Privacy Policy - QuickMod

QuickMod Privacy Policy

Last Updated: 9th June 202

1. Introduction

QuickMod (“we,” “our,” or “us”) is committed to protecting the privacy and security of our users’ personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our educational web application and services.

Company Details:

Company Name: QuickMod
Address:
Contact email: jack@quickmod.co.uk

This policy applies to all users of the QuickMod platform, primarily teachers and educational professionals in the United Kingdom.

2. Information We Collect

2.1 Personal Information You Provide

We collect the following personal information when you register for and use our services:

Registration Information: First name, email address, and the school where you work
Account Information: Username, password (encrypted), and membership details
Survey Data: Information you voluntarily provide through surveys and feedback forms
Communication Data: Messages, emails, and other communications you send to us

2.2 Usage Information We Collect Automatically

Usage Tracking: Number of times you use specific features to monitor your membership usage limits
Technical Data: IP address, browser type, device information, and operating system
Cookies and Tracking: We use cookies to track your usage and provide essential functionality (see Section 8 for details)
Access Logs: Times and dates of access to our platform for security purposes

2.3 Information We Do Not Collect

We do not collect information from users under 13 years of age
We do not collect sensitive personal data such as health records, biometric data, or detailed behavioral analytics beyond usage counting
We do not track your location

3. How We Use Your Information

3.1 Primary Uses

We use your personal information for the following purposes:

Service Delivery: To provide access to QuickMod’s educational tools and features
Account Management: To manage your user account and membership
Usage Monitoring: To track your usage against membership limits and keep you informed of remaining usage
Communication: To send you service-related notifications, updates, and marketing communications
Support: To respond to your questions and provide customer support
Platform Improvement: To analyze usage patterns and improve our services

3.2 Legal Basis for Processing (UK GDPR)

We process your personal data based on:

Contract: To fulfill our service agreement with you
Legitimate Interest: To improve our services and communicate about them
Consent: For marketing communications and optional surveys (you can withdraw consent at any time)

4. How We Share Your Information

4.1 We Do Not Sell Your Data

We do not sell, rent, or monetize your personal information in any way.

4.2 Third-Party Service Providers

We share limited information with trusted service providers who help us operate our platform:

MailChimp: We store your name and email address with MailChimp for sending service communications and marketing emails (with your consent)
Cloud Storage Providers: We use secure UK-based cloud storage services to store your data
Website Hosting: GoDaddy provides our website hosting services with SSL encryption
Facebook: We may share your name and email address with Facebook to facilitate access to our private member community group (see Section 15 for full details)

All third-party providers are required to protect your information and use it only for the specific services they provide to us.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights and safety.

5. Data Storage and Security

5.1 Where We Store Your Data

Primary Storage: Secure cloud storage within the United Kingdom
Backup Storage: Encrypted backups stored securely in the UK
Third-Party Storage: MailChimp (email communications) – data processed in accordance with UK GDPR

5.2 Security Measures

We implement robust security measures to protect your information:

Encryption: SSL/TLS encryption for all data transmission
Secure Passwords: Strong password requirements and secure hashing
Access Controls: Restricted access to personal data on a need-to-know basis
Regular Updates: Frequent security patches and software updates
Backup Protection: Regular encrypted backups with secure storage
Firewall Protection: Advanced firewall and monitoring systems
Security Audits: Regular security assessments and improvements

5.3 Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

Active Accounts: Data retained while your account is active
Inactive Accounts: Data deleted after 2 years of inactivity
Legal Requirements: Some data may be retained longer if required by law
Backup Data: Automatically deleted according to our backup retention schedule

6. Your Rights and Choices

Under UK GDPR, you have the following rights regarding your personal data:

6.1 Access Rights

Right to Access: Request a copy of the personal data we hold about you
Right to Portability: Receive your data in a commonly used format

6.2 Correction and Deletion Rights

Right to Rectification: Correct inaccurate or incomplete personal data
Right to Erasure: Request deletion of your personal data (“right to be forgotten”)
Right to Restriction: Limit how we process your personal data

6.3 Communication Preferences

Marketing Opt-out: Unsubscribe from marketing emails at any time
Service Communications: You cannot opt out of essential service communications

6.4 How to Exercise Your Rights

To exercise any of these rights, contact us at jack@quickmod.co.uk. We will respond to your request within one month.

