Terms and conditions

WorkplaceHero provides professional development, CPD and professional record-keeping tools, workplace learning, assessments, organisational development services, regulated qualifications and related digital services.

Different parts of WorkplaceHero may be available free of charge, through one-off purchases, subscriptions, organisational licences or separately agreed commercial arrangements.

References in these Terms to the "Platform" include the WorkplaceHero website, member areas, Workspaces and digital functionality made available through WorkplaceHero.

References to "Services" include the Platform and the training, assessments, professional development products and other services we provide.

Some WorkplaceHero Services require you to create an account.

You must provide accurate information and keep relevant account information reasonably up to date.

Your account is personal to you unless we expressly provide functionality intended for shared organisational administration.

You must:

• keep your login credentials secure;
• not knowingly allow another person to use your personal account;
• take reasonable steps to protect your account from unauthorised access;
• provide accurate information where this is required for qualifications, certificates or professional records; and
• tell us promptly if you believe your account has been compromised.

You are responsible for activity undertaken through your account where that activity results from your failure to take reasonable steps to keep your credentials secure.

We may require additional verification where necessary to protect an account, confirm identity or meet qualification, assessment, payment or legal requirements.

WorkplaceHero may provide individual features free of charge. Free accounts can currently store up to three credentials; PassportPro removes that limit.

Free functionality may include features such as CPD recording, professional development records, targets, achievements, training records or other tools shown as free within the Platform.

The availability of individual features may change as WorkplaceHero develops.

Where we materially remove a free feature that affects information you have already stored, we will take reasonable steps to avoid unnecessary loss of your existing records and, where appropriate, provide an opportunity to access or export relevant information.

A free account does not create an entitlement to future paid features, services or functionality.

Organisations and teams may create a WorkplaceHero Workspace where this functionality is available.

Organisation Workspaces require an active organisation subscription for each active member. Available plans and their current prices are displayed before checkout.

Passport for Teams: Essentials provides CPD and compliance oversight. Passport for Teams: Pro also gives active staff PassportPro. Passport for Teams adds appraisals and milestone reviews.

Course learners are separate from organisation plan places. Buying or assigning a course does not add that learner to the organisation subscription.

Employer prices are shown excluding VAT unless stated otherwise. VAT is calculated and added at checkout. Credit-funded purchases do not incur VAT again because VAT was charged when the credits were bought.

Passport for Teams permits no more than two appraisals for each staff member in any rolling 12-month period.

When a staff member leaves an organisation, their appraisal history is retained by the organisation as a read-only archive. Their personal CPD record remains with their individual account.

Where payment is required, the price and applicable terms will be displayed or agreed before the organisation commits to the purchase.

An organisation may appoint one or more people to administer its Workspace.

Workspace administrators may be able to perform functions such as:

• inviting and removing Workspace members;
• viewing information made available to the organisation;
• assigning training or assessments;
• managing licences;
• accessing organisational dashboards;
• managing organisation settings; and
• purchasing or administering eligible Services.

The precise permissions available depend on the functionality and plan being used.

Workspace administrators must only access and use information for legitimate purposes connected with their role and organisation.

An organisation is responsible for ensuring that the people it appoints as administrators are appropriately authorised.

Where WorkplaceHero provides individual CPD, Professional Passport or similar professional record functionality, the individual's personal professional development record remains associated with their individual account.

Joining an employer or organisation Workspace does not transfer ownership of the individual's entire personal CPD history to that organisation.

An organisation may have access to information that has been:

• created through its Workspace;
• assigned or funded by the organisation;
• expressly shared with it;
• made visible through the relevant Workspace functionality; or
• otherwise made available in accordance with the Platform, our Privacy Notice and applicable law.

For CPD an individual logs themselves, the individual controls what their organisation can see through the sharing setting on their CPD log. "Summary only" (the default) shares total hours, the number of entries, target progress and the last logged date - never the entries themselves or any reflections. "Share full entries" makes the full entries visible to the organisation's owners and managers, and the individual can switch back at any time.

Training, assessments, appraisals and CPD that an organisation assigns, funds or records for an individual through its Workspace are always visible to that organisation's owners and managers, including the associated reports. The personal sharing setting does not apply to those organisational records.

