Privacy Policy

Effective Date: January 1, 2025

1. Introduction

Welcome to VerixEdu. We value your trust and are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, disclose, and safeguard your personal information when you access or use our websites, mobile applications, online services, and educational platforms (collectively referred to as the “Services”).

The purpose of this Privacy Policy is to help you understand your rights and choices regarding your personal data. By using VerixEdu, you agree to the practices described in this policy. If you do not agree, please discontinue using our Services. This document is written in plain, accessible language to make sure students, parents, educators, and partners can clearly understand how their data is managed.

2. Scope of this Privacy Policy

This Privacy Policy applies to all users of VerixEdu Services worldwide, including students, parents, teachers, institutions, and business partners. It applies whether you are accessing our Services via web browsers, mobile devices, APIs, or through integrations with third-party platforms. This Policy also applies to offline interactions where applicable, such as phone or email communications with our support team.

3. Guiding Principles

VerixEdu manages personal data in accordance with the following principles:

• Transparency: We clearly explain what data we collect and how we use it.
• Accountability: We take responsibility for the safe handling of your personal data.
• Minimal Data Collection: We only collect information that is necessary for learning, account functionality, or legal obligations.
• User Control: We give users options to access, correct, or delete their personal information.
• Security: We implement strong technical and organizational measures to protect personal data.

4. Definitions

For the purposes of this Privacy Policy, the following definitions apply:

• “Personal Data” – any information that identifies or can reasonably identify an individual, such as name, email, phone number, or student ID.
• “Processing” – any operation performed on personal data, including collection, storage, retrieval, use, disclosure, and deletion.
• “User” – any individual or organization that uses VerixEdu Services, including students, parents, educators, and partners.
• “Controller” – the entity responsible for deciding how and why personal data is processed. For the purpose of this Policy, VerixEdu acts as the Controller.
• “Processor” – a third-party service provider that processes personal data on behalf of VerixEdu.
• “Cookies and Tracking Technologies” – small data files and scripts used to monitor and enhance user experience on our platforms.

5. Why This Policy Matters

In today’s digital age, data privacy is a growing concern. Students, parents, and educators deserve clarity about how their information is handled. VerixEdu not only complies with local regulations (such as the Data Protection Act, 2019 in Kenya) but also aligns with international standards, including the General Data Protection Regulation (GDPR) and the Children’s Online Privacy Protection Act (COPPA), where applicable. This ensures that users globally can trust our Services and engage with confidence.

6. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. When significant updates are made, we will notify you through in-app messages, email notices, or banners on our website. We encourage you to periodically review this Privacy Policy to stay informed about how we are protecting your data.

7. Information We Collect

To provide high-quality educational services, we collect different types of personal and non-personal information from our users. The type of data collected depends on the Services you use, your level of interaction with VerixEdu, and any legal requirements that apply to your region.

7.1 Personal Information You Provide

We collect personal data that you voluntarily provide when you create an account, enroll in courses, subscribe to newsletters, or contact our support team. This may include:

• Account Information: such as your full name, username, password, and profile photo.
• Contact Details: including your email address, phone number, and postal address.
• Educational Records: school name, subjects studied, grades, assignments, and learning preferences.
• Payment Information: billing address, transaction records, and payment method details (processed securely by third-party providers).
• Support Requests: information you share when communicating with us via email, chat, or WhatsApp.

7.2 Information Collected Automatically

When you interact with our Services, certain data is collected automatically to improve performance, enhance usability, and maintain platform security. This includes:

• Device and Browser Data: IP address, device type, operating system, browser type, screen resolution.
• Usage Data: pages visited, time spent on platform, navigation patterns, clicks, and search history.
• Cookies & Tracking: identifiers that remember your preferences, login sessions, and help personalize content.
• Log Files: system logs capturing technical events such as login attempts, errors, and performance metrics.

7.3 Information from Third Parties

We may collect data about you from third-party sources when permitted by law. Examples include:

• Educational Institutions: schools or partners that provide us with academic data for registered students.
• Payment Processors: transaction confirmations and fraud prevention reports.
• Social Media Platforms: if you connect your VerixEdu account with TikTok, Instagram, or Google, we may receive profile information in accordance with your privacy settings.
• Publicly Available Sources: academic directories or public databases for verification purposes.

