Privacy Policy

1. Information We Collect

1.1 Personal Information

We collect various types of personal information when you use our platform:

1.2 Sensitive Personal Information

We may collect certain sensitive information only when necessary and with appropriate consent:

• Professional qualifications and certifications
• Educational background and academic records
• Employment history for trainer verification
• Payment card information (processed securely by third-party providers)

2. How We Collect Information

2.1 Direct Collection

We collect information directly from you when you:

• Create an account or complete your profile
• Enroll in courses or purchase memberships
• Submit applications for trainer verification
• Contact our support team or provide feedback
• Participate in surveys or promotional activities
• Subscribe to newsletters or marketing communications
• Upload content or participate in course discussions

2.2 Automatic Collection

We automatically collect certain information through:

• Platform Usage: Course progress, time spent, features used, interaction patterns
• Technical Data: IP addresses, browser information, device identifiers, operating system
• Analytics: Page views, click patterns, navigation paths, session duration
• Security Logs: Login attempts, security events, fraud prevention data

2.3 Third-Party Sources

We may collect information from:

• Payment processors for transaction verification
• Social media platforms (when you connect accounts)
• Professional verification services for trainer credentials
• Marketing partners and analytics providers
• Public sources for business verification purposes

3. How We Use Your Information

3.1 Service Delivery

We use your information to:

• Create and maintain your account
• Process course enrollments and memberships
• Deliver educational content and materials
• Track learning progress and issue certificates
• Facilitate communication between students and instructors
• Provide customer support and technical assistance
• Process payments and manage billing

3.2 Platform Improvement

Your data helps us:

• Analyze usage patterns and platform performance
• Develop new features and educational content
• Personalize learning experiences and recommendations
• Conduct research and analytics for service enhancement
• Optimize website performance and user experience

3.3 Communication and Marketing

We may use your information to:

• Send service-related notifications and updates
• Provide course recommendations and educational content
• Share promotional offers and new course announcements
• Send newsletters and industry insights (with consent)
• Conduct satisfaction surveys and feedback collection

3.4 Legal and Security Purposes

We process data to:

• Comply with legal obligations and regulatory requirements
• Protect against fraud, abuse, and security threats
• Enforce our Terms of Service and platform policies
• Respond to legal requests and court orders
• Protect the rights and safety of users and the public

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

5. Information Sharing and Disclosure

5.1 Service Providers

We share information with trusted service providers who assist us in:

• Payment Processing: Secure payment gateways and billing systems
• Cloud Hosting: Data storage and platform infrastructure
• Email Services: Transactional and marketing email delivery
• Analytics: Platform usage analysis and performance monitoring
• Customer Support: Help desk and communication tools
• Security: Fraud prevention and cybersecurity services

5.2 Educational Partners

We may share relevant information with:

• Instructors and trainers for course delivery purposes
• Training centers for collaborative programs
• Certification bodies for credential verification
• Corporate clients for employee training programs

5.3 Legal Requirements

We may disclose information when required by:

• Law enforcement agencies and regulatory bodies
• Court orders, subpoenas, or legal processes
• National security or public safety requirements
• Tax authorities and financial regulators

5.4 Business Transactions

In case of business restructuring, merger, acquisition, or sale, your information may be transferred to the new entity, subject to the same privacy protections.

6. Data Security and Protection

6.1 Technical Safeguards

We implement comprehensive security measures including:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Network Security: Firewalls, intrusion detection, and DDoS protection
• Database Security: Encrypted databases with restricted access
• Secure Hosting: Industry-leading cloud infrastructure with security certifications

6.2 Organizational Measures

Our organizational security includes:

• Regular security training for all employees
• Background checks for personnel with data access
• Data minimization and privacy-by-design principles
• Incident response and breach notification procedures
• Regular security audits and vulnerability assessments
• Secure development practices and code reviews

6.3 Payment Security

Financial information is protected through:

• PCI DSS compliant payment processors
• Tokenization of payment card data
• Secure payment gateways and fraud detection
• Regular security scans and compliance audits

7. Data Retention

7.1 Retention Periods

We retain personal data for different periods based on the type of information:

7.2 Deletion Process

When retention periods expire or upon valid deletion requests:

• Data is securely deleted using industry-standard methods
• Backups are purged according to automated schedules
• Anonymous or aggregated data may be retained indefinitely
• Legal hold requirements may extend retention periods

7.3 Account Deletion

When you delete your account:

• Personal identifiers are removed immediately
• Course data may be retained for educational record purposes
• Payment records are kept for legal compliance periods
• Anonymous usage data may be retained for analytics

8. Your Privacy Rights

You have the following rights regarding your personal data:

8.1 Exercising Your Rights

To exercise these rights:

• Contact us through the methods provided in this policy
• Use your account settings for basic profile updates
• Provide sufficient information to verify your identity
• Specify which rights you wish to exercise and relevant details

8.2 Response Timeline

We will respond to your requests:

• Within 30 days of receiving a valid request
• Extension to 60 days may be necessary for complex requests
• Free of charge for reasonable requests
• Fees may apply for excessive or manifestly unfounded requests

9. Cookies and Tracking Technologies

9.1 Types of Cookies We Use

9.2 Cookie Management

You can control cookies through:

• Browser settings to block or delete cookies
• Our cookie consent banner for initial preferences
• Account settings for personalization cookies
• Third-party opt-out tools for advertising cookies

9.3 Other Tracking Technologies

We may also use:

