Privacy

Last updated 2026-09-30.

The short version

  • Your account keeps your progress safe. We store your username, email address, a scrambled (hashed) password and your study progress, so you can pick up on any device.
  • Nothing is shared unless you choose. Your progress is visible only to you, unless you join an organisation, which then sees a summary of it. If you join a league, the people in it see your display name and weekly scores. Nobody else ever sees your answers.
  • No ads, no analytics, no tracking. One cookie keeps you signed in; that’s it.
  • You stay in control. Download everything we hold, or delete your account and all of it at once, from Account.

Who is responsible

Cloud Pilots is the controller of the personal data processed for accounts and live leagues. For questions or requests about your data, contact ribhu.yadav@cloudpilots.se.

What your account stores

  • Sign-in details: your username, your email address, whether you’ve confirmed it, and your password as a salted scrypt hash — we can’t read your password, only check it.
  • Your display name and avatar, shown in the app and, if you join them, in your leagues.
  • Your study progress: which questions you’ve answered and how, your review schedule, sessions, notes, flags, XP, streaks, achievements, and your place in story campaigns, puzzles, cards and word games. It is stored so that it follows you between devices. Nobody else sees it, except the summary described under organisations if you join one.
  • Security records: active sign-in sessions (as hashes of random tokens, with when they were created and last used), recent failed sign-in counts, and single-use reset or confirmation codes (also hashed) while they are valid.

The server does not store IP addresses. Microsoft Azure, which hosts the service, processes connection data such as IP addresses to deliver it, under its own terms as our processor.

Emails

We email you only to confirm your address, to reset your password when you ask, and to confirm a changed address. They are sent through Azure Communication Services, with data kept in Europe, and contain no tracking. There are no newsletters or marketing emails.

Cookies and storage on your device

One cookie, coach_sid, keeps you signed in. It is strictly necessary, HttpOnly (the page itself can’t read it) and sent only to our API. The app also keeps a copy of your progress in your browser’s local storage so it works offline; signing out removes it from that device.

What live leagues add

Only when you opt in to leagues, the server also holds:

  • the display name and avatar colour you use in leagues;
  • the leagues you belong to, when you joined, and your division in each;
  • for each league week, your total XP and number of questions answered — totals only, never which questions or your answers;
  • your score and time in duels and weekly tournaments;
  • if you switch sharing on: short, fixed-format feed items such as “reached level 7” or “passed a mock exam”.

Members of a league see each other’s display names, colours, divisions, weekly scores, duel and tournament results, and shared feed items — in that league only. Anyone with a league’s join code can join it, so share codes only with people you want in. League owners can remove members.

Organisations

An employer, school or team can set up an organisation, invite you by email, and assign you certifications and an exam date. You join only by opening the invite and agreeing to share — or, if the organisation uses Microsoft sign-in, by signing in with your work account after agreeing on the sign-in page. An invite on its own shares nothing.

Once you join, the organisation’s admins and owners see:

  • your display name, username and email address, and the team and role they gave you;
  • a summary of your progress: readiness, domain mastery, mock exam scores, study time and activity (when you last studied, your streak, and how many questions you answered this week) — never your individual answers or notes.

The summary is worked out on the server from your synced progress and refreshed when it syncs. The organisation decides why it uses the summary — to support your studies, say — and is responsible for that use; ask it if you want to know more. Leaving the organisation (from Me → Organisations), or being removed by it, deletes the copy it sees straight away. Deleting your account leaves every organisation you belong to.

The dashboard labels each member’s progress as ready, on track, at risk, inactive or not started, using simple published rules: readiness against an 80% ready mark, the time left to the exam date, and whether you studied in the last two weeks. The label informs the organisation; it decides nothing by itself.

Signing in with Microsoft

If your organisation has linked its Microsoft Entra (Microsoft 365) tenant, you can sign in with your work account. Microsoft then tells us your name, your work email, and the identifiers it uses for you and your organisation; we keep those to recognise you next time. Your Microsoft password never reaches us, and we keep no Microsoft access tokens. You can unlink Microsoft under Me → Account once you have set a password.

Why, and on what basis

Your account and progress are processed to provide the study service you signed up for (Article 6(1)(b) GDPR). League data is processed on the basis of your consent (Article 6(1)(a)), which you give when you join a league and can withdraw at any time by deleting your league data. Sharing your progress summary with an organisation is likewise based on your consent, given when you accept its invite and withdrawn by leaving it. Security records are kept to protect your account (Article 6(1)(f)). There is no advertising and no automated decision-making; apart from the progress labels an organisation you join sees (above), there is no profiling. The data is never sold or shared with anyone you haven’t chosen.

Where and how long

Everything is stored in Microsoft Azure, West Europe region (Netherlands). Your account and progress are kept while you use the service and deleted, with everything linked to them, after two years without a sign-in. Sign-in sessions end after 60 days without use; reset links expire after an hour and confirmation links after a week. In leagues, weekly scores, results and tournament entries are deleted after 12 weeks, feed items after 30 days and duels after 30 days; if you don’t use leagues for 180 days, your league identity is deleted. Leaving a league deletes what you had in it.

Your rights

You can access and download your data, correct your name and email, and erase your account and everything linked to it, yourself, from Account — erasure takes effect immediately. You also have the right to object, to restrict processing and to data portability. If you can’t sign in, contact us at ribhu.yadav@cloudpilots.se from the email address on your account and we will act on your request. You can complain to a data protection authority — in Sweden, Integritetsskyddsmyndigheten (IMY).

Changes

If this notice changes in a way that affects what is collected, the app will say so before the change applies.