Who this notice covers
Daniel Roberts trading as JernieSoftware and infrastructure · Sole traderBusiness address: 68 Tyn Y Twr, Baglan, SA12 8YDSupport and privacy: jernieiq@hotmail.comJernie is the brand behind AssessIQ and FitIQ. This notice covers website visitors, people making enquiries, subscribing assessors and business contacts. It also explains Jernie’s role when personal information is held in an AssessIQ workspace. FitIQ is currently under construction; the website collects enquiries and expressions of interest, rather than offering a paid FitIQ service.
For a privacy question or request, email jernieiq@hotmail.com or use our privacy contact form. Give us enough information to identify the relevant service, but do not include passwords, payment-card details or learner evidence in the form.
Who is responsible for learner information?
For enquiries, account administration, billing and service security, Jernie determines how the information is used. For learner records held for a customer, the organisation deciding why those records are collected and how they are used is normally the data controller; Jernie processes that information to provide the agreed service. This may be an approved training centre or an independent assessor’s business. An assessor working for a centre is not automatically a separate controller.
Your assessor or centre should give learners its own privacy information, including its identity, lawful basis and required assessment-record retention. Learners should contact that organisation first about their assessment records. We can help direct a request to the right organisation. See Data processing for information for assessors and centres.
Information used by the service
- Website enquiries: your name, email address, role, platform interest and message.
- Accounts and subscriptions: contact and organisation details, user identifiers, access roles, invitation and sign-in information, chosen plan, subscription dates and billing status. Stripe handles payment-card information; full card details are not stored in Jernie website forms.
- Assessment workspaces: learner and assessor details, assigned qualifications, criteria packs, uploaded documents, photographs, audio or video, written accounts, messages, progress, feedback and review records. Information may be supplied by you or the assessor or organisation that invites you.
- AI-assisted work: relevant evidence, selected criteria and instructions submitted for analysis, and the resulting suggestions and review reports.
- Security and service records: technical information such as IP addresses, request logs, authentication events and delivery/error records needed to operate the service.
Account details needed for access and billing are necessary to provide the corresponding service. The FitIQ enquiry message is optional. Avoid including unrelated personal information or information about other people without appropriate authority.
Why information is used
| Purpose | Basis |
|---|---|
| Respond to enquiries and arrange requested services | Steps you request before entering a contract, or legitimate interests in answering enquiries and dealing with business representatives. |
| Provide accounts, support and subscriptions | Performance of a contract with an individual subscriber, or legitimate interests in delivering a service to a business customer and its authorised contacts. |
| Maintain payment and legally required records | Contract administration and compliance with applicable legal obligations. |
| Protect accounts, diagnose faults and prevent abuse | Legitimate interests in service security, reliability and preventing repeated free-trial misuse, balanced against the rights of the people involved. |
For learner information processed on a customer’s instructions, the responsible organisation determines and communicates its lawful basis. If evidence includes health information or other sensitive information, that organisation must identify any additional legal condition that is needed. Do not upload such information simply because a file field permits it.
Trial eligibility checks
We use your email, name, organisation, date of birth and business/contact address to check eligibility for one free AssessIQ trial per assessor. We convert date of birth and address into protected matching records using a secret cryptographic key. We do not save their original values in the trial application database or your platform profile. Matching records remain personal data.
Possible matches receive human review. A shared name, address or organisation does not automatically disqualify you. When you later make a payment, Stripe customer references and protected payment-method matching records may also flag repeated use for review. We do not collect card details during the free trial, and a shared business card alone is not a reason to suspend access. Only authorised administration services and reviewers can access eligibility records; reviewers see match reasons rather than your original date of birth or address.
Our lawful basis is our legitimate interest in administering a fair and secure trial. You can request correction, object to this use or ask for a review by emailing jernieiq@hotmail.com. Limited eligibility history is kept separately from workspace records and is flagged for a necessity review after one year. Workspace deletion does not automatically remove eligibility records that are still needed.
A business postal address supplied separately for a completed DPA is kept in the private contract record for that purpose. The trial-eligibility matching safeguards do not mean a contractual address is never recorded.
How AI-assisted review uses evidence
IQ Assistant sends your question and the recent conversation needed to answer it to OpenAI. It provides role-appropriate platform guidance; it does not retrieve private learner records. Avoid entering personal or confidential information in questions. The application does not save assistant conversation text; usage and estimated cost records are retained for administration. Jernie manages whether the assistant is available.
When an authorised AI feature is used, relevant written accounts, qualification criteria and evidence are sent to OpenAI through its API. Depending on the evidence type and feature, this may include documents, images, sampled video frames or audio/video transcripts. Generated suggestions can be stored with the evidence and review records.
AI can make mistakes or miss context. It assists review; it does not itself award a qualification or replace the assessor’s decision. The assessor remains responsible for checking the evidence and recording a justified decision. The responsible organisation should explain the AI features it uses to learners.
