Terms, Privacy & Contact

Terms of Service

These terms are a contract between you and Fillerdepot (org.nr 559301-8871), which operates Depot Academy (“we”, “us”, “our”). By creating an account or using Depot Academy, you agree to these terms. If you do not agree, please do not use the service.

1. Who can use Depot Academy

Depot Academy provides professional clinical and aesthetic training to licensed and qualified practitioners. You must be at least 18 years old and be using the service in a professional capacity. Some courses require us to verify your professional credentials before you can enrol.

2. Professional verification

To unlock certain courses you upload a professional certificate or licence. An administrator reviews it and either approves or rejects it; you are notified of the outcome. You confirm that any document you upload is genuine, current, and yours to share. We may revoke access if a document is found to be invalid.

3. Your account

You are responsible for the accuracy of your account details and for keeping your password confidential. Access to a course is personal to the registered user — sharing login credentials or course content with anyone else is not permitted and may result in access being suspended or removed. Tell us promptly if you believe your account has been misused.

4. Courses and access

Online courses are delivered as streamed video and materials. Access is time-boxed: your access window begins when you activate the course and lasts for the number of days stated on the course page. On-site courses are in-person, seat-limited events; a booking reserves one seat for you personally for the stated date and venue. Some on-site courses offer a limited number of “model spots”, where you bring a model to practise on under supervision (see clause 7).

5. Prices, payment and invoices

Prices are shown on each course page and, unless stated otherwise, are in Swedish kronor (SEK). Card payments are processed by our payment provider (Nexi); we never receive or store your full card details. Where an invoice option is offered, the amount is due by the date stated on the invoice. You are responsible for any taxes shown at checkout.

6. Free courses

Some courses may be offered free of charge. A free booking still creates an order and a booking contract, and remains subject to these terms — including the eligibility, capacity and cancellation rules.

7. Cancellations, changes and refunds

On-site courses. You can cancel a confirmed booking yourself from My Courses while cancellation is open; closer to the event please contact us. Cancel 7 or more days before the event start and there is no cancellation fee — any payment you have made is refunded in full. Within 7 days of the event the seat can no longer be re-offered, so a 5,000 SEK cancellation fee applies; self-service cancellation is closed in that window, so please contact us and we will handle it with you. The same fee applies if you do not attend without cancelling. If you booked a model spot, you are responsible for bringing a suitable, consenting model and for their conduct on site.

Group bookings. You may request places for yourself plus up to 2 named guests. A group booking is a request: the places are not reserved until we approve it, so single bookings — which are confirmed immediately — may take the remaining places first. Nothing is owed if we cannot approve it. Once approved, the person who made the booking is responsible for the whole group attending: the cancellation and non-attendance fee above applies per place, including your own, so a group of 3 that does not arrive incurs 15,000 SEK.

Online courses (digital content). By activating a course you ask us to begin immediately and you acknowledge that, once access has started, you lose the statutory 14-day right of withdrawal for that digital content; online course fees are therefore non-refundable once access has begun. If something goes wrong, contact us and we will help where we can.

8. Certificates

When you meet the completion conditions stated on a course, we issue a certificate with a unique verification code that anyone can check at our public verification page. A certificate evidences that you completed the training — it is not itself a licence or authorisation to practise, and it does not replace the requirements of your own regulator or professional body.

9. Intellectual property and acceptable use

All courses, videos, and materials are owned by us or our licensors and are provided for your own professional education only. You may not copy, download (except where a download is offered), record, redistribute, resell, or publicly share the content. You agree not to misuse the service, interfere with its security, or attempt to access content or accounts that are not yours.

10. Educational use and professional responsibility

Depot Academy content is for education and does not constitute medical advice or a treatment protocol for any individual patient. You remain solely responsible for your clinical judgement, for patient safety and consent, and for complying with the laws, standards and licensing requirements that apply to your own practice. To the extent permitted by law, we are not responsible for how you apply what you learn.