Leaving a Workspace does not ordinarily require an individual to surrender their personal WorkplaceHero account.

This principle also applies when an organisation's paid subscription ends, subject to any legitimate retention requirements relating to organisational records, qualifications, assessments or legal obligations.

WorkplaceHero is designed to support professional development without automatically giving employers unrestricted access to every personal record held by an individual.

Where a feature allows information to be private, shared or organisational, the Platform will determine the relevant visibility.

Users are responsible for considering the information they choose to share.

Organisations must not attempt to circumvent privacy controls or obtain access to information they are not authorised to view.

Further information about how personal information is handled is provided in our Privacy Notice.

Some WorkplaceHero features require a paid subscription.

The features included, price, billing frequency and any usage limits applicable to a subscription will be shown before purchase or set out in the relevant order.

Subscriptions may be offered monthly, annually or for another stated term.

Unless otherwise stated at purchase, subscriptions provide access to eligible functionality for the period for which payment has been made.

We may add, improve, replace or retire individual features as the Platform develops, provided that we do not materially undermine the overall paid service purchased by an existing subscriber during a prepaid subscription period without reasonable justification.

Where a subscription automatically renews, this will be made clear before purchase.

Unless different terms are expressly stated for a particular product, a recurring subscription continues until cancelled.

Cancellation prevents future renewal but does not normally end access for a period that has already been paid for.

Consumer cancellation and refund rights continue to apply where required by law.

Different renewal arrangements may apply to Enterprise or individually negotiated organisation agreements.

WorkplaceHero may offer functionality on a pay-as-you-go or one-off purchase basis without requiring a subscription.

This may include products or services such as:

• professional development reports;
• 360 assessments;
• Organisation 360 exercises;
• workplace assessments;
• downloadable reports;
• professional development planning tools;
• training;
• credentials;
• assessments; or
• other Marketplace services.

The price, scope and any relevant validity period will be displayed before purchase.

Purchasing one product does not automatically provide access to another paid product unless this is expressly stated.

The WorkplaceHero Marketplace allows eligible users or organisations to purchase selected Services without necessarily entering into a broader subscription.

Products may be priced individually or through another pricing mechanism displayed before purchase.

A Marketplace purchase gives you access only to the product, service, licence or entitlement described at the point of purchase.

Unless expressly stated otherwise, Marketplace purchases do not create an ongoing subscription.

Where WorkplaceHero provides an organisation with credits, the applicable order, plan or purchase information will explain how those credits may be used.

Credits:

• have no cash value;
• cannot normally be exchanged for cash;
• may only be used for eligible WorkplaceHero products or services;
• cannot be transferred between unrelated organisations unless we expressly agree otherwise; and
• expire 12 months after the date of purchase and do not roll over; unused credits are forfeited at expiry and are not refundable, unless an offer states otherwise for promotional credits. Credits are used oldest first. Credits bought before 5 October 2026 remain usable until 5 October 2027.

Promotional credits may have different conditions from purchased credits.

Purchased credit prices include UK VAT and are shown before you buy.

WorkplaceHero provides tools that allow users to record and organise continuing professional development.

Users are responsible for ensuring that CPD entries they create are accurate and genuinely reflect the learning or development undertaken.

WorkplaceHero does not guarantee that a CPD activity will satisfy the requirements of a particular employer, regulator, professional body, registration scheme or other third party unless we expressly state otherwise.

Hours, categories, targets, streaks, badges, analytics and similar Platform features are intended to help users organise and understand their professional development.

They do not, by themselves, constitute independent verification of professional competence.

Users may be able to upload certificates, credentials and other evidence of professional development.

You must only upload records you are entitled to hold and use.

You must not knowingly upload forged, altered or misleading credentials.

Where WorkplaceHero uses technology to extract information from an uploaded certificate, you remain responsible for checking the information where confirmation is requested.

The presence of a user-uploaded credential within WorkplaceHero does not mean WorkplaceHero has independently verified its authenticity unless it is specifically identified as verified.

Credentials issued directly through WorkplaceHero may be identified separately.

Where WorkplaceHero provides Professional Passport, showcase, sharing or similar functionality, users may be able to present selected professional development information to other people.

You are responsible for information you deliberately make publicly or externally accessible.

