Privacy Policy

1. Who We Are

Kitabee Academy operates this website and related online learning services. Our website address is [insert website URL]. If you have privacy questions, you can contact us using the details at the end of this policy.

2. The Information We Collect

Depending on how you interact with us, we may collect:

• identity and contact details, such as parent or guardian name, student name, email address, phone number, suburb, and billing details;
• account and enrolment details, such as username, password reset records, course enrolments, class attendance, lesson progress, certificates, and learning history;
• transaction details, such as purchases, invoices, payment status, and refund records;
• communications, such as enquiries, support requests, feedback, survey responses, messages, and testimonial submissions;
• technical and usage data, such as IP address, browser type, device information, pages visited, referral URLs, session data, cookies, and analytics data;
• content you choose to provide, such as profile details, uploaded files, homework, comments, or media submitted through the platform;
• where relevant, information about a child learner provided by a parent or guardian for enrolment and course delivery.

3. How We Collect Information

We collect information directly from you when you:

• submit an enquiry, contact, callback, waitlist, or registration form;
• create an account or log in to our learning platform;
• purchase or enrol in a course, class, program, tutoring package, or membership;
• subscribe to newsletters, updates, offers, or learning resources;
• participate in lessons, webinars, live sessions, or assessments;
• leave a review, submit feedback, or interact with embedded services on our website.

We may also collect technical information automatically through cookies, analytics tools, server logs, and similar technologies.

4. Why We Collect and Use Your Information

We use personal information to:

• provide access to our website, learning platform, classes, and digital resources;
• process registrations, enrolments, payments, renewals, and refunds;
• create and manage user accounts and learning records;
• communicate with parents, guardians, students, and customers about classes, schedules, support, and service updates;
• improve our courses, website, support, and customer experience;
• send marketing communications where permitted by law or where you have consented;
• maintain security, prevent fraud, investigate misuse, and comply with legal obligations.

5. Children and Student Information

Because our services may be used by children, we expect a parent or guardian to provide enrolment information and manage payments, communications, and consents where appropriate. If a child learner provides personal information directly through our services, we will handle that information only as reasonably necessary to deliver educational services, support participation, maintain records, and communicate with the family.

Parents or guardians should only provide information that is relevant to the student’s enrolment and learning experience. If you believe a child has provided personal information to us inappropriately, please contact us so we can review and address the matter.

6. Payments and Financial Information

Payments made through our website are usually processed by third-party payment providers such as [insert provider names, for example Stripe, PayPal, WooCommerce Payments]. We do not store full payment card numbers on our own servers unless specifically stated otherwise. Payment providers handle payment details under their own privacy and security terms.

7. Marketing and Email Communications

If you subscribe to our newsletter, request information, download resources, or opt in to updates, we may send you course news, promotions, offers, and educational content. You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us directly.

We aim to send marketing communications in line with Australian spam rules. Service emails about your account, enrolment, payments, or classes may still be sent when needed to provide our services.

8. Cookies, Analytics, and Embedded Services

Our website may use cookies and similar technologies to keep you logged in, remember preferences, improve site performance, measure usage, and support embedded content. These technologies may be used by us and by third-party providers such as analytics, video, chat, review, or social media platforms.

• essential cookies help core site functions work properly;
• analytics cookies help us understand how visitors use the site;
• embedded content, such as videos, maps, forms, reviews, or social widgets, may collect data as if you visited the third-party website directly.

You can control cookies through your browser settings, although some site features may not work correctly if cookies are disabled.

9. Disclosure to Service Providers and Overseas Recipients

We may disclose personal information to trusted providers that help us run our business and deliver services, including web hosting, LMS platforms, email providers, payment processors, analytics providers, customer support tools, video conferencing providers, and spam or security services.

Some of these providers may store or process information outside Australia, including in countries such as [insert countries if known]. Where this occurs, we take reasonable steps to work with providers that offer appropriate privacy and security protections.

10. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps may include secure hosting, password protections, role-based access controls, software updates, backups, and security monitoring. No online platform is completely secure, so you should also keep your login details confidential and notify us if you suspect unauthorised access.

11. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including to provide services, keep educational and transaction records, resolve disputes, comply with legal obligations, and maintain security. When information is no longer required, we take reasonable steps to destroy or de-identify it where appropriate.

12. Access, Correction, and Privacy Requests

You may request access to the personal information we hold about you and ask us to correct inaccurate, incomplete, or outdated information. In some cases, we may need to retain certain records for legal, administrative, security, educational, or accounting purposes.

To make a request, please contact us using the details below. We may need to verify your identity before processing your request.

13. Complaints

If you have a privacy concern or complaint, please contact us first so we can investigate and try to resolve the issue. If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal obligations, or privacy practices. The latest version will always be published on this page together with the effective date.

15. Contact Us

Privacy Contact: [insert name or role]
Email: [insert privacy email]
Business Name: Kitabee Academy
Website: [insert website URL]
Address: [insert business address or service address if you publish one]