The Privacy & compliance page gathers everything about your trainees' personal data in one place: the agreement that covers it, who can see it, how long certificates are kept, and what to do when your organization stops training with us.
Who can do this
Available to organization Admins. Open Organization settings → Privacy & compliance.
Check the data processing agreement
The Data processing agreement card shows whether your organization has accepted the current version, which version it accepted, when and by whom.
- Open agreement shows the full text.
- If the status says the agreement is missing, click Accept agreement. Until you do, you cannot enter details that identify a trainee (for example a name).
Below it, the Subprocessors card lists the companies that help us run Skillsive, what they do and where the data is kept. More about the agreement itself: Trainee data processing agreement.
Set how long certificates are kept
When a trainee is anonymized, their certificates are not deleted right away. They move to a restricted archive, so you can still prove that the training took place, and are deleted after the period you set.
- 1In the How long certificates are kept card, enter the Retention period in years (from 1 to 50). Leave the field empty to use the default of 10 years.
- 2Click Save retention period.
The new period applies to certificates archived from now on. Certificates already in the archive keep their deletion date.
See who worked with personal data
The Personal data access log records operations on your trainees' personal data — viewing trainee details, export and import, certificate downloads, anonymization and deletion — with the date, the account and its role. Only Admins of your organization see it.
- Filter by dates or by Operation, or tick Skillsive staff only to see what our team did.
- Export saves the filtered log to a file.
- Entries are kept for 12 months.
Download all your data
Before you delete anything, keep your own copy.
- 1In the Download all your organization's data card, choose the format of the tables: CSV or Excel.
- 2Click Download data (ZIP) and keep the page open until the file is ready. For a large organization this can take a few minutes.
The ZIP file contains trainees, course completions and certificates with their PDF files, including archived ones, plus the number of records and a checksum for every file.
When your organization stops training with us
The three cards at the bottom of the page are irreversible. Each one asks you to type the name of your organization before it does anything.
- Anonymize all trainees removes the details that identify every trainee (names, contact details) for good. Trainees who are already anonymized stay as they are.
- Permanently delete your organization's data → Delete data. You choose what to delete: Trainees and course completions (recommended) or Everything, including valid certificates. Afterwards you get a digitally signed report, listed under Deletion reports.
- Withdraw consent to data processing → Reject agreement. We anonymize the details that identify your trainees; certificates move to the restricted archive for the retention period.
This cannot be undone
Anonymized or deleted data cannot be restored. Download your data first, and make sure you really want to lose the trainees' history before you confirm.
FAQ
Can an Analyst or a Device Admin open this page?
No. Only organization Admins can open Privacy & compliance.
Why is the access log empty?
Entries appear only after someone works with trainees' personal data — for example opens a trainee's details or downloads a certificate.
Does deleting data remove my organization and its members?
No. It removes trainee data. Your organization, its members and their accounts stay.
How do I anonymize just one trainee?
Not on this page. Open Trainees, open the menu in the trainee's row and click Anonymize. You can also select several trainees and anonymize them together.