8. Categories of Data Collected

To make this Privacy Policy clear and transparent, we group the data we collect into categories:

• Identity Data: name, date of birth, gender, and photo (if provided).
• Contact Data: email, phone number, WhatsApp, and mailing address.
• Academic Data: learning progress, performance records, assessments, and uploaded assignments.
• Financial Data: payment history, receipts, and billing information.
• Technical Data: device identifiers, IP addresses, login metadata, and cookies.
• Communications Data: messages exchanged via email, chat, WhatsApp, or support forms.

9. How We Collect Data

We use multiple methods to collect data, including:

• Direct Collection: when you fill out forms, register for an account, or communicate with us directly.
• Automated Collection: through cookies, server logs, and analytics tools embedded in our Services.
• Third-Party Collection: when we receive relevant information from service providers, partners, or institutions.

10. Use of Cookies and Similar Technologies

Cookies and tracking technologies are essential for delivering a personalized and efficient user experience. They allow us to remember your login sessions, save your preferences, and deliver tailored learning resources. We categorize cookies as follows:

• Essential Cookies: required for the core functionality of our Services, such as login and authentication.
• Performance Cookies: help us analyze traffic, track errors, and measure platform performance.
• Functional Cookies: remember your preferences, such as language and display settings.
• Marketing Cookies: used to deliver relevant educational offers and measure campaign effectiveness.

You can manage or disable cookies through your browser settings. However, please note that disabling essential cookies may affect the usability of some features.

11. Children’s Data

VerixEdu is an education-focused platform, and we understand the importance of protecting children’s privacy. We only collect data from children where permitted by law and with parental or institutional consent. If you are under the age of 18, you must have permission from a parent, guardian, or school before registering an account with VerixEdu. We do not knowingly collect data from children without proper consent. If we become aware that a child has provided personal information without consent, we will take immediate steps to delete such data.

12. How We Use the Information We Collect

VerixEdu uses the information collected from users to deliver, improve, and personalize educational experiences. Our primary goal is to support students, parents, and educators with relevant content, effective tools, and a safe digital environment. The key purposes include:

• Service Delivery: enabling users to access courses, revision tools, quizzes, and learning analytics.
• Account Management: creating and maintaining user accounts, verifying identities, and providing login security.
• Personalized Learning: recommending courses, study materials, and exercises tailored to your progress and preferences.
• Communication: sending updates, exam reminders, newsletters, promotional materials, and important service notifications.
• Customer Support: assisting users with technical issues, inquiries, or disputes raised via email, WhatsApp, or in-app chat.
• Platform Improvement: analyzing user behavior, feedback, and performance data to enhance features and develop new services.
• Compliance: fulfilling legal obligations, enforcing terms of service, and protecting users from fraud or abuse.

13. Legal Bases for Processing Data

Depending on your region, VerixEdu processes personal data under various legal frameworks. These are the lawful bases that justify our handling of your information:

• Consent: when you voluntarily provide data (e.g., signing up for newsletters or agreeing to cookies).
• Contractual Necessity: to fulfill our obligations when you register for an account or subscribe to a service.
• Legitimate Interests: where data processing is necessary for improving educational content, maintaining platform security, or conducting research, provided these interests do not override your rights.
• Legal Obligation: compliance with data protection laws, financial regulations, or government requests.
• Protection of Children: ensuring that underage users have appropriate parental or institutional consent.

14. How We Share Information

VerixEdu respects your privacy and only shares personal data when it is strictly necessary. We never sell your personal data to advertisers or unrelated third parties. Information may be shared in the following ways:

• Service Providers: trusted vendors such as cloud hosting services, payment processors, analytics providers, and customer support tools who process data on our behalf.
• Educational Institutions: schools, teachers, and exam boards with which students are affiliated, for the purpose of academic reporting and support.
• Business Partners: when we collaborate with publishers, curriculum developers, or scholarship providers to enhance our offerings.
• Legal Authorities: where required by law, court order, or to protect the safety of users and the integrity of our Services.
• Corporate Transactions: in the event of a merger, acquisition, or restructuring, personal data may be transferred to the new entity, subject to the same privacy commitments.

15. Third-Party Integrations

Our Services may integrate with third-party platforms to improve learning outcomes and user experience. Examples include:

• Authentication Services: Google or social media login options.
• Analytics: tools like Google Analytics or Netlify Analytics to monitor traffic and performance.
• Communication Tools: WhatsApp Business API or email providers for sending notifications.
• Content Providers: educational partners who supply videos, textbooks, or revision materials.

When you engage with these third-party services, their own privacy policies and practices will apply. We encourage you to review their policies to understand how your information may be processed.