You must not use these features to publish unlawful, defamatory, discriminatory, fraudulent, infringing or deliberately misleading information.

WorkplaceHero may remove externally visible content where reasonably necessary to protect users, comply with law or enforce these Terms.

WorkplaceHero may provide badges, achievements, streaks, milestones, analytics, archetypes or similar features to help users understand and engage with their professional development.

Unless expressly stated otherwise, these features are Platform indicators rather than regulated qualifications, professional licences or independent determinations of competence.

An achievement or archetype should not be interpreted as a psychological assessment, personality diagnosis, learning-style diagnosis or guarantee of workplace performance.

WorkplaceHero may provide individual, leadership, workplace or organisational 360 feedback tools.

360 feedback reflects the views and responses provided by participants. It is intended to support reflection and development and should not automatically be treated as an objective finding of fact.

Organisations using 360 tools are responsible for using the resulting information fairly, appropriately and in accordance with applicable employment, equality and data protection obligations.

Unless expressly designed and agreed for that purpose, WorkplaceHero 360 tools should not be used as the sole basis for significant employment decisions.

Where a survey or 360 process is described as anonymous, WorkplaceHero will apply the anonymity arrangements associated with that feature.

Users and organisations must not attempt to identify anonymous respondents through coercion, technical means, combinations of information or other deliberate attempts to circumvent those protections.

Anonymous feedback may sometimes contain information from which a recipient believes they can infer the identity of a respondent. WorkplaceHero cannot guarantee that every respondent will be impossible to infer from the content they voluntarily provide, particularly within very small teams.

Organisations should therefore use anonymous feedback responsibly.

WorkplaceHero may use artificial intelligence to support selected Platform functions.

AI-enabled functionality may include activities such as:

• reflective coaching;
• summarising feedback;
• identifying themes;
• assisting with credential extraction;
• helping users navigate WorkplaceHero;
• generating or supporting professional development insights; and
• assisting WorkplaceHero with the development or administration of content and Services.

AI output may be inaccurate, incomplete or inappropriate and should not automatically be treated as fact or professional advice.

Where an AI feature provides recommendations, summaries or insights, these are advisory unless expressly stated otherwise.

Our use of artificial intelligence is governed further by our Responsible AI Statement and Privacy Notice.

WorkplaceHero does not provide AI functionality for making autonomous significant decisions about individuals in relation to matters such as recruitment, dismissal, promotion, pay or disciplinary action.

Organisations remain responsible for decisions they make using information obtained through WorkplaceHero.

No score, AI summary, 360 result, CPD metric or Platform insight should be treated as removing the organisation's responsibility to exercise appropriate human judgement.

A Training booking is confirmed once we have accepted your enrolment in writing, including by email, and, where applicable, received payment or accepted an approved invoicing arrangement.

You must provide accurate personal and, where relevant, employer information and keep it up to date.

We may decline or cancel an enrolment where:

• published entry requirements are not met;
• materially inaccurate information has been provided;
• we reasonably believe the booking is fraudulent;
• providing the Training would breach applicable law or awarding organisation requirements; or
• another reasonable basis set out in these Terms applies.

Fees are displayed on the relevant course or qualification page or stated within the applicable quotation, order or agreement.

Unless stated otherwise, fees are payable before Training begins.

Where invoicing or deferred payment has been agreed, payment must be made in accordance with the applicable invoice terms.

We may recover reasonable costs associated with late or unpaid sums where permitted by law.

PassportPro member discount. Individuals holding their own active, personally paid PassportPro subscription may be offered a member discount on eligible qualifications and masterclasses. The following conditions apply:

• the discount is personal to the PassportPro member and may only be used for a qualification or masterclass that the member enrols on and completes themselves;
• the discount must not be used to book, buy or pay for Training on behalf of, or for the benefit of, any other person, and it may not be transferred, shared, resold or exchanged for cash;
• the discount does not apply to purchases made or funded by an organisation, to bulk or multi-place orders, or to people who receive PassportPro through an organisation plan such as Passport for Teams or Enterprise;
• the standard member discount is 10% and cannot be combined with any other offer, promotion or promo code; where a separate promotion is available, the single better discount applies;
• the PassportPro subscription must be active at the time of purchase; and
• where we reasonably believe the discount has been used in breach of these conditions, including where the enrolled learner is not the PassportPro member, we may cancel the enrolment, withhold certification until the full undiscounted fee is paid, or recover the difference between the discounted and full price.

