Privacy Policy

Account information: name, work email address, company name, phone number and the password you set (stored only in hashed form by our authentication provider).

Learning records: courses you are enrolled in, progress, quiz results, completion dates, training time and certificates. Organisations using FREE LMS control which learners they add and which records are kept for them.

Enquiries and support: details you send through our contact and demo forms, support emails or the support chat, such as your name, company, email, phone number and message.

Billing and subscription information: payments are collected and processed by our payment provider, Stripe, and we do not store card numbers. We keep your plan, subscription status, Stripe customer and subscription identifiers, and a record of your acceptance of our Terms and Privacy Policy (version, date and time, and IP address).

Email and consent records: a log of service and marketing emails sent to you (what was sent, when and whether it was delivered), and your marketing consent, withdrawal and unsubscribe records.

Technical and analytics information: device, browser and log data needed to run and secure the service, and, on our public website only, Google Analytics data (see Cookies).

To provide and support the service, create accounts, deliver and track training, issue certificates, process payments, send service emails, respond to enquiries, keep the platform secure and reliable, and, only where you have opted in, send marketing emails.

We do not sell personal information.

If you do not provide the information we ask for when you sign up, we may not be able to create your account or provide the service.

If you have an account, we send service emails that are not marketing. These include account and trial emails (a welcome email, a reminder before your 7-day trial ends, and a notice when it has ended), payment and billing notices (payment confirmation and failed-payment notices), course assignment and due-date reminders, and security or account messages.

You cannot opt out of service emails while you have an account, but we limit them to what the service needs.

When you sign up there is an optional checkbox, unticked by default, asking whether you would like FREE LMS tips, updates and occasional offers. We send marketing emails, such as follow-ups after a trial ends, only to people who ticked it. We record when and where you gave consent.

Every marketing email identifies us and includes an unsubscribe link, with one-click unsubscribe where your email app supports it. If you unsubscribe, or withdraw consent by emailing support@freelms.au, marketing emails stop and we keep your email address on a suppression list so that we do not email you again. Unsubscribing from marketing does not stop service emails.

We use service providers to run FREE LMS. They may only use information to provide their services to us. They are Supabase (database, authentication and file storage), Hostinger (application server hosting and our support mailbox), Stripe (payments), Resend and Amazon SES (email delivery), Google (Analytics on our public website), Apple iCloud (storage of encrypted backup copies), Cloudflare (bot protection on our sign-up, demo-request and account-deletion forms, which receives your IP address and browser signals) and OpenAI (see “Artificial intelligence” below).

If a course contains an embedded YouTube or Vimeo video, your device connects to that video provider when you play it, and the provider may collect your IP address and device information under its own privacy policy. Organisations choose whether to include such videos.

Where you are a learner, your organisation’s administrators can see your training records. We may also disclose information where required by law.

We use OpenAI’s service in two ways. First, our staff use it to create FREE LMS library course content (text, images and narration) from topics and instructions that we write. We do not send customer or learner information to OpenAI for this.

Second, we use it to help our support team draft replies. When you contact support, the text of your messages and your first name may be sent to OpenAI to draft a reply. Our systems are set so that your learner records, progress, certificates and other account details are not sent to OpenAI. Our support team reviews every draft before a reply is sent to you; replies are never sent automatically. Please do not include sensitive information in support messages.

If we change what is sent to OpenAI, or add other AI features that use customer information, we will update this policy first.

Our database, authentication and file storage are hosted by Supabase in Japan. Our application server, which also runs our support and enquiry systems, is hosted by Hostinger in Malaysia. Enquiry and support records are stored in a database in Australia and are accessed and processed through our Malaysian server. Encrypted backup copies are held on that server, on our own devices in Australia and in iCloud.

Email delivery uses providers in the United States. OpenAI, Google and Stripe process information in the United States and other countries, and Apple stores iCloud data in various countries.

Information is sent to these providers over encrypted connections, and the backup copies we store with them are encrypted before they leave our systems. The providers handle information under their own terms and privacy policies. These locations may change, and we will update this policy if they do.

We use essential cookies and similar storage to keep you signed in and keep the service working. On our public marketing website (freelms.au) we also use Google Analytics to measure page visits and sign-up and enquiry actions; it sets analytics cookies and receives your IP address, device and page-visit information. We do not use Google Analytics inside the signed-in application, and we do not currently use advertising cookies.

We use reasonable technical and organisational measures to protect information, including encrypted connections. No system is completely secure.

We keep information for as long as needed to provide the service or meet legal obligations. We keep email logs, consent and unsubscribe records, and records of acceptance of our terms for as long as needed to show our compliance and to honour opt-outs. Organisations can ask us to close their account and delete their workspace data (see our Terms). We also keep backup copies for disaster recovery; deleted information may remain in existing backups until they are replaced or removed in the normal course, and our regular backups are encrypted.

You can ask to access or correct the personal information we hold about you, ask us to delete it, or make a privacy complaint, by emailing support@freelms.au. If you are a learner, we may refer your request to your organisation, which controls your training records.

Our staff handle these requests; there is no self-service tool for them. We will acknowledge your request within 5 business days and aim to resolve it within 30 days, subject to applicable law and the complexity of the request. We may need to keep some information where the law requires it. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

We may update this policy from time to time. The date at the top shows when it was last changed.

FREE LMS, operated by Korey Pty Ltd (ABN 34 661 510 729), 10 Brown Street, Chatswood NSW 2067, Australia. Email: support@freelms.au.