Privacy policy

This Privacy Policy describes how Spell Solutions LLC ("Spell Solutions", "we", "us") collects, uses, and protects personal information across Mentora, the AI-powered learning, training, and certification cloud. It covers the marketing site at spellmentora.com, the workspace at app.spellmentora.com, and the certificate verification page.

Mentora is a business-to-business product. In most cases we process personal information on behalf of an organization (the "Customer") that has a workspace with us. When we process personal information on our own behalf, we are the controller. When we process personal information on behalf of a Customer, we act as their processor.

We collect information you provide directly, information collected automatically when you use Mentora, and information a Customer uploads or configures on your behalf.

Information you provide directly includes account details such as your name, email address, role, and password credentials. Information collected automatically includes usage data such as the pages you view, the courses and lessons you interact with, quiz attempts, certificate issuance events, device and browser identifiers, IP address, and error logs.

Customer-uploaded information includes learner rosters, course content, quiz results, and certificate metadata that the Customer provides to run its training programme.

We use personal information to operate the Mentora platform, authenticate users, deliver training and issue certificates, send transactional communications, protect the Service against abuse, comply with legal obligations, and improve the product.

We do not sell personal information. We do not use personal information for cross-context behavioural advertising.

Spella AI is an assistant that operates on the content and prompts you provide. When you use Spella, your prompts and the relevant content are processed to generate outputs. We do not use your workspace content or prompts to train third-party foundation models. Prompts and outputs may be retained for a limited period for audit, safety, and operational purposes.

Mentora certificates carry a public verification ID. When anyone visits the public verification page for a certificate, we display the certificate title, issuing organization, issuance and expiry dates, and current status. The verifier does not need to authenticate. We do not attempt to identify or contact the verifier.

The learner name is displayed on the verification page only when the workspace administrator has enabled that display for the certificate template.

We share personal information with service providers that host or support Mentora under written agreements that restrict their use of the information to providing services to us. We share personal information with a Customer when it belongs to that Customer's workspace. We may share personal information as required to comply with legal process, protect our rights, or defend against legal claims.

Mentora is operated from infrastructure hosted in the United States. Where we transfer personal information from other jurisdictions to the United States, we rely on lawful transfer mechanisms such as standard contractual clauses where they apply.

We retain personal information for as long as necessary to operate the Service, to fulfil the purposes described in this Policy, and to comply with legal obligations. Customer Content is retained under the terms of the applicable Customer agreement. When retention ends, personal information is deleted or de-identified.

We use administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. No system is perfectly secure, and we cannot guarantee absolute security of any data transmitted or stored.

If Mentora processes your personal information on behalf of a Customer, you should direct requests to access, correct, delete, or port your personal information to the workspace administrator at that Customer. We will support the Customer in responding to your request.

Where Spell Solutions is the controller of your personal information, you may exercise the rights available to you under applicable law by contacting us using the details below.

Mentora is not directed to children under thirteen and we do not knowingly collect personal information from children under thirteen without a Customer's appropriate consent process.

We may update this Policy from time to time. When we make a material change, we will update the effective date and notify workspace administrators through the Service or by email.

To contact us about this Policy, or to exercise a privacy right, please write to privacy@spell.solutions.