We may change or withdraw the PassportPro member discount for future purchases. Any change will not affect a discounted purchase already completed in line with these conditions.

If you are a consumer purchasing Services for purposes wholly or mainly outside your trade, business, craft or profession, you may have statutory cancellation rights.

For distance contracts, this will commonly include a 14-day cancellation period under applicable consumer law.

Where you expressly request that a Service begins during the cancellation period, you may be required to pay for the proportion of the Service already supplied if you subsequently cancel.

Where a digital service or other service is fully performed following the necessary request and acknowledgement, statutory cancellation rights may be affected as permitted by law.

Nothing in these Terms removes rights that you have under applicable consumer law.

Subject to your statutory consumer rights, Training may normally be cancelled for a refund up to, but not including, the first day of Training.

Once Training has begun, fees are normally non-refundable.

This reflects costs that may already have been incurred, including tutor commitments, administration, reserved places and awarding organisation registration.

Where we cancel Training before it begins, we will normally offer an appropriate transfer or refund of fees paid for the cancelled Training.

Online course places funded by organisation credits. An organisation may cancel a course place it has assigned and have the credits returned to its wallet only while the place remains unused:

• for courses delivered on an external partner's learning platform, a place becomes non-refundable once login details have been issued, because the licence has been registered with that partner;
• for courses delivered on WorkplaceHero, a place becomes non-refundable once the learner has accessed the course; and
• completed courses cannot be cancelled or refunded.

You may request transfer to another available cohort before Training begins.

Transfers are subject to availability and we may charge a reasonable administration fee where appropriate.

Business customers may request to substitute another eligible learner before Training begins, provided the replacement learner meets applicable entry requirements and has not already been registered in a way that prevents substitution.

We may occasionally need to change a tutor, date, delivery method, venue or other operational element of Training.

We will take reasonable steps to minimise disruption.

Where we make a material change before Training begins and the alternative is not reasonably suitable, we will offer an appropriate transfer or refund for the affected Training.

Learners are expected to:

• engage appropriately with learning;
• attend scheduled sessions where required;
• complete required assessment activities;
• behave respectfully towards staff and other learners;
• follow safeguarding and equality expectations;
• submit authentic work;
• follow relevant academic and assessment integrity requirements;
• use the Platform appropriately; and
• comply with applicable qualification requirements.

Serious or repeated misconduct may result in suspension or removal from Training.

Any decision will take account of the circumstances and applicable policies, awarding organisation requirements and statutory rights.

Where Training leads to a regulated qualification, the qualification is awarded by the relevant awarding organisation rather than WorkplaceHero.

WorkplaceHero acts as an approved centre for the qualifications it is authorised to deliver.

Achievement is subject to the learner:

• meeting the applicable assessment requirements;
• providing sufficient and authentic evidence;
• completing any mandatory practical requirements;
• satisfying relevant registration requirements; and
• completing applicable quality assurance processes.

Certification times may depend on processes outside WorkplaceHero's direct control, including external quality assurance and awarding organisation activity.

Where WorkplaceHero does not hold Direct Claims Status for a qualification, certification may require external quality assurance before a certificate can be claimed.

We will take reasonable steps to progress certification and keep affected learners appropriately informed.

Assessment evidence must genuinely demonstrate the learner's own knowledge, understanding or competence.

Learners must not:

• plagiarise another person's work;
• purchase assessment answers;
• fabricate workplace evidence;
• falsify witness statements;
• submit another person's work as their own; or
• use AI or other technology in a way that misrepresents their own achievement.

WorkplaceHero may take reasonable steps to establish authenticity, including questioning, professional discussion, requesting further evidence or applying relevant malpractice procedures.

AI can be used to support learning where permitted, for example to explore concepts, support revision or assist with planning.

It must not be used to circumvent assessment requirements or create evidence that is falsely represented as the learner's own knowledge, experience or competence.

Qualification-specific and awarding organisation rules take precedence where they impose additional restrictions.

Assessment decisions are made against the requirements of the relevant qualification.

