Privacy Policy for TEFLProAcademy

1. Who we are

TEFLProAcademy provides online TEFL course services, including access to course materials, online learning activities, assessments, tutor support, and certificate services.

In this Privacy Policy, “TEFLProAcademy”, “we”, “us”, and “our” refer to the TEFLProAcademy course provider. “You” and “your” refer to website visitors, learners, customers, and anyone who contacts or interacts with us.

2. Personal information we may collect

We may collect personal information that you provide directly to us, information generated when you use our website or learning platform, and information needed to deliver our course services.

Information you provide directly

• Your name and contact details, such as your email address.
• Account registration information used to create or manage your course account.
• Payment-related information needed to process your enrolment.
• Course progress information, quiz results, assessment attempts, and completion records.
• Messages, support requests, refund requests, and other communications you send to us.
• Certificate information, including the name you want displayed on your certificate and any certificate number assigned to you.

Information collected automatically

• Basic technical information, such as browser type, device type, operating system, and approximate location based on your connection.
• Website usage information, such as pages visited, time spent on pages, referring pages, and general site activity.
• Learning platform activity, such as login records, unit access, course completion activity, assessment submissions, and download activity.
• Cookie and similar tracking information, where used by our website, analytics tools, learning platform, or payment systems.

3. How we use your information

We use personal information to provide, manage, improve, and protect our online TEFL course services.

• To create and manage learner accounts.
• To provide access to online course materials, quizzes, assessments, tasks, and certificate services.
• To process enrolments, payments, refunds, and course-related transactions.
• To monitor course progress and confirm whether course requirements have been completed.
• To provide tutor support, customer support, and administrative assistance.
• To issue certificates after successful course completion.
• To respond to enquiries, complaints, refund requests, and technical support requests.
• To improve our website, course content, learner experience, and online learning systems.
• To protect our services against misuse, fraud, unauthorised access, or technical issues.
• To meet legal, tax, accounting, record-keeping, and regulatory obligations where applicable.

4. Our lawful basis for processing personal information

Where data protection law requires us to identify a lawful basis for processing personal information, we rely on one or more of the following bases depending on the situation:

• Contract: where processing is needed to provide the course, manage your enrolment, issue certificates, or deliver services you have purchased.
• Legitimate interests: where processing is needed to operate, improve, secure, and administer our website, course platform, and learner services.
• Consent: where you have given permission for a specific type of processing, such as optional marketing communications or non-essential cookies where required.
• Legal obligation: where processing is needed to comply with applicable laws, tax requirements, accounting rules, consumer rights obligations, or official requests.

5. Payments and financial information

Course payments may be processed by third-party payment providers. We do not normally store full payment card numbers or full financial account details on our own systems.

Payment providers may collect and process information needed to complete transactions, prevent fraud, issue receipts, handle disputes, and comply with financial regulations. Their processing of payment data may be subject to their own privacy policies and terms.

6. Course records, assessments, and certificates

As an online course provider, we may keep records of your enrolment, course access, learning progress, quiz results, assessment activity, completion status, certificate issue date, and certificate number.

These records help us confirm course completion, provide learner support, respond to certificate enquiries, support certificate verification, and maintain the integrity of the course and assessment process.

7. Emails and service messages

We may send you emails connected to your course, account, payment, certificate, support request, refund request, or important service updates. These are service communications and are normally necessary for us to provide the course.

If we send optional marketing emails, you may unsubscribe or opt out where required. We will not require you to receive optional marketing emails as a condition of completing your course.

8. Cookies and similar technologies

Our website or learning platform may use cookies and similar technologies to make the site work, keep learners logged in, remember preferences, support security, measure website performance, and understand how visitors use our services.

• Essential cookies help the website and learning platform function properly.
• Analytics cookies help us understand general website usage and improve the learner experience.
• Preference cookies may remember settings or choices you make.
• Payment or security cookies may be used by payment processors or security systems to support transactions and prevent fraud.

You may be able to block or delete cookies through your browser settings. However, some parts of the website or learning platform may not work correctly if essential cookies are disabled.

9. When we share personal information

We do not sell your personal information. We may share limited personal information where necessary to operate the course, manage our website, process payments, provide support, or comply with legal obligations.

• Learning platform providers and website hosting providers.
• Payment processors and transaction service providers.
• Email, customer support, and communication service providers.
• Analytics, security, and technical service providers.
• Professional advisers, such as accountants or legal advisers, where necessary.
• Regulators, authorities, courts, or official bodies where legally required.
• Accreditation or quality review bodies where necessary for course review, audit, or verification purposes.

Where we use third-party service providers, we expect them to process personal information only as needed to provide their services or comply with their legal obligations.

10. International data transfers

Because TEFLProAcademy operates online, some service providers, systems, or learners may be located in different countries. This means personal information may be processed or stored outside your country of residence.

Where required, we aim to use appropriate safeguards for international transfers, such as contractual protections, reputable service providers, secure systems, or other legally recognised transfer mechanisms.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account and course records may be kept while your account is active and for a reasonable period afterwards.
• Certificate and completion records may be kept for longer so we can verify certificates and respond to completion enquiries.
• Payment, tax, refund, and accounting records may be kept for the period required by applicable law.
• Support messages may be kept for a reasonable period to help resolve issues and maintain service records.
• Technical logs may be kept for a shorter period unless needed for security, fraud prevention, or troubleshooting.

12. How we protect your information

We use reasonable technical, organisational, and administrative measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

No online service can be guaranteed to be completely secure. You are responsible for keeping your login details confidential and for contacting us promptly if you believe your account has been accessed without permission.

13. Your privacy rights

Depending on where you live and which privacy laws apply, you may have rights in relation to your personal information.

• The right to request access to personal information we hold about you.
• The right to ask us to correct inaccurate or incomplete information.
• The right to request deletion of certain personal information.
• The right to object to or restrict certain types of processing.
• The right to withdraw consent where processing is based on consent.
• The right to request a copy of certain information in a portable format.
• The right to complain to a relevant data protection authority where applicable.

These rights may be subject to legal limits. For example, we may need to keep certain records for tax, legal, fraud prevention, certificate verification, or legitimate business reasons.

14. Children and underage users

Our TEFL course services are intended for learners who are old enough to enrol in online training and make course-related decisions. We do not knowingly collect personal information from children where parental or guardian consent is legally required.

If you believe a child has provided personal information to us without appropriate consent, please contact us so we can review and take appropriate action.

15. Links to other websites

Our website or course materials may contain links to third-party websites, tools, videos, resources, or services. We are not responsible for the privacy practices, content, or security of third-party websites.

You should review the privacy policy of any third-party website or service before providing personal information to it.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations, or privacy practices.

When we update the policy, we may change the effective date shown at the top of this page. If the changes are significant, we may provide a more prominent notice where appropriate.

17. Contact us

If you have questions about this Privacy Policy, your personal information, or your privacy rights, you can contact TEFLProAcademy using the details below.