Privacy Policy

Last updated: 2 June 2026.

This policy explains how TrainerMate handles information when you use the website, Windows app and support services.

1. Who to contact

For privacy questions, email [email protected].

2. What information TrainerMate handles

• Account details such as your email address, NDORS trainer ID where used, plan, app version and licence status.
• Support messages and the basic app details needed to investigate a problem.
• Provider setup details such as provider name and portal address.
• Course admin information shown in the app, such as course title, date, provider, FOBS meeting status and Zoom status.
• Certificate records and files you choose to manage through TrainerMate.
• Zoom connection information created when you authorise TrainerMate through Zoom.
• Payment or subscription status if you upgrade. Card payments are handled by the payment provider rather than stored in TrainerMate.

3. What stays local

TrainerMate is designed as a local Windows app. Provider access details, Zoom connection details, local course cache and certificate files are kept on your computer wherever the app can sensibly do that. Online account records are limited to what is needed for sign-in, plan checks and support, with additional protection around identifying details.

4. What is sent to TrainerMate services

TrainerMate services are used for account status, licence checks, support messages, update notices and admin-controlled messages. We keep this information limited to what is needed to run and support the app.

5. Why information is used

• To provide the app and check your plan.
• To help you prepare courses, create or verify Zoom meetings and update supported FOBS meeting details.
• To help you manage provider certificates where you choose to use those tools.
• To provide support and troubleshooting.
• To send update notices and important service messages.
• To protect the service from misuse and meet legal, tax and accounting duties.

6. Information we do not want

Do not send provider passwords, Zoom passwords, full delegate lists, payment card details or screenshots with unnecessary personal data. If support needs a screenshot, hide anything that is not relevant.

7. Sharing

We do not sell your personal data. We use trusted services for hosting, email, support, payments, licensing and app distribution. Zoom and provider portals have their own privacy rules when you use their services.

8. How long information is kept

Information is kept only for as long as reasonably needed for the app, support, account records, legal duties or security. Local files remain on your computer unless you delete them or use an app feature that removes them.

9. Your rights

You can ask to access, correct or delete personal information where the law allows. You can also complain to the ICO if you are unhappy with how your data is handled.

10. Security

TrainerMate uses practical safeguards such as local app design, HTTPS for online services, Zoom permission-based access and update checks. See the Security page for a plain-English overview.

11. Changes

This policy may be updated as TrainerMate develops. The latest version will be published on this website.