16. Marketing and Communications

We may use your personal data to send relevant educational promotions, study guides, or exam preparation offers. You will always have the option to opt-out of marketing communications. Our communications fall into two categories:

• Transactional Messages: essential updates such as account verification, payment receipts, or exam alerts. These cannot be opted out of.
• Promotional Messages: newsletters, learning tips, or discounts, which you can unsubscribe from at any time.

17. Research and Analytics

To continuously improve our educational impact, VerixEdu may use aggregated and anonymized data for research purposes. This may include analyzing performance trends, understanding learning outcomes, and publishing reports. Such data does not identify individuals and is handled with strict confidentiality.

18. Data Retention

We retain personal data only as long as it is necessary to provide Services, fulfill legal obligations, resolve disputes, or enforce agreements. The retention period depends on the type of data:

• Account Data: kept for as long as the account is active. Deleted upon user request.
• Payment Records: retained for the duration required by financial regulations (typically 7 years).
• Academic Records: stored for as long as necessary to support student progress, unless deletion is requested.
• Cookies: retained based on browser settings, usually from session-only to up to 2 years.

19. Your Rights

As a user of VerixEdu, you have important rights regarding the personal data we hold about you. These rights vary slightly depending on your jurisdiction (for example, GDPR in Europe or the Data Protection Act in Kenya), but in general they include:

• Right of Access: you may request a copy of the personal data we hold about you.
• Right to Rectification: you can ask us to correct inaccurate or incomplete information.
• Right to Erasure: also known as the “right to be forgotten,” you can request deletion of your data in certain circumstances.
• Right to Restriction: you may ask us to limit processing of your data while a complaint or request is under review.
• Right to Data Portability: where technically possible, you can request a copy of your data in a structured, commonly used format.
• Right to Object: you can object to processing based on legitimate interests, such as direct marketing.
• Rights Relating to Automated Decisions: you have the right not to be subject to decisions made solely by automated means that significantly affect you.

To exercise your rights, please email us at verixedu@codeverix.com. We will respond within legally mandated timelines, typically within 30 days.

20. Data Security

VerixEdu implements a combination of technical, organizational, and physical safeguards to ensure the confidentiality, integrity, and availability of your personal data. While no system can be guaranteed 100% secure, we continually assess risks and upgrade protections. Our security measures include:

• Encryption: sensitive data, including login credentials and payment details, are encrypted in transit and at rest.
• Access Controls: data access is limited to authorized personnel under strict confidentiality agreements.
• Monitoring: systems are monitored for suspicious activity, breaches, or unauthorized access.
• Regular Audits: we conduct internal reviews and security audits to identify and address vulnerabilities.
• Secure Hosting: our platform is hosted on Netlify and Google Cloud services with advanced security protocols.

If a data breach occurs that may affect your rights, we will notify you and the relevant data protection authority promptly, as required by law.

21. International Data Transfers

VerixEdu operates globally, and your data may be transferred and processed in countries outside of your residence. These countries may have different data protection laws. To safeguard your information, we rely on:

• Contractual Protections: standard contractual clauses with our processors and partners.
• Regional Compliance: adherence to GDPR, COPPA, and Kenya Data Protection Act principles.
• User Consent: explicit consent where cross-border transfers are necessary.

Regardless of where your data is stored or processed, we apply the same high standards of privacy protection.

22. Third-Party Links and Services

Our Services may contain links to third-party websites, apps, or tools (such as YouTube tutorials or TikTok resources). Clicking these links may direct you to services not controlled by VerixEdu. We are not responsible for the privacy practices of these external sites. We recommend reviewing the privacy policies of those services before sharing your information.

23. Changes to This Privacy Policy

We reserve the right to update or revise this Privacy Policy at any time. When updates are significant, we will notify users through visible announcements, email alerts, or banners within our platform. The “Effective Date” at the top of this page will always indicate when the policy was last updated. Continued use of VerixEdu Services after changes indicates acceptance of the updated terms.

24. How to Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or how your personal data is handled, you may contact us using the following details:

• Email: verixedu@codeverix.com
• WhatsApp: +254 103 741 742
• Social Media: TikTok, Instagram, Facebook, YouTube – @VerixEdu
• Postal Address: Codeverix Digital, Nairobi, Kenya

We will work with you to resolve any concerns and ensure that your privacy rights are respected.

25. Final Notes

Protecting your privacy is a shared responsibility. While VerixEdu commits to safeguarding your information, we also encourage users to practice good security habits, such as keeping login credentials private, updating passwords regularly, and avoiding suspicious links. Together, we can create a safe and empowering learning environment.