection.ie

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