Only submit evidence that is necessary for the assessment and that you are authorised to share. This notice does not promise zero provider retention, UK-only processing or a particular AI accuracy level.
Suspected AI authorship or altered evidence is an indicator for human investigation, not proof. Learners can challenge an interpretation through their assessor or centre. See the AI Usage and Assessment Policy.
Service providers and access
| Provider | Purpose |
|---|---|
| Netlify | Hosts jeiq.co.uk and processes website enquiries. |
| OpenAI Sites | Hosts the published platform and the alternate published Jernie website. |
| Supabase | Provides authentication, application database and private file storage. |
| OpenAI API | Processes information submitted through enabled AI features. |
| Resend | Delivers configured transactional emails, such as account setup and service/billing notifications. Authentication email delivery may also use the configured Supabase email service. |
| Stripe | Processes checkout, payments and subscription information. Stripe also has responsibilities under its own privacy terms. |
Access within a workspace depends on the user’s role, assignments and organisational permissions. Service providers and authorised support personnel may process information needed to supply, protect or support the service. Providers may act as processors for some activities and as controllers for their own legal or security obligations. We do not sell personal information.
The current core Supabase project is configured in Ireland. This does not mean all processing stays in Ireland: delivery infrastructure, provider support, billing and AI processing may involve other countries. If you have specific geographic or supplier requirements, contact us before uploading affected records so we can confirm the relevant locations and transfer safeguards for your service.
Where a restricted international transfer is involved, the responsible parties must establish an applicable adequacy decision or appropriate contractual safeguards and the required transfer assessment. Ask for the service-specific supplier and transfer schedule before relying on a geographic restriction. No unverified UK-only or zero-retention guarantee is given.
Retention, downloads and deletion
Unrenewed free-trial workspaces are deleted from active storage after the 30-day download period following their recorded trial expiry. Required real assessment records must be exported before that deadline. Safeguards for pending payments, uploads, transfers, holds or technical failures prevent premature deletion without extending working access.
Paid customers can instruct Jernie to keep a private assessment archive for a standard three calendar years from the event recorded in their completed DPA and archive instruction. The event may be learner certification, completion, paid-account closure or a separately documented controller instruction; it is not assumed to be the signup date. Each archive records the actual event date, retain-until date, requirement and any audit, appeal or legal hold. Longer awarding-body, funding or legal requirements must be recorded before deletion is considered.
An archive is a dated copy of the selected assessment portfolio, including evidence files, assessment reviews, criteria and audit records. It is distinct from the working workspace and from a backup. Creating an archive does not delete its source. The owner dashboard sees archive references and retention status, not learner identities or evidence. Authorised customers can download their own completed archive.
Converted paid workspaces are excluded from trial cleanup. Cancelling renewal is not a deletion instruction. At service exit, record the controller’s choice to return or delete, archive instructions where applicable, export/access arrangements, scope, dates, holds and provider-copy expiry. A three-year due date starts a retention review; it does not override a lawful controller instruction or cause automatic paid deletion. Jernie does not promise indefinite storage or recovery.
Jernie’s private business-agreement and owner compliance records are kept separately for contract administration, accountability, security and applicable legal/dispute purposes, with recorded review dates and restricted access. They do not keep a deleted learner workspace recoverable. Trial-eligibility, authentication, billing and provider-copy records also have separate purposes and schedules. See the Data Retention and Deletion Policy for full details and how to request return/deletion.
Your choices and rights
Depending on the circumstances, you can request access, correction, deletion, restriction or portability of personal information. Where processing depends on consent, you can withdraw that consent without affecting earlier lawful processing.
You can object to processing based on legitimate interests, and to the use of your information for direct marketing. These rights are not all absolute; we will explain any applicable limits. We may need proportionate information to verify your identity and authority, and will handle requests within the applicable statutory time limit.
Contact us through the privacy request form. You can also raise a complaint with the UK Information Commissioner’s Office (ICO). Learners may need to direct assessment-record requests to their assessor or centre, as the responsible organisation.
Email jernieiq@hotmail.com or write to Daniel Roberts trading as Jernie, 68 Tyn Y Twr, Baglan, SA12 8YD. We normally respond to data-rights requests within one month; where the law permits an extension, we explain it within that first month. Acknowledging this notice is not consent to all processing. Optional marketing consent, where used, must be separate and can be withdrawn.
FitIQ interest and email preferences
Registering interest asks us to respond about FitIQ. It does not subscribe you to a general Jernie newsletter. We keep replies within the scope of your enquiry; any broader marketing programme would need its own appropriate permission and clear opt-out route. You can ask us to stop follow-up messages through the contact form. Essential account and billing messages are separate from marketing.
Security and changes to this notice
Protect your sign-in details and use only accounts intended for you. If you suspect unauthorised access or a data issue, report it to Jernie and tell your assessor or centre where relevant. Please do not send passwords or sensitive evidence in an initial report.
This notice is reviewed when the service or processing changes. The date above identifies this version. A privacy notice describes processing; it does not replace a customer’s data-processing agreement.