Privacy Policy
FreshLearn, Inc ("FreshLearn", "we", "us", or "our") respects your privacy. This Privacy Policy explains what information we collect when you use the FreshLearn platform, our websites, and our integrations with third-party services, how we use and store that information, who we share it with, and the choices and rights available to you.
This policy applies to FreshLearn account owners and their team members, to learners enrolled in courses hosted on FreshLearn, to visitors to our websites, and to data we access from third-party services you connect to your FreshLearn account. It should be read alongside our Terms of Use and our Cookie Policy.
1. Information We Collect
1.1 Information you provide to us
- Account details such as your name, email address, password, business name, and profile information
- Billing information, including billing address and the payment identifiers returned by our payment processors (we do not store full card numbers)
- Content you upload to the platform, including courses, lessons, media, assessments, and communications with your learners
- Support enquiries, feedback, and any other correspondence you send us
1.2 Information we collect automatically
- Usage data such as pages viewed, features used, lesson progress, and timestamps
- Device and connection data such as IP address, browser type, operating system, and referring URL
- Cookies and similar technologies, as described in our Cookie Policy
- Application and security logs used for debugging, abuse prevention, and monitoring
1.3 Information we receive from third parties
When you connect a third-party service to your FreshLearn account, that service shares a limited set of data with us so the integration can function. We only request the minimum access each integration needs. Section 2 describes the Slack integration in detail; other integrations, such as payment processors, email delivery providers, and analytics providers, share data with us on a comparable, purpose-limited basis.
2. Slack Integration
The FreshLearn Slack app lets you receive notifications about activity in your FreshLearn account, such as new enrolments, course completions, assignment submissions, and form responses, inside Slack channels that you choose. This section explains exactly what data the app collects from Slack, how we use it, and how it is stored and deleted.
2.1 Data accessed through Slack permissions
When an administrator installs and authorises the FreshLearn Slack app, Slack grants us access according to the scopes below. These are the only scopes the app requests.
| Scope | Data accessed | Why we need it |
|---|---|---|
channels:read | Names and IDs of public channels in your workspace. | To show a channel picker so you can choose where FreshLearn notifications are posted. |
groups:read | Names and IDs of private channels that the installing user is already a member of in Slack. | To let you route notifications to private channels you already have access to. Private channels you cannot see in Slack are never listed to you. |
chat:write | Permission to post messages as the FreshLearn app. | To deliver the notifications you configured to the channels you selected. |
chat:write.public | Permission to post to public channels the app has not been invited to. | So notifications can be delivered to a public channel without you having to invite the app to it first. |
2.2 Data we store
To keep the integration working between sessions, we store the Slack workspace (team) ID returned during installation, the Slack user ID of the person who installed the app, the bot access token issued by Slack, and the channel selections you make in FreshLearn. The installer's Slack user ID is used solely to determine which private channels may be shown to you, so that the app never reveals a private channel you do not already belong to.
2.3 What the Slack app does not do
- It does not read, store, or index the content of your Slack messages or message history
- It does not access direct messages between members of your workspace
- It does not access or download files shared in Slack
- It does not collect email addresses or profile data of your workspace members
- It does not use Slack data for advertising, profiling, or resale, and it is never sold or rented to anyone
2.4 Retention and removal
Slack data is retained only for as long as the integration is connected. When you uninstall the FreshLearn app from your Slack workspace, or disconnect the integration from within FreshLearn, we revoke and delete the stored access token and remove the associated workspace and channel configuration from our systems, normally within 24 hours. You can also email us to request deletion of any remaining integration data.
You remain in control at all times: you choose which channels receive notifications, and you can revoke the integration from your Slack workspace at any moment without affecting the rest of your FreshLearn account.
3. How We Use Information
We use the information described above to:
- Provide, operate, and maintain the FreshLearn platform and the integrations you enable
- Authenticate you, secure your account, and prevent fraud and abuse
- Process payments and issue invoices and receipts
- Send transactional messages such as enrolment confirmations, receipts, and service notices
- Send product and marketing communications where you have consented, which you may opt out of at any time
- Provide customer support and respond to your enquiries
- Analyse usage in aggregate to improve performance, reliability, and product decisions
- Comply with legal obligations and enforce our Terms of Use
We do not sell your personal data, and we do not use the content you or your learners upload to train machine learning models for other customers.
4. Legal Bases for Processing
Where the GDPR or similar laws apply, we rely on the following legal bases: performance of our contract with you, in order to provide the platform; your consent, for optional integrations such as Slack and for marketing communications; our legitimate interests in securing, supporting, and improving the service; and compliance with legal obligations. Where we rely on consent, you may withdraw it at any time.
5. How We Share Information
We do not sell, rent, or trade personal data. We share information only in the following circumstances:
- With service providers who host and operate our systems, process payments, deliver email, or provide analytics, each bound by data protection agreements and permitted to use the data only to provide services to us
- With third-party services you explicitly connect to your account, such as Slack, and only to the extent needed to operate that integration
- With the FreshLearn account owner whose course or academy a learner has enrolled in, in respect of that learner's enrolment and progress data
- Where required by law, regulation, legal process, or an enforceable governmental request
- In connection with a merger, acquisition, or sale of assets, in which case we will give notice before your data becomes subject to a different privacy policy
6. Data Storage and Security
We implement technical and organisational measures appropriate to the risk, including:
- Encryption in transit using HTTPS/TLS, and encryption at rest for stored credentials and access tokens
- Storage in access-controlled cloud infrastructure with restricted, role-based administrative access
- Logging and monitoring for security and availability incidents
- Regular review of the permissions and scopes our integrations request, so that each remains minimal
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal data, we will notify you and any relevant regulator as required by applicable law.
7. Data Retention
We retain personal data for as long as your account is active and for as long as needed to provide the service. After account closure we delete or anonymise personal data within a reasonable period, except where we are required to retain records for tax, accounting, legal, or fraud-prevention purposes. Data from connected integrations is deleted when the integration is disconnected, as described in Section 2.4.
8. International Transfers
FreshLearn operates internationally and your data may be processed on servers located outside your country of residence, including in the United States and India. Where required, we use appropriate safeguards such as standard contractual clauses for these transfers.
9. Your Rights and Choices
Subject to applicable law, you may have the right to access the personal data we hold about you, correct inaccurate data, request deletion, object to or restrict certain processing, request a portable copy of your data, and withdraw consent where processing is based on consent. You can exercise most of these directly in your account settings, or by contacting us using the details below. We will respond within the timeframe required by applicable law.
If you are a learner enrolled in a course, the account owner who runs that course is the controller of your enrolment data. Please direct requests to them in the first instance; we will assist them in responding.
10. Children's Privacy
FreshLearn is not directed to children under the age of 16 and we do not knowingly collect personal data from them. If you believe a child has provided us with personal data, please contact us and we will delete it.
11. Contact Us
For any question or request relating to this Privacy Policy, including questions about the Slack integration, contact us at support@freshlearn.com, or write to FreshLearn, Inc, 651 N Broad St, Suite 206, Middletown, DE 19709, USA.
12. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices, the services we integrate with, or applicable law. When we do, we will revise the "Last updated" date at the top of this page, and for material changes we will provide additional notice in the product or by email.
Have questions?
Our team is happy to help with any questions about this policy.