• Web Beacons: Tracking email opens and click-through rates
• Local Storage: Storing user preferences and session data
• Analytics Tools: Understanding user behavior and platform performance
• Fraud Prevention: Device fingerprinting for security purposes

10. Third-Party Services

10.1 Integration Partners

Our platform integrates with third-party services for enhanced functionality:

• Payment Processors: Stripe, PayPal, local banking partners
• Communication Tools: Email service providers, SMS gateways
• Analytics Platforms: Google Analytics, platform-specific analytics
• Content Delivery: CDN services for video and file delivery
• Social Media: Facebook, LinkedIn, Twitter integration
• Cloud Services: AWS, Microsoft Azure, Google Cloud Platform

10.2 Data Sharing with Third Parties

When we share data with third parties:

• Only necessary data is shared for specific purposes
• Contractual agreements ensure data protection standards
• Data processing agreements (DPAs) are in place
• Regular audits ensure compliance with our standards

10.3 Third-Party Privacy Policies

Third-party services have their own privacy policies:

• We encourage you to read their privacy policies
• We are not responsible for third-party privacy practices
• You may have separate rights with these services
• Contact third parties directly for their data practices

10.4 Links to External Websites

Our platform may contain links to external websites:

• We are not responsible for external website privacy practices
• External links are provided for convenience and information
• Review privacy policies of external websites before use
• Different privacy standards may apply

11. International Data Transfers

11.1 Global Infrastructure

As a global educational platform, your data may be transferred to and processed in:

• Countries where our service providers operate
• Regions with our cloud infrastructure and data centers
• Jurisdictions required for legal compliance
• Locations necessary for payment processing

11.2 Transfer Safeguards

International transfers are protected through:

• Adequacy Decisions: Transfers to countries with adequate protection
• Standard Contractual Clauses: EU-approved data transfer agreements
• Binding Corporate Rules: Internal data protection standards
• Certification Schemes: Privacy Shield and similar frameworks

11.3 Data Localization

Where legally required:

• Certain data types may be stored locally
• Processing may be restricted to specific regions
• Data residency requirements are respected
• Local law compliance is maintained

12. Children's Privacy

12.1 Age Requirements

Our platform is designed for users aged 18 and above:

• Direct registration requires users to be at least 18 years old
• Users under 18 must have parental or guardian consent
• Educational institutions may register students under 18 with proper authorization
• Corporate accounts may include employees under 18 with appropriate permissions

12.2 Parental Consent

For users under 18:

• Verifiable parental consent is required
• Parents can review and delete their child's information
• Limited data collection focuses on educational purposes
• Enhanced privacy protections are applied

12.3 Educational Context

In educational settings:

• Schools and institutions act as data controllers for their students
• Student data is processed for legitimate educational purposes
• Access is limited to authorized educational personnel
• Data is deleted when students leave the institution

13. Marketing and Communications

13.1 Types of Communications

We may send you:

• Service Communications: Account updates, course notifications, security alerts
• Educational Content: Course recommendations, learning resources, industry insights
• Promotional Materials: Special offers, new course announcements, membership benefits
• Newsletters: Regular updates about platform developments and educational trends
• Surveys: Feedback requests and satisfaction surveys

13.2 Consent and Opt-Out

Marketing communications are based on:

• Explicit consent during registration or subscription
• Legitimate interests for existing customers (where permitted)
• Your communication preferences and settings
• Legal compliance with marketing regulations

13.3 Managing Preferences

You can control communications by:

• Using unsubscribe links in email communications
• Updating preferences in your account settings
• Contacting our support team with specific requests
• Opting out of specific communication types

13.4 Personalization

We may personalize communications based on:

• Your course enrollment history and interests
• Platform usage patterns and preferences
• Demographic information and professional background
• Feedback and interaction history

14. Changes to This Policy

14.1 Policy Updates

We may update this Privacy Policy to:

• Reflect changes in our data practices or services
• Comply with new legal requirements or regulations
• Address new privacy concerns or security measures
• Improve clarity and transparency of our policies

14.2 Notification of Changes

Material changes will be communicated through:

• Email notifications to registered users
• Prominent notices on our platform
• Updates to the "Last Updated" date
• In-app notifications for significant changes

14.3 Acceptance of Changes

Continued use of our services after notification constitutes acceptance of the updated policy. If you disagree with changes, you may:

• Contact us to discuss concerns
• Adjust your privacy settings
• Request account deletion
• Exercise your data protection rights

14.4 Version Control

We maintain:

• Version history of policy changes
• Archive of previous policy versions
• Clear dating of all modifications
• Summary of changes for transparency

15. Contact Us

15.1 Privacy Inquiries

For privacy-related questions, concerns, or requests:

• Email: privacy@ajaxee.com
• General Contact: info@ajaxee.com
• Phone: +60108790395
• Address: Ajaxee Academy, Kuala Lumpur, Malaysia

15.2 Data Protection Officer

For complex privacy matters or formal complaints:

• Contact our Data Protection Officer at dpo@ajaxee.com
• Include detailed information about your inquiry
• Provide account information for verification
• Specify the nature of your request or concern

15.3 Regulatory Bodies

You have the right to lodge complaints with:

• Personal Data Protection Department (Malaysia)
• Your local data protection authority
• Relevant supervisory bodies in your jurisdiction
• Industry regulatory bodies for educational services

15.4 Response Timeline

We aim to respond to privacy inquiries:

• Within 48 hours for initial acknowledgment
• Within 30 days for complete resolution
• Complex matters may require additional time
• Regular updates on investigation progress