Platform privacy

Platform Privacy

Our platforms are designed to comply with privacy legislation in both Europe and Singapore, with robust security measures in place to safeguard personal data in accordance with the GDPR (EU) and PDPA (Singapore). Below, we explain how we ensure this.

Version February 2026

User Terms

The platform administrator (webmaster) may define user terms that participants must accept to gain access.

Participant Data

Active Participants We collect at least the email address of active participants, which is required to access the platform. Participants may supplement their profiles with additional information, depending on their organisation's policies. You have the right to access, correct, or delete your data at any time. You also have the right to data portability: to receive your data in a structured, commonly used, and machine-readable format.

Inactive Participants Participants may be marked as “inactive.” Inactive participants no longer have access to the platform. Access can only be reactivated by the platform administrator.

Profile data for inactive participants is visible only to the administrator; regular users can see only the name, profile picture, and any contributions made on the platform.

If a participant remains inactive, their account may be deleted. In such cases, all personal data is anonymised, and only the contributed content remains, without traceability to the participant.

User Statistics We track user activity on the platform. This includes contributions such as uploading files, posting comments, and tracking learning outcomes. We also monitor the number of visitors and user interactions with pages.

Inappropriate Content The liability and responsibilities of online platform providers are governed at the European level by the Digital Services Act. The platform allows members to flag content as inappropriate.

Cookies

Our applications use functional cookies essential for the platform to operate. These include:

email makes it easier to log in on your next visit.
locale: Stores your language preference.
session and server: Ensure you remain logged in during your session.
timezone: Ensures that dates and times are displayed correctly for your time zone.

Platform Infrastructure Security

The platform is developed by Fellow Digitals. Since 1997, we have developed applications to support collaboration and personal development. Security is always a top priority. We comply with the highest information security standards and are certified to ISO 27001, NEN 7510, and ISO 27701. Our systems are regularly audited to ensure compliance with legal requirements and proactively address vulnerabilities.

Fellow Digitals partners with Exonet for platform hosting. Exonet is a Dutch hosting provider with data centres in the Netherlands and, for clients in Asia, in Singapore. A dedicated disaster recovery environment is available. Exonet is ISO 27001, ISO 9001, and NEN 7510 certified.

Use of AI

The AI Act

The European Artificial Intelligence Act (AI Act), adopted in 2024, aims to foster trust by ensuring the safety of AI systems on the European market and protecting fundamental rights and EU values. The Act classifies AI systems into four risk categories:

Unacceptable risk: These systems are prohibited, e.g. AI that manipulates human behaviour.
High risk: These systems are subject to strict regulations, e.g. those used in education, infrastructure, or law enforcement.
Limited risk: Includes systems like chatbots. These require transparency — people must be informed when they interact with such AI.
Minimal risk: These are governed by existing laws, e.g. spam filters or search engines.

The AI systems we use fall under the “limited risk” category as defined in the AI Act. Fellow Digitals uses only low-risk AI systems and does not use high-risk or prohibited AI applications. This means we are transparent about our use of AI and always inform you when you're interacting with an AI system on our platform.

AI-Powered Functionalities

Fellow Digitals supports the following functionalities with AI systems:

Translations We use DeepL and, for clients in Asia, Google Translate. These AI-powered tools translate user-submitted text when the translation button is activated. The data is only used for the translation process and is not stored. Note that AI translations may contain errors or miss context.

Fellow Community AI Assistant When activated, this feature uses Mistral’s Large Language Model (LLM). When you ask a question, the system combines it with content from documents and pages you have access to. The LLM processes this data to generate a response, which is used solely to answer the question.

Fellow LMS Course Generator This tool, when enabled, uses Mistral’s LLM and HeyGen.

Mistral’s LLM analyses the input, generates course content and questions. The input is only used for content generation.
Optionally, HeyGen can generate avatar-based videos with text-to-speech. The input is only used to create the videos.

AI functionalities may produce inaccurate or contextually incomplete results. We recommend reviewing outcomes carefully, especially for sensitive or critical content. Our AI systems do not perform automated profiling, store input, build data repositories, or learn from the input provided.

Transparency Obligation: Explaining AI Use

To enhance user experience, we use AI systems where beneficial. In line with the transparency requirements under the AI Act, we inform you which features use AI and how they are used. Questions? Contact us via privacy@fellowdigitals.com.

Whenever AI is used, this is clearly indicated in the user interface. Users are always informed when interacting with an AI system, and each AI-powered feature links to this explanation.

Before using AI tools, users should understand the capabilities and limitations of the systems involved. See the “Functionalities” section for specific systems, their purposes, and their limitations.

Disclaimer

Fellow Digitals integrates only third-party AI services into its applications. Although users are carefully selected, they remain responsible for the data they enter and how they use the output. We advise processing sensitive or confidential data only in line with your organisation’s policies.

Fellow Digitals cannot be held liable for data processing or results generated by these AI systems.

Questions?

If you have questions about how we protect your data, or our use of cookies and AI, feel free to contact our privacy team at privacy@fellowdigitals.com. We're happy to help and provide the information you need.

Platform Privacy Asia-Pacific