PRIVACY
Clear records, limited data.
Product privacy notice · Updated September 4, 2026
What Wardably stores
For assigned learners, Wardably stores the name and email address submitted through a training link, campaign membership, training progress, assessment answers and score, attempt count, completion timestamps, certificate ID and status, the completed module version and passing threshold, and a timestamp when the learner explicitly requests a certificate email. Anonymous public previews use a system-generated technical identity, do not ask the visitor for a name or email, and do not issue a credential. For administrators, Wardably stores a name, confirmed email, access role, account status, sign-in timestamps, one-way password hash, optional authenticator-app secret, and administrative audit events. Pending organization signup data is held for email confirmation and removed after its short retention period; an organization and trial are created only after confirmation. Confirmed organization records include the organization name, tenant identifier, optional business-email domain, status, creation time, and accepted terms version and time. The public support window stores the visitor’s name, email, optional organization, messages, source page, conversation status, and timestamps.
Private operational analytics
Wardably records limited first-party events for client-confirmed public page views, training starts and progress, assessment results, and certificate access. Public-page analytics use a random browser identifier stored in a first-party cookie, normalized page path, referring host, browser family, timestamp, campaign labels supplied in standard utm_source, utm_medium, or utm_campaign links, and standard Google advertising click identifiers when they are present in a landing-page URL. Wardably does not store raw IP addresses in its analytics table. Authenticated administrator pages, headless browsers, known bots, and automated monitors are excluded, although no automated classification is perfect.
Optional advertising conversion measurement
When Wardably enables Google Ads conversion measurement, public and signup pages may load the Google tag and Google may set or read measurement cookies under its own terms. Wardably sends conversion events for a confirmed organization signup and, when applicable, a successful paid-plan activation. A paid conversion can include the subscription reference, plan value, and currency so duplicate purchases can be limited and campaign performance can be measured. Wardably does not send learner names, learner email addresses, assessment answers, training progress, or certificate records to Google Ads. Where consent is required, advertising measurement should remain disabled until the appropriate consent controls are active.
Billing records
For paid organizations, Wardably stores the selected plan, PayPal subscription reference, subscription status, paid-through and grace-period dates, cancellation state, payment amount and currency when supplied by PayPal, and a limited webhook processing audit trail. PayPal processes payment credentials. Wardably does not receive or store a PayPal password, complete card number, or bank-account credential.
Why it is stored
The information is used to provide and resume security awareness, phishing, and AI literacy training; calculate results; issue and verify certificate records; give each organization an attributable training history; secure administrator access; answer support questions; prepare an authorized organization’s requested Concierge Launch; and help authorized administrators troubleshoot the learner journey.
Healthcare data boundary
Wardably is designed to store workforce identity and training metadata, not patient records. The service does not require protected health information (PHI or ePHI) to deliver healthcare security-awareness training. Do not enter patient names, medical details, case information, or other PHI in campaign names, learner fields, support messages, uploads, or other free-text fields. An organization that requires a business associate agreement or proposes any workflow involving PHI must contact Wardably and obtain written confirmation before that use; absent such an agreement, PHI must not be submitted.
Support notifications
Support conversations are stored in Wardably’s platform-owner inbox. Wardably’s transactional email provider receives the visitor name, email address, and support-message content so new-question alerts and platform-owner replies can be delivered by email. If SMS notification is enabled, the configured messaging provider receives the visitor name, email, a limited message excerpt, and a link back to the private support inbox. Honeypot fields, same-site request checks, per-address limits, and IP-based rate limits reduce automated abuse.
Who can see it
Organization owners and administrators can access records belonging to their organization, including assessment scores and passing requirements. Wardably platform administrators can access organizations and their records for service operation, security, onboarding, and support. A certificate page displays the recorded learner name, organization, module, content version, completion date, certificate status, and certificate ID to anyone who possesses its long, unguessable certificate code. It does not publicly display assessment scores or passing thresholds.
Learner identity
The standard learner flow records the name and email entered through an organization’s training link; it does not independently verify control of that learner email address. Business-domain owner accounts receive an email-domain restriction by default. Personal-email owner accounts can use an optional exact-email roster, and any organization can use a roster to narrow accepted addresses further. Organizations should distribute links through trusted internal channels. A certificate is a verifiable Wardably training record rather than independent identity proof.
Retention, correction, and deletion
Public page analytics are automatically removed after 180 days. Closed support conversations are automatically removed after 90 days. Training records remain available to the assigning organization until an authorized administrator deletes them under that organization’s retention policy. Organization administrators can correct learner details, revoke or restore certificates, export evidence, or delete a learner record. Learners should direct these requests to the organization that assigned the training or email support@wardably.com.
Security
Wardably uses HTTPS, restrictive browser security headers, rate limits, tenant-scoped authorization, secure administrator cookies, and PBKDF2 password hashing. No system is risk-free. The service operator is responsible for server patching, database protection, backup operations, and availability monitoring.
Contact
For questions about why training was assigned or how an employee record is used, contact the organization that provided the training link. For Wardably service, billing, support, or privacy requests, use the “Have questions?” support window or email support@wardably.com.