11. Third-party services

We rely on trusted providers to run the service — for example secure payment processing (Nexi) and secure video hosting (VdoCipher). Your use of those parts of the service may also be subject to those providers’ terms.

12. Availability, changes and suspension

We may update course content, pricing and availability, and we may change or discontinue parts of the service, at any time. We aim to keep the service available but do not guarantee it will be uninterrupted or error-free. We may suspend or end access if these terms are breached.

13. Limitation of liability

Nothing in these terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or for fraud). Subject to that, and to the fullest extent permitted by law, we are not liable for indirect or consequential loss, and our total liability connected with the service is limited to the amount you paid us for the course concerned.

14. Termination

You can close your account at any time from your profile. We may suspend or close an account that breaches these terms. Some information may be retained after closure as described in the Privacy Policy (for example, records we must keep for accounting or legal reasons).

15. Governing law and disputes

These terms are governed by the laws of Sweden, and the courts of Sweden have jurisdiction, unless mandatory consumer law where you live gives you other rights. If you are a consumer in the EU, you can also use the European Commission’s online dispute resolution platform (ec.europa.eu/consumers/odr), or the Swedish National Board for Consumer Disputes (ARN, arn.se).

Privacy Policy

This policy explains what personal data Depot Academy collects, why, and what rights you have under the EU General Data Protection Regulation (GDPR) and applicable Sweden law.

1. Who is responsible for your data

The controller of your personal data is Fillerdepot (org.nr 559301-8871), Murmansgatan 120, 212 25 Malmö, Sweden. For any privacy question or to exercise your rights, contact us at [email protected].

2. What we collect

• Account & identity: your name, email address, password (stored only as a secure hash), and — where you provide them — postal address, city, postal code, country, phone number and professional identification number.
• Professional credentials: the certificate or licence document you upload for verification, and its review status.
• Course & learning activity: your enrolments, access windows, and video-watching progress (position reached and completion).
• Orders & payments: what you bought, order and invoice records, amount, currency and payment status. Card details are entered with our payment provider and are never stored on our servers.
• On-site bookings: your seat registration, attendance, booking contract, and — if you bring a model — the model’s name and spot number (see section 9).
• Certificates: certificates we issue, including your name, the course title and a public verification code.
• Support & communications: messages you send us and the transactional emails we send you.
• Technical & usage: a session cookie, your IP address and basic device/log data created when you use the site, kept in our server logs.

3. Where your data comes from

Mostly from you, when you register, complete your profile, upload a credential, buy or book a course, or contact us. Some is generated automatically as you use the site (usage and technical data). If you chose to move your account across from our sister site fillerdepot.com, we received your name, email, contact details and access level from there at your request, over a secure signed connection.

4. Why we use your data, and our legal basis

• To provide your account, courses, bookings and certificates — legal basis: performance of our contract with you.
• To verify your professional eligibility before granting access to gated courses — legal basis: performance of a contract and our legitimate interest in offering training only to qualified practitioners.
• To take payment and issue invoices — legal basis: performance of our contract; and a legal obligation for the resulting accounting records.
• To send service messages (confirmations, activation, expiry, contracts) — legal basis: performance of our contract.
• To provide support and respond to you — legal basis: our legitimate interest in helping our users.
• To keep the service secure and prevent fraud/misuse (including logs and the signed migration link) — legal basis: our legitimate interest in a safe, working service.
• To meet legal obligations and establish or defend legal claims — legal basis: legal obligation and legitimate interest.

We do not sell your personal data, and we do not use it for advertising profiling or automated decisions that produce legal effects about you. Where we ever rely on consent (for example, if we introduce optional marketing emails), you can withdraw it at any time.

5. Who we share it with

We share personal data only as needed to run the service, with providers acting on our instructions (processors), and where the law requires:

• Nexi — payment processing.
• VdoCipher — secure video hosting and streaming (receives technical data such as your IP address to play the video).
• Google Fonts / Bunny Fonts — our pages load web fonts from these services, which receive your IP address to serve them.
• Our email (SMTP) delivery provider and our cloud hosting / infrastructure provider — to send transactional email and to run the platform.
• Professional advisers and authorities — where reasonably needed for legal, accounting or regulatory reasons.

