Your privacy matters to us. This Privacy Policy explains how Questence collects, uses, discloses, and safeguards your personal information.
Information We Collect
We collect information you provide directly: name, email address, company name, billing information. We also collect usage data: course progress, assessment results, platform interactions, device information, and IP addresses.
How We Use Your Information
We use your information to: deliver and improve the Service, process transactions, send administrative messages, provide technical support, comply with legal obligations, and analyse usage patterns to enhance our platform.
Data Sharing
We do not sell your personal information. We may share data with: service providers who help us operate the platform (hosting, payment processing, analytics), legal authorities when required by law, and your organisation if you are using Questence through an enterprise account.
Data Retention
We retain your personal information for as long as your account is active and for a reasonable period thereafter to comply with legal obligations, resolve disputes, and enforce our agreements.
Your Rights
You have the right to: access your personal data, correct inaccurate data, request deletion of your data, restrict processing, data portability, and withdraw consent at any time.
Security
We implement industry-standard security measures including encryption at rest and in transit, regular security audits, access controls, and incident response procedures.
Google / YouTube Integration
This section applies to platform administrators who connect a YouTube channel to Questence.
What Data We Access
When a platform administrator connects a YouTube channel to Questence, we access the following data via the YouTube Data API v3:
- The YouTube channel associated with the authenticated Google account
- Video metadata (title, description, privacy status, processing status) for videos uploaded through Questence
- Playlist information created and managed by Questence on behalf of the platform administrator
- Upload session tokens used to transfer video files directly to YouTube
We do not access YouTube viewing history, subscriber data, comments, analytics, or any data belonging to end learners.
How We Use This Data
YouTube data accessed through our integration is used solely to:
- Upload course videos to the platform administrator's YouTube channel
- Organise uploaded videos into playlists corresponding to the platform's course folder structure
- Monitor video processing status and retrieve embed URLs for playback within the Questence LMS
We do not use YouTube data for advertising, profiling, resale, or any purpose beyond the direct operation of the video upload and delivery feature.
Data Sharing and Disclosure
YouTube data accessed through this integration is not shared with, sold to, or disclosed to any third party. It is transmitted exclusively between Questence servers and the YouTube Data API v3 over encrypted HTTPS connections. No YouTube data is transferred to sub-processors outside of Google's own infrastructure.
Data Protection
YouTube OAuth2 credentials (client secret and refresh token) are stored encrypted at rest using AES-128 Fernet symmetric encryption. Access to these credentials is restricted to authenticated Questence HQ administrators. All API communications use TLS 1.2 or higher.
Data Retention and Deletion
YouTube OAuth2 credentials are retained for as long as the platform administrator's account is active on Questence. When a platform is decommissioned or a platform administrator revokes access, credentials are deleted from our systems within 30 days. Video content uploaded to YouTube is governed by the platform administrator's own YouTube channel settings and Google's Terms of Service — Questence does not control retention of content on YouTube's servers.
Revoking Access
Platform administrators may revoke Questence's access to their YouTube channel at any time through Google's Security settings (myaccount.google.com/permissions). Revoking access will disable the YouTube video upload feature for that platform but will not delete previously uploaded content from YouTube.