Assessment decisions may be subject to internal quality assurance and, where applicable, external quality assurance.

Learners who do not understand an assessment decision should first review their feedback and discuss it with their assessor.

Where a learner believes an assessment decision is incorrect, they may use WorkplaceHero's applicable assessment appeals procedure.

Completing online learning content does not automatically constitute achievement of a regulated qualification.

Certification takes place only after applicable assessment and quality assurance requirements have been completed.

The awarding organisation remains responsible for awarding and certificating its regulated qualifications.

WorkplaceHero may periodically offer courses, licences or other products free of charge or at a promotional price.

Promotional offers may have:

• specified start or completion periods;
• limits per person or organisation;
• eligibility requirements;
• licence expiry dates; or
• other conditions displayed with the offer.

Promotional licences must not be stockpiled, transferred, resold or obtained through artificial or duplicate accounts.

We may cancel promotional licences where we reasonably believe an offer is being abused.

Certificates validly earned before a promotional licence expires remain unaffected.

Where WorkplaceHero operates a referral programme, the eligibility criteria, reward and validity period will be shown with the scheme.

Referrals must represent genuine new users.

We may reject or withdraw rewards arising from:

• self-referral;
• duplicate accounts;
• disposable or artificial email addresses;
• automated registrations;
• bulk registrations that do not represent genuine users; or
• other manipulation of the scheme.

Referral rewards have no cash value unless expressly stated otherwise.

Under our current scheme, a reward is triggered only once the new user has stayed registered for seven days, recorded genuine CPD and earned their first badge. The detailed rules of an active scheme may supplement these Terms.

WorkplaceHero and its licensors retain intellectual property rights in Platform content, course materials, assessments, reports, templates, designs, software and other protected materials.

Unless we expressly permit otherwise, access gives you a limited right to use the relevant material for its intended personal or organisational purpose.

You must not:

• reproduce substantial parts of our learning materials;
• resell our content;
• publish restricted materials publicly;
• distribute assessment materials without permission;
• systematically extract Platform content;
• use automated means to scrape our Platform;
• copy our software or proprietary functionality; or
• use WorkplaceHero materials to create a competing content library or service,

except where permitted by law or with our written agreement.

Where WorkplaceHero allows users to create, upload or store content, you retain ownership of content that belongs to you.

You give WorkplaceHero the permissions reasonably necessary to host, process, display and otherwise handle that content for the purpose of providing the Service.

You must have the necessary rights or lawful basis to upload information to WorkplaceHero.

You must not upload content that is unlawful, malicious, defamatory, infringing, deliberately misleading or contains personal information that you have no lawful basis to process.

You must not use WorkplaceHero to:

• break the law;
• harass, threaten or abuse another person;
• attempt unauthorised access to accounts or systems;
• distribute malware;
• interfere with the Platform;
• scrape or systematically extract data without permission;
• circumvent usage, privacy or security controls;
• impersonate another person;
• create fraudulent credentials or professional records;
• manipulate assessments or feedback exercises;
• identify anonymous respondents deliberately;
• misuse promotional schemes; or
• use the Platform in a way that creates unreasonable security, operational or legal risk.

We may restrict or suspend access where reasonably necessary to protect WorkplaceHero, our users or third parties.

Some Services may be described as unlimited or may not have an explicit transaction limit.

This does not permit automated, excessive, abusive or commercially unreasonable use that materially affects the Service for other users or falls outside the normal intended purpose of the feature.

Where usage is unusually high, we will normally seek to understand the circumstances before restricting access unless immediate action is reasonably necessary for security or service stability.

We aim to provide a reliable service but cannot guarantee that WorkplaceHero will be available without interruption.

The Platform may occasionally be unavailable because of:

• maintenance;
• updates;
• technical faults;
• third-party infrastructure;
• security incidents;
• circumstances outside our reasonable control; or
• necessary emergency work.

Where reasonably practicable, planned maintenance that is likely to cause significant disruption will be communicated in advance.

WorkplaceHero develops continuously and may make new or experimental functionality available before general release.

Features identified as beta, preview, experimental or similar may change, contain errors or be withdrawn.

You should not rely on experimental functionality for a critical business process unless we expressly agree otherwise.