Public certificate verification: so that a certificate can be authenticated, our public verification page shows the holder’s name and course title to anyone who has the certificate’s verification code. Only people you give the code (or link) to can look it up.

6. Sending data outside the EEA

Two of our providers process personal data outside the European Economic Area:

• VdoCipher (secure video hosting, India) receives technical data such as your IP address when you play a course video. India is not covered by an EU adequacy decision, so this transfer relies on the European Commission’s Standard Contractual Clauses. This applies only to the online video courses.
• Google Fonts (United States) receives your IP address when a page loads our web fonts. Google is certified under the EU–US Data Privacy Framework, the European Commission’s adequacy decision for the United States.

Everything else stays inside the EEA: card payments (Nexi, Italy), email delivery (one.com, Denmark), our hosting and file storage (an EU region), and Bunny Fonts (Slovenia).

7. How long we keep it

• Account & learning data — for as long as you have an account, then deleted or anonymised, unless we must keep it longer.
• Order, invoice and payment records — kept for about 7 years to meet accounting and tax law.
• Uploaded credentials — kept while relevant to your access. Both the record and the file are deleted when you delete your account.
• Server logs — kept for a short period (about 14 days) for security and troubleshooting.
• Migration security tokens — single-use and pruned automatically shortly after use.

8. Your rights

Under the GDPR you have the right to:

• Access — get a copy of the personal data we hold about you.
• Rectification — correct inaccurate or incomplete data (you can edit most of it yourself in your profile).
• Erasure — ask us to delete your data; you can also delete your account yourself from your profile. See “What deleting your account does” below.
• Restriction and objection — ask us to limit or stop certain processing, including processing based on our legitimate interests.
• Portability — receive the data you gave us in a portable format.
• Withdraw consent — where we rely on consent, withdraw it at any time (this does not affect earlier processing).

To exercise any of these, email [email protected]. We respond within one month. If you are unhappy with how we handle your data, you can lodge a complaint with your local data protection authority — in Sweden, the Swedish Authority for Privacy Protection (IMY — Integritetsskyddsmyndigheten, imy.se).

9. What deleting your account does

When you delete your account from your profile, we erase your personal details: your name, email address, password, postal address, phone number and professional identification number, along with the professional credential you uploaded (both the record and the file) and the name of any model you had registered for an event. Your account cannot be signed into again, and your email address is released so you could register afresh later.

Two things are deliberately kept:

• Orders, invoices and booking records — we are required to retain these for about 7 years under accounting law, so they survive with your personal details removed.
• Certificates you earned — including the name on them and their public verification code, so a certificate you have already shared with a clinic or employer keeps working. Tell us if you would rather we removed yours.

10. Personal data about other people (models)

If you book a model spot and give us a model’s name, you confirm you have told that person and have the authority to share their details with us for the event. We use those details only to manage the model spot for the session.

11. Security

We use appropriate technical and organisational measures to protect your data — including encrypted connections, hashed passwords, access controls, and processing payments through a PCI-compliant provider so we never handle full card numbers.

12. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top shows the current version, and we will tell you about significant changes where appropriate.

Cookies

Depot Academy uses only the cookies it needs to work. We do not use advertising or analytics/tracking cookies.

• Session cookie — keeps you signed in and remembers your cart during checkout.
• Security (CSRF) cookie — protects forms against cross-site request forgery.

Because these are strictly necessary for the service to function, they do not require consent. Some pages also load fonts (Google Fonts / Bunny Fonts) and, on course pages, the video player (VdoCipher); these third parties receive your IP address to deliver their content, as described in the Privacy Policy. You can block or delete cookies in your browser settings, but the site may not work correctly without the necessary ones.