Privacy Notice

QUINTAUM ACADEMY

REGISTRATION PRIVACY NOTICE

Effective date: 9 October 2026

1. Data Controller

Quintaum Academy is operated by:

Quintaum d.o.o.

Trnovski pristan 22

1000 Ljubljana, Slovenia

Email: tk@quintaum.com

Website: www.quintaum.com

Quintaum d.o.o. ("Quintaum") is the data controller responsible for processing personal data collected through the Academy registration and participation process.

For questions regarding your personal data or to exercise your privacy rights, please contact us at tk@quintaum.com.

2. Personal Data We Collect

Depending on your registration and participation, we may collect:

• Personal information: First name, last name, email address and country of residence.
• Professional information: Professional role, where provided.
• Billing information: Billing name, address, company details and tax identification information where applicable.
• Registration information: Applicant route, selected participation option, promotional code, registration channel, partner organization, referring partner contact email and declaration of existing Quintaum certification, where applicable.
• Payment information: Applicable certification fee, payment option, payment status and transaction records.
• Programme information: Attendance, completion of assignments, assessment results and certification status.
• Communications: Correspondence related to registration, payment and programme participation.
• Marketing preferences: Your consent to receive future Quintaum communications, where provided.

We collect only personal data reasonably necessary for the purposes described below.

3. Purposes of Processing

We process your personal data to:

• Register and administer your participation in Quintaum Academy.
• Communicate programme schedules, joining instructions and relevant updates.
• Issue invoices, administer payments and maintain financial records.
• Provide access to learning materials, online sessions and relevant diagnostic tools.
• Assess programme completion and issue certification.
• Manage partner referrals, use the referring partner contact details to verify eligibility for practitioner participation and administer related registrations.
• Comply with applicable legal and accounting obligations.
• Send information about future Quintaum programmes, diagnostics and professional opportunities where permitted by law.

4. Legal Basis for Processing

We process personal data under the following legal bases, as applicable under the General Data Protection Regulation (GDPR):

Performance of a Contract

Processing necessary to take steps at your request before entering a programme contract and, after acceptance, to deliver the Academy programme, administer participation and issue certification where applicable.

Compliance with Legal Obligations

Processing required for invoicing, accounting, tax compliance and other statutory obligations.

Legitimate Interests

Processing necessary for appropriate programme administration, information security, certification records and partner referral management, provided these interests are not overridden by your rights and freedoms.

Consent

Processing based on your consent, including optional marketing communications and other activities where consent is legally required.

You may withdraw your marketing consent at any time by contacting tk@quintaum.com.

Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal or your eligibility to participate in the Academy.

5. Sharing Personal Data

Your personal data may be shared with:

• Authorized Quintaum personnel responsible for registration, programme delivery and certification.
• Academy faculty members, where necessary for training and assessment.
• Technology and service providers supporting communication, payment processing, learning platforms and diagnostic access.
• Authorized Quintaum Partners, where necessary to administer registrations, referrals and related commercial arrangements.
• Competent public authorities where disclosure is required by law.

Where service providers process personal data on behalf of Quintaum, appropriate contractual and data-protection safeguards will be applied.

Quintaum does not sell participants' personal data.

6. International Data Transfers

Quintaum Academy welcomes participants from different countries.

Where personal data is transferred outside the European Economic Area (EEA), Quintaum will ensure that an appropriate legal transfer mechanism and applicable safeguards are in place, as required by GDPR.

Further information about relevant international data-transfer safeguards may be requested at tk@quintaum.com.

7. Data Retention

Quintaum retains personal data only for as long as necessary to fulfil the purposes for which it was collected or to meet applicable legal obligations.

• Registration and participation records: Retained for the period necessary for Academy administration, related claims and recordkeeping.
• Financial and accounting records: Retained according to applicable Slovenian statutory requirements.
• Certification records: Retained for the period necessary to verify issued certificates and maintain appropriate certification records.
• Marketing information: Retained until consent is withdrawn or the applicable retention period expires.

Once personal data is no longer required, it will be securely deleted or anonymized, unless further retention is legally required.

8. Your Rights

Under GDPR, and subject to applicable conditions, you have the right to:

• Access your personal data.
• Request correction of inaccurate or incomplete information.
• Request erasure of your personal data.
• Request restriction of processing.
• Receive your personal data in a portable format where applicable.
• Object to processing based on legitimate interests.
• Object at any time to processing for direct marketing.
• Withdraw consent where processing is based on consent.

To exercise your rights, please contact tk@quintaum.com.

You also have the right to lodge a complaint with the competent supervisory authority, including the Information Commissioner of the Republic of Slovenia (Informacijski pooblaščenec).

Website: www.ip-rs.si

9. Data Security

Quintaum implements appropriate technical and organizational measures to protect personal data against unauthorized access, loss, alteration, misuse or disclosure.

Access to participant information is restricted to authorized personnel and service providers according to their responsibilities.

10. Required and Optional Information

Information marked as mandatory in the registration form is necessary to process your registration, arrange payment or administer programme participation.

Without this information, Quintaum may be unable to complete your registration or provide the programme.

Professional information not required for programme administration and consent to marketing communications are optional.

Choosing not to receive marketing communications does not affect your registration or certification.

11. Programme Recordings & Confidentiality

Academy sessions may be recorded for learning and programme administration purposes.

Where recordings include identifiable participants, Quintaum will provide appropriate information about the recording, its purpose, legal basis, access and retention before recording takes place.

Participants are expected to respect the confidentiality of personal, organizational and client-related information shared during training, in accordance with the Quintaum Academy Code of Conduct.

Participants must not record, distribute or disclose Academy sessions or other participants' personal information without appropriate authorization.

12. Changes to This Privacy Notice

Quintaum may update this Privacy Notice to reflect changes in programme administration, data-processing practices or applicable legal requirements.

The updated version will be published on the Quintaum website. Material changes will be communicated where required by law.

13. Contact

For all privacy-related questions or requests:

Quintaum d.o.o.

Trnovski pristan 22

1000 Ljubljana, Slovenia

Email: tk@quintaum.com

Website: www.quintaum.com