Privacy notice

In short

• Equiva is a learning platform used by colleges, universities, training providers and employment programmes.
• Most of the time, the organisation you learn or work with decides how your information is used. We run the platform for them.
• We decide how information is used for this website, demo enquiries, keeping the platform secure, and the [to be confirmed] programme we run.
• Information about support needs is treated as sensitive. A trained person always reviews it. AI never makes decisions about you on its own.
• We do not sell your information, and we do not use it to train AI.
• You can complain to us, and to the Information Commissioner’s Office (ICO).

A shorter version for young people aged 16 and 17 is available here.

1. Who we are

Equiva Ltd (“Equiva”, “we”, “us”) provides the Equiva platform. We are registered in England and Wales, company number 17393531. Our registered office is Blue Star House, 234–244 Stockwell Road, London SW9 9SP. We are registered with the ICO, reference [to be confirmed].

Contact us about privacy: privacy@equiva.io, or write to the Privacy Lead at the address above.

2. Who is in charge of your information

The law calls the organisation that decides how your information is used the controller. An organisation that handles information on a controller’s instructions is a processor.

When we act as a processor, we only use your information to provide the service your organisation has asked for. We do not use it for our own product research, marketing or AI training unless your organisation has agreed in writing and told you.

3. What we collect and why

Where your organisation is the controller, it chooses the lawful basis, and its own privacy notice explains it. The lawful bases below apply where Equiva is the controller.

We will not send you marketing emails unless you ask for them, and you can unsubscribe at any time.

4. Information about support needs and adjustments

Possible-need reviews. The platform may notice patterns in how you learn that suggest you could benefit from extra support. This is not a diagnosis, and it is not a medical or clinical assessment. A trained person reviews every pattern and decides whether to agree, set it aside, or suggest you speak to someone. You are never shown a label. If a pattern is set aside, we delete it.

Adjustments profile. You can write down what helps you learn or work. You decide whether to share it with a coach or employer, and you can stop sharing at any time. Employers only see what you choose to share, and may only use it to make adjustments for you.

We treat both as health information, which the law protects more strongly.

• Where your organisation is the controller, it decides the legal condition it relies on and explains it in its notice.
• In [to be confirmed], we rely on your explicit consent. Saying no will not affect your place on the programme or the support you get. You can withdraw consent at any time in the app or by contacting us.
• Where the law requires it, we keep an appropriate policy document explaining how we protect this information. You can ask for a copy.

Safeguarding. If we have a serious concern about your safety or someone else’s, staff may share information with a safeguarding lead or the relevant services without your consent, where the law allows.

5. How we use AI

Equiva uses AI to:

• answer your questions through Eva, our learning assistant
• turn your spoken answers into text
• read lessons aloud and translate content
• give formative feedback on practice quiz answers

AI suggests; people decide. No decision that has a legal or similarly significant effect on you is made by AI alone. AI can mark practice quizzes when your organisation allows it and your tutor or assessor switches it on for that quiz, to help you prepare. Final assessments are marked by your assessor and checked by quality assurers. AI marks never count towards your results or qualification.

Our AI services are provided by OpenAI and Google, through our platform provider Lovable. They are not allowed to use your information to train their models [to be confirmed], and [to be confirmed].

Possible-need suggestions are produced by AI from learning activity and are always reviewed by trained staff. Your adjustments profile is never sent to AI services.

Your voice. When you speak, your audio is turned into text. We do not use your voice to identify who you are. Audio from spoken answers and Eva is not stored once it has been turned into text.

6. Who we share information with

• Your organisation and its staff, according to their role (for example tutors, assessors, quality assurers).
• Employers, only what you choose to share, and only while you agree.
• [to be confirmed], for [to be confirmed], to coach and support you.
• An independent evaluator, for the pilot, with names removed wherever possible.
• Service providers who help us run Equiva, under contracts that only let them use your information on our instructions:

We keep an up-to-date list at [to be confirmed], and tell organisations before we add a new provider.

• Authorities, such as the police or a regulator, only where the law requires or allows it.

We never sell your information.

7. Information sent outside the UK

Information you save is stored in Ireland. The UK recognises the European Economic Area as giving adequate protection. Some providers, including our AI providers, may process information in the United States or elsewhere. When that happens, we use a legal safeguard for each provider: the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or the UK–US data bridge where the provider is certified [to be confirmed]. You can ask us for a copy of the safeguard.

8. How long we keep information

Where your organisation is the controller, it sets how long information is kept. Where we are the controller:

We may keep anonymous statistics that cannot identify you.

9. Your rights

You have the right to:

• get a copy of your information
• have it corrected if it is wrong
• have it deleted, where there is no good reason to keep it
• limit how it is used while a concern is looked into
• object to us using it on the basis of legitimate interests
• receive information you gave us in a format you can move to another service
• withdraw consent at any time, where we rely on it
• ask for a person to review any decision made by automated means

Asking is free. We will reply within one month. If your request is complex, we may need up to two more months, and we will tell you why. If your organisation is the controller, we will pass your request to them straight away and help them answer it.

10. Complaints

If you are unhappy with how we have handled your information, please tell us first. Email privacy@equiva.io with “Data protection complaint” in the subject line, write to us, or tell us in any other way. You do not need to use any particular words.

We will:

• acknowledge your complaint within 30 days
• look into it without undue delay, and keep you updated
• tell you the outcome and what we have done

You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, helpline 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

11. Keeping information secure

• Access rules are built into the database, so each person only sees what their role allows.
• Information is encrypted when it travels over the internet [to be confirmed].
• Every action on sensitive information is recorded in a log that users cannot edit.
• Our staff only see organisation-level figures, not individual learner records.
• [to be confirmed]

If a breach is likely to put you at risk, we will tell you and the ICO as the law requires.

12. Young people

Equiva is for people aged 16 and over. We do not ask for a parent’s consent for 16 and 17-year-olds, but you are welcome to involve a trusted adult. There is a shorter version of this notice written for you.

13. Changes to this notice

We will update this notice when how we use information changes, and tell you about important changes before they take effect.

Last updated: 27 October 2026 · Version 1.1 — Provider changed to Equiva Ltd. m_5705a643af6a Equiva Ltd, Blue Star House, 234–244 Stockwell Road, London SW9 9SP, hello@equiva.io.