7. Marketing Communications

7.1 Email Marketing

With your consent, we may send you:

Product updates and new feature announcements
Educational content and teaching resources
Special offers and promotions
Survey invitations and feedback requests

7.2 Opt-Out Options

You can unsubscribe from marketing emails by:

Clicking the unsubscribe link in any marketing email
Contacting us directly at jack@quickmod.co.uk
Updating your preferences in your account settings

8. Cookies and Tracking Technologies

8.1 How We Use Cookies

We use cookies and similar technologies to:

Essential Functions: Enable core platform functionality and user authentication
Usage Tracking: Monitor your membership usage and remaining limits
Performance: Analyze platform performance and identify improvements
Security: Detect and prevent fraudulent activity

8.2 Types of Cookies

Strictly Necessary: Required for the platform to function properly
Performance: Help us understand how you use our platform
Functional: Remember your preferences and settings

8.3 Managing Cookies

You can control cookies through your browser settings, but disabling essential cookies may affect platform functionality.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make material changes, we will:

Update the “Last Updated” date at the top of this policy
Notify you via email or platform notification
Highlight significant changes in our communication

Your continued use of QuickMod after changes take effect constitutes acceptance of the updated policy.

10. International Transfers

We primarily store and process data within the United Kingdom. If we need to transfer data outside the UK, we will:

Ensure adequate protection through approved mechanisms
Obtain your explicit consent where required
Implement appropriate safeguards as required by UK GDPR

11. Children’s Privacy

QuickMod is designed for adult educators and teachers. We do not knowingly collect personal information from children under 13. If we discover we have collected information from a child under 13, we will delete it immediately.

As per the QuickMod terms of use, you MUST NOT share details of your students, only samples of their written work which do not identify them. Any samples you do upload will be automatically deleted within 30 days.

12. Data Protection Officer

For data protection inquiries, you can contact us at jack@quickmod.co.uk. While we do not have a formal Data Protection Officer due to our size, our designated data protection contact will handle all privacy-related queries.

13. Complaints and Regulatory Authority

If you have concerns about how we handle your personal data, you can:

Contact us directly at jack@quickmod.co.uk
File a complaint with the UK Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Contact Information

For any questions about this Privacy Policy or our data practices, please contact us:

QuickMod

Email: jack@quickmod.co.uk

15. Definitions

Personal Data: Any information relating to an identified or identifiable individual
Processing: Any operation performed on personal data, including collection, storage, and use
Data Controller: The entity that determines the purposes and means of processing personal data (QuickMod)
Data Subject: The individual whose personal data is being processed
UK GDPR: The UK version of the General Data Protection Regulation

Effective Date: 9th June 2025

This Privacy Policy is written in plain English to ensure transparency and understanding. If you have any questions about any section, please don’t hesitate to contact us.

Our website address is: https://quickmod.co.uk.

15. QuickMod Community Facebook Group

15.1 Community Access

As a benefit of your QuickMod membership, you may be invited to join our private Facebook community group where members can:

Share teaching ideas and educational resources
Discuss best practices and experiences
Connect with other educators
Participate in community discussions

15.2 Facebook Data Sharing

To facilitate your access to our Facebook community:

Information Shared: We may share your name and email address with Facebook to send you a group invitation
Voluntary Participation: Joining the Facebook group is entirely optional
Your Choice: You can decline the invitation or leave the group at any time without affecting your QuickMod membership

15.3 Facebook’s Privacy Policy

When you join our Facebook group, you are also subject to Facebook’s own privacy policy and terms of service:

Facebook’s Control: Facebook collects and processes data according to their own privacy policy
Your Facebook Data: Any information you share in the group is subject to Facebook’s data practices
Independent Responsibility: We are not responsible for Facebook’s handling of your personal data

15.4 Community Guidelines and Prohibited Content

Strictly Prohibited: You must never upload, share, or post any student work, student information, or any content that could identify students in the Facebook group.

Permitted Content:

Teaching strategies and educational ideas
Resource recommendations
Professional development discussions
General educational topics and experiences

Your Responsibilities:

Maintain professional conduct at all times
Respect the privacy and confidentiality of your students
Follow both QuickMod’s and Facebook’s community standards
Report any inappropriate content to group administrators

15.5 Data Protection Considerations

Separate Platforms: The Facebook group operates independently of QuickMod’s platform
No Cross-Sharing: We do not share your Facebook group activity with other QuickMod services
Facebook’s Jurisdiction: Facebook processes group data according to their international data transfer practices
Your Control: You can control your Facebook privacy settings independently

15.6 Leaving the Community

You can:

Leave the Facebook group at any time through Facebook’s interface
Contact us to request removal from the group
Opt out of future Facebook group invitations
Continue using QuickMod services without participating in the Facebook community

15.7 Our Responsibilities

As the group administrator, we will:

Monitor the group for compliance with our community guidelines
Remove inappropriate content and members who violate guidelines
Protect the professional nature of the community
Respect your choice to participate or not participate

Important: We strongly recommend reviewing Facebook’s current privacy policy before joining any Facebook group, as their practices may change independently of this policy.

16. Definitions

Personal Data: Any information relating to an identified or identifiable individual
Processing: Any operation performed on personal data, including collection, storage, and use
Data Controller: The entity that determines the purposes and means of processing personal data (QuickMod)
Data Subject: The individual whose personal data is being processed
UK GDPR: The UK version of the General Data Protection Regulation

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.