Legal
Privacy Policy
This policy explains how Flintwood Academy LMS handles personal information across registration, learning delivery, assessments, academic records, support, and account administration.
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1. Overview
This Privacy Policy explains how Flintwood Academy collects, uses, stores, and protects personal information when you access or use the Flintwood Academy Learning Management System ("LMS"). It applies to learners, facilitators, administrators, guardians or sponsors where relevant, and other authorised users of the platform.
2. Information we collect
We may collect personal information that you provide directly, including your name, email address, phone number, profile photo, identification or registration details submitted during onboarding, and learning-related information such as enrolments, attendance, submissions, grades, certificates, transcripts, and support requests. We may also collect technical information such as login history, browser and device data, IP address, and basic usage activity needed to secure and improve the LMS.
3. How we use your information
We use personal information to create and manage accounts, deliver courses and assessments, support communication between learners and staff, issue academic and administrative records, monitor platform security, investigate misuse, comply with legal or institutional obligations, and improve the reliability and effectiveness of the LMS experience over time.
4. Academic and operational records
Because the LMS supports academic delivery, the platform may process information linked to course participation, assignment submissions, grading, feedback, completion status, financial restrictions, statements, and certification workflows. These records are maintained to support institutional operations and may be used by authorised staff for teaching, academic administration, compliance, and learner support.
5. Sharing of information
Flintwood Academy does not sell personal information. Information may be shared internally with authorised academic, administrative, finance, or technical staff where access is required to perform their duties. Information may also be shared with trusted service providers that help operate the LMS, such as hosting, file storage, video delivery, analytics, authentication, or communications providers, subject to appropriate contractual and security controls.
6. Data retention
We retain personal information for as long as reasonably necessary to deliver educational services, maintain academic records, resolve disputes, comply with regulatory or contractual obligations, and protect the integrity of the institution and its users. Retention periods may differ depending on the type of record and applicable institutional or legal requirements.
7. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, or destruction. While no online system can guarantee absolute security, Flintwood Academy uses access controls, session protections, infrastructure safeguards, and operational procedures designed to reduce risk and support secure use of the LMS.
8. Your responsibilities
Users are responsible for keeping login credentials confidential, using the LMS only through authorised access methods, and ensuring that information they submit is accurate and lawful to share. If you believe your account has been compromised or your information has been accessed improperly, you should notify Flintwood Academy as soon as possible.
9. Your rights
Depending on applicable law and institutional policy, you may have rights to request access to your personal information, ask for corrections, raise objections to certain processing activities, or request deletion where retention is no longer required. Some requests may be limited where the information forms part of official academic, compliance, audit, or financial records that must be retained.
10. International services and third-party tools
Some LMS services may rely on third-party providers operating in multiple jurisdictions. Where this occurs, Flintwood Academy will take reasonable steps to ensure that personal information is handled in a manner consistent with applicable privacy obligations and appropriate safeguards.
11. Changes to this policy
Flintwood Academy may update this Privacy Policy from time to time to reflect operational, legal, or platform changes. The latest version published on the LMS will apply from its effective date. Where required, material changes will be communicated through the platform or other official channels.
12. Contact
Questions about this Privacy Policy or requests relating to personal information should be directed to Flintwood Academy through the institution's official administration or support channels. Contact details may be updated as the platform and service operations evolve.