Feedback provided about experimental features may be used to improve WorkplaceHero.

Some WorkplaceHero functionality depends on third-party services, which may include payment processing, communications, hosting, artificial intelligence or other technology providers.

Use of a third-party service may also be subject to that provider's applicable terms.

We are not responsible for independent third-party services outside our reasonable control, although this does not affect any responsibility WorkplaceHero has under applicable law for the Services we provide.

We process personal information in accordance with applicable data protection law, including the UK GDPR and Data Protection Act 2018.

Our Privacy Notice explains what information we collect, why we use it, how long it is retained, who it may be shared with and the rights available to individuals.

Different data protection roles may apply depending on the Service being used.

For example, WorkplaceHero may process some individual account information for its own purposes while processing other information on behalf of an organisation.

Where required, additional data processing terms may apply to organisational customers.

You may request closure of your WorkplaceHero account subject to any functionality provided within the Platform.

Closing an account does not necessarily require WorkplaceHero to immediately erase every record associated with it.

We may need to retain information where reasonably necessary for:

• regulated qualification records;
• certification;
• assessment and quality assurance;
• financial and tax records;
• legal claims;
• fraud prevention;
• safeguarding;
• contractual obligations; or
• other legal or regulatory requirements.

Inactive accounts: if you do not sign in to a personal account for 24 consecutive months, we may archive it. We will email you about 60 days and again about 14 days before this happens.

Archiving never deletes your CPD record, certificates or qualifications. We may remove temporary items such as unsubmitted drafts and old AI coaching history. You can restore an archived account at any time simply by signing in again.

Accounts that belong to an active member of an organisation Workspace are not archived while the organisation keeps that person on its team.

Our Privacy Notice explains applicable retention arrangements and data protection rights.

Where an individual leaves an organisation or is removed from a Workspace, the organisation may lose access to information that is associated solely with that individual's personal account.

The individual may retain their personal WorkplaceHero account and eligible professional records.

Records belonging to the organisation, including organisation-funded exercises, organisational reporting and administrative records, may remain available to the organisation subject to the applicable Service and retention arrangements.

We may suspend or terminate access where reasonably necessary because:

• these Terms have been materially or repeatedly breached;
• payment remains overdue;
• the Platform is being misused;
• there is a security risk;
• fraudulent activity is suspected;
• continued access would breach law or regulatory requirements; or
• continued access would create a material risk to WorkplaceHero or another person.

Where appropriate, we will provide reasonable notice and an opportunity to resolve the issue.

Immediate suspension may be necessary for serious security, safeguarding, fraud or legal concerns.

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or applicable consumer statutory rights.

For consumers, nothing in these Terms affects rights available under applicable consumer law.

For business customers, subject to liabilities that cannot lawfully be limited, our aggregate liability arising from the relevant paid Service will be subject to any limitation stated in the applicable order or agreement.

We are not responsible for losses resulting solely from users or organisations treating developmental, analytical or AI-generated information as professional, legal, medical or other specialist advice where it was not represented as such.

Unless a Service expressly states otherwise, information provided through WorkplaceHero is intended for learning, professional development or informational purposes.

It should not automatically be treated as legal, medical, financial, employment or other regulated professional advice.

Users and organisations remain responsible for obtaining specialist advice where appropriate.

If you are dissatisfied with WorkplaceHero or a Service, please contact us so that we have an opportunity to investigate and resolve the issue.

Separate procedures may apply to:

• general complaints;
• assessment appeals;
• assessment malpractice;
• safeguarding concerns;
• data protection matters; and
• regulated qualification complaints.

Where applicable, we will explain the appropriate escalation route.

We may update these Terms as WorkplaceHero develops or where changes are required for legal, regulatory, security or operational reasons.

For one-off Training bookings, the version applying to the booking will normally be the version in force when the booking is confirmed.

For continuing Platform Services, updated Terms may apply after reasonable notice where the change is material.

We will not use a change to these Terms simply to remove statutory rights or retrospectively impose materially different paid obligations without an appropriate basis.

These Terms are governed by the law of England and Wales.

The courts of England and Wales will have jurisdiction, except that consumers resident elsewhere in the United Kingdom retain any rights they have to bring proceedings in their local courts.