What the 4max Learning Portal (learn.4max.co.uk) collects, why, who else handles it, how long we keep it, and your rights. Last updated: 10 November 2026.
This notice covers the 4max Learning Portal. It sits alongside the 4max website privacy notice, which covers www.4max.co.uk, our mailing list and contact form.
The 4max Learning Portal is run by 4max Ltd, a company registered in England and Wales, company number 17062349, registered office South Molton, Devon, EX36 3PE. 4max Ltd is the controller of the personal data described here.
Questions, or to use any of your rights: email mentor@4max.co.uk, or use Help in the portal.
| What | Examples | Why |
|---|---|---|
| Your account | Name, email address, whether you've confirmed your email, a password if you choose one, your lesson language, Watch or Read and listen, captions on or off | To give you your own account, put your name on your certificate and remember how you like to learn |
| Guest progress | If you start lesson 1 without signing up: a random guest account on your device (no name or email), your lesson 1 progress and check answers | So lesson 1 works before you sign up. If you add your name and email, it becomes your account and keeps your progress |
| Sign-in records | When you signed in, the device and browser type, sign-in links and codes sent, failed sign-in attempts. We don't store your IP address with these | To keep accounts secure and help when a sign-in goes wrong |
| Lesson activity | Lessons opened (and in which language), pages reached, lessons completed, Watch or Read and listen, and how you found the course (for example a link from LinkedIn) | To save your progress, and to see which parts of the lessons work so we can improve them |
| Knowledge checks | Your answers and scores | To mark them and decide when your Certificate of completion is due |
| Certificates | Name on the certificate, course or path, date, certificate number | To issue it, and to let anyone you show it to check it's genuine on our check page |
| Feedback | Course and module ratings and comments, translation suggestions, requests for a new language | To improve lessons and decide which languages to add. Only 4max sees your comments |
| Support | Your questions, our replies, and the lesson and language you were on | To answer you and keep a record of the conversation |
| Purchases (when paid plans open) | Plan, seats, invoices and payment status from Paddle. We never see or store card details | To give you access to what you've paid for, and for our accounts |
Emails about new lessons are separate and optional. If you tick the box when you start the course, you join the 4max mailing list after you confirm by email; the 4max website privacy notice explains how that list works, and every email has a one-click unsubscribe.
Sharing on LinkedIn. The "Announce my achievement on LinkedIn" button opens LinkedIn with a suggested post. Nothing is sent to LinkedIn unless you choose to post it, and LinkedIn's own privacy policy then applies.
We don't use your data for advertising, and we don't sell it.
If you have a seat on a team or organisation licence, your organisation is told who has a seat, and its managers and portal admins can see your progress: the lessons and paths you've started and completed, check scores, due dates you've been given, and certificates. They can't see your support messages to us or your comments on lessons.
For these accounts your organisation decides why the data is used (for example, training records), so your employer may also be responsible for it. Ask them how they use it.
These companies process data for us, only for the purposes below:
| Service | What it does | Personal data it gets |
|---|---|---|
| Our web hosting provider | Runs learn.4max.co.uk and stores the portal's database, and keeps standard server logs for security | Everything in the table above, and server logs such as IP addresses and pages requested |
| Brevo (Sendinblue SAS, France) | Delivers the portal's emails: sign-in links and codes, welcome emails, support replies | Your name, email address and the message |
| Bunny.net | Streams the lesson videos | Your device's IP address and browser, as for any video stream; no account details |
| Cloudflare | Cookie-free website analytics (Cloudflare Web Analytics) | Technical details of each page request, such as the page and browser type, without identifying or tracking you |
| Google Fonts | Supplies the typeface | Your IP address, when your browser fetches the font |
| Paddle (when paid plans open) | Takes payments as merchant of record, and handles VAT, invoices and refunds | Your name, email, billing details and payment. Paddle is a controller for the payment itself |
| Xero | Our accounts, for team invoices | The organisation's billing contact and invoice |
| Google (Text-to-Speech, Gemini) and Anthropic (Claude) | Help us make narration, captions and translations, and check lesson content | Lesson text only, never your personal data |
Where any of these providers process data outside the UK, they do so under recognised safeguards such as the UK's adequacy regulations or the UK International Data Transfer Addendum.
| Data | Kept for |
|---|---|
| Account, progress and check results | While your account is open, then deleted within 30 days of closing it |
| Certificates | 6 years, so they can still be checked, unless you delete your account or ask us to remove them |
| Guest progress not saved to an account | 30 days, then deleted |
| Sign-in records and failed sign-ins | 12 months |
| Lesson activity | 24 months, then only as anonymous totals |
| Support messages | 2 years after the last message |
| Purchase records | 6 years, as tax law requires |
You can ask to see the data we hold about you, have it corrected, have it deleted, get a copy to take elsewhere, restrict or object to how we use it, and withdraw consent where we rely on it. Email mentor@4max.co.uk and we'll reply within one month.
Deleting your account: go to Account → Delete my account, or email us. Your sign-in, name, email, progress, check results and certificates are deleted (certificate check links stop working, so download any PDFs you want first). Support requests are kept for our records without your name, email or messages.
The portal uses only essential cookies, to keep you signed in: learn_s (your visit, until you close the browser), learn_session (keeps you signed in, up to 30 days) and learn_trust (remembers a device you've signed in on, up to 90 days). It also keeps a few settings in your browser: captions on or off, Watch or Read and listen, and the simulation's Guided mode. There are no advertising or tracking cookies, and our analytics don't use cookies.
If you're unhappy with how we've handled your data, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk.
We'll update this notice when the portal changes, and change the date at the top.