Rutinea Privacy Policy.

Effective date: 25/09/2026

At Rutinea, we are committed to protecting your personal data and respecting your privacy. This policy explains what information we collect, how we use it and what rights you have under UK GDPR.

1. Who we are

Rutinea Ltd, trading as Rutinea, is a company registered in Scotland under company number SC895327, with its registered office at 60 Constitution Street, Leith, Edinburgh, Scotland, EH6 6RR.

Rutinea Ltd is the data controller responsible for the personal data described in this Privacy Policy.

For privacy questions or requests, contact legal@rutinea.com.

2. What personal data we collect

Depending on how you use Rutinea, we may collect:

your name, email address and account details;
learning preferences and preferred support language;
placement responses and results, level, routines, exercise activity, answers, attempts and progress;
subscription, transaction, billing and tax-related information;
communications with us and marketing preferences; and
technical information such as IP address, device, browser, usage information and security or diagnostic logs.

Some information is provided by you, some is generated when you use Rutinea, and some is collected automatically or received from our service providers.

Some information is necessary to create an account, purchase a subscription or provide the Rutinea service. If you do not provide it, we may not be able to provide the relevant feature or service.

Rutinea is not designed to collect special category personal data. Please avoid providing sensitive information unless it is genuinely necessary.

3. How we use your personal data

We use your personal data to:

provide and manage your account, subscription and access to Rutinea;
determine your level and personalise your learning experience;
generate routines, provide learning activities and track progress;
process payments, refunds, renewals and failed payments;
provide support and important service communications;
keep Rutinea secure and prevent misuse;
operate and improve the service;
comply with accounting, tax and other legal requirements; and
send marketing communications where you have chosen to receive them.

Depending on the purpose, we rely on performance of a contract, legal obligation, legitimate interests or consent as our lawful basis. Where we rely on legitimate interests, we consider the impact on your rights and privacy.

Payments are processed by our payment providers. Rutinea does not store your complete payment card details.

Marketing is optional and separate from essential account or subscription communications. You can unsubscribe from marketing at any time.

4. Cookies and analytics

We use cookies and similar technologies to operate Rutinea, understand how our websites and services are used and, where applicable, measure advertising performance.

Necessary technologies may be used without consent where permitted by law. Where consent is required for analytics, advertising or other non-essential technologies, we ask for it before using them.

You can accept, reject or change your choices through our cookie preference tool, where you can also find current information about the technologies in use.

5. Who we share personal data with

We use trusted service providers to operate Rutinea, including providers for account management, payments, hosting, database infrastructure, email, analytics and cookie consent management.

Our main providers currently include Kajabi and Kajabi Payments, Netlify, Supabase, Zoho, Google and CookieYes.

These providers may process personal data on our behalf. In some cases, providers may also process certain information under their own legal responsibilities.

Some providers may process personal data outside the United Kingdom. Where this happens, we use safeguards required by UK data protection law, such as applicable adequacy arrangements or approved contractual protections.

6. How long we keep your data

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, tax, security or dispute-resolution requirements.

Account and learning data is generally kept while your account is active and for an appropriate period afterwards. Financial and tax records may need to be kept for longer where required by law.

When information is no longer required, we delete it or anonymise it where appropriate.

7. Security and personalised learning

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse or disclosure.

Rutinea uses automated processes to personalise your learning experience. For example, your placement responses, level, preferences and progress may be used to determine or update your level, recommend content and generate or adapt your routine.

These processes do not currently make decisions that have legal or similarly significant effects on you.

8. Your rights and complaints

Depending on the circumstances, you may have the right to:

access or correct your personal data;
request deletion or restriction;
object to certain processing;
receive certain data in a portable format; and
withdraw consent where processing is based on consent.

You can object to direct marketing at any time.

To exercise your rights, contact legal@rutinea.com. We may need to verify your identity.

If you have concerns about how we use your personal data, please contact us. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Age restriction and change to this policy