How to Protect User Information and Learner Data

Protecting learner data is essential, especially when you're dealing with sensitive information in healthcare, HR, or finance. ProProfs Training Maker includes built-in privacy features that give you full control over who accesses your courses, how learner data is collected, and where that data is stored.

Why This Matters

Learners often provide personal information like names, email addresses, or employee IDs to take part in training. If this data is handled carelessly, it could lead to privacy breaches, compliance violations, or loss of trust.

That is why many organizations choose ProProfs for:

• Controlled access to training content

• Admin-only visibility of learner data

• Compliance with internal security policies and regional regulations

Key Privacy Features That Protect Your Learners

1. Private access without platform registration
Learners do not need to register on the ProProfs website. Instead, you can:

• Upload users in bulk using names, emails, or employee IDs

• Assign specific courses to each user

• Use expiration dates and custom passwords for added control

Only those you choose can access the training content.

2. Password-protected courses
You can add a course password so that only users with that password can begin the course. This is especially useful for internal or compliance-related training.

Learn how to set passwords and manage course access here.

3. Admin-only visibility of learner data
All learner progress, quiz results, and personal information are visible only to admins. ProProfs does not email learners, and their details are never displayed publicly.

You can:

• View results and analytics inside your dashboard

• Export performance reports by user, team, or department

• Keep all data secure within your account

4. Custom data collection without login requirements
If you prefer not to upload users in advance, you can still collect essential details like name or employee ID before a course begins. This allows you to:

• Track progress and completions

• Store records for internal audits or certifications

• Avoid forcing users to sign up for separate accounts

Learn how to collect information from learners here.

Real Use Cases We've Solved

• Healthcare organizations use ProProfs to deliver HIPAA and billing training while keeping patient-linked data private.

• Cybersecurity firms rely on restricted access to prevent data leaks during employee onboarding.

• HR teams collect learner information without user registration for courses on DEIB, civil treatment, and harassment prevention.

• Global businesses secure learner data for teams in the UAE, EU, and Australia through localized hosting and region-based compliance support.

Legal and Compliance Notes

ProProfs is built to support secure training delivery across industries that follow strict privacy regulations. While it does not claim official certification under HIPAA, GDPR, or other legal frameworks, it offers privacy controls that help you meet your internal compliance standards.

Here is how ProProfs supports secure data management:

• Data Minimization: You control what learner information is collected. Only the fields you choose are stored.

• Admin-Only Access: Learner data is only accessible to account admins. It is never visible publicly or shared outside your organization.

• Data Deletion and Retention: You can manually delete user data, course progress, and quiz records at any time to align with your data retention policies.

• Secure Data Transfer and Hosting: All data is transmitted over encrypted HTTPS connections. Hosting options, including requests for local servers, are available to meet country-specific regulations.

• Audit Support: ProProfs allows you to export full training records for each learner, including quiz scores, course completions, and timestamps, for use in audits or compliance reviews.

If your organization requires a Data Processing Agreement (DPA), secure hosting clarification, or integration guidance, contact our support team to discuss your specific compliance needs.