PRIVACY POLICY

Kohana Professional (“Kohana”, “we”, “us” or “our”), respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit the Kohana Online Academy website, create an account, purchase or participate in an online course, contact us or otherwise use our Online Academy services.

This Privacy Policy has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Irish data protection legislation.

1. Who We Are

For the purposes of applicable data protection law, the data controller is:

Beauty Vision Ltd t/a Kohana Professional

Ballisodare, Co. Sligo

Ireland

Email: [email protected]

If you have any questions about this Privacy Policy or how we process your personal data, please contact us using the details above.

2. Personal Data We Collect

We may collect personal data when you visit our Online Academy, create an account, purchase a course, enrol in a course, complete lessons or assessments, contact us or otherwise interact with our services.

Depending on how you use the Online Academy, this may include your name, email address, telephone number, billing information, country or address, account and login information, course purchases, course enrolments, course progress, lesson completion information, assessment and quiz results, certificate information, communications with us and customer support enquiries.

We may also collect certain technical information relating to your use of the Online Academy, such as your IP address, browser type, device information, login activity and information about how you interact with the website and course platform.

Payment information may be processed by our payment service providers. We do not necessarily receive or store your complete payment card details ourselves.

3. How We Collect Your Personal Data

We collect personal data directly from you when you create an account, purchase or enrol in a course, complete an assessment, communicate with us, subscribe to communications or provide information through the Online Academy.

Certain technical information may be collected automatically when you use our website or Online Academy through cookies and similar technologies.

We may also receive information from service providers involved in operating the Online Academy, processing payments or providing technical services to us where this is necessary to provide our services.

4. How We Use Your Personal Data

We process your personal data to create and manage your Online Academy account, process course purchases and enrolments, provide access to purchased courses, record your course progress, administer assessments, issue certificates, provide customer support and respond to enquiries.

We may also process your information to maintain the security and functionality of the Online Academy, prevent fraud or misuse, maintain appropriate business and financial records, comply with our legal and regulatory obligations and establish, exercise or defend legal claims where necessary.

Where permitted by law, we may also use your contact information to communicate with you about relevant Kohana products, courses, training, services or promotions. Where consent is required for electronic direct marketing, we will seek that consent and you may withdraw it at any time.

5. Legal Bases for Processing

Under the GDPR, we must have a lawful basis for processing your personal data.

We may process your personal data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes processing necessary to enrol you in a course, process your purchase, provide access to course content, track course completion and issue your certificate.

We may process certain personal data because it is necessary to comply with a legal obligation, including applicable accounting, taxation and regulatory requirements.

We may also process personal data where necessary for our legitimate interests, provided those interests are not overridden by your fundamental rights and freedoms. These interests may include operating and improving our Online Academy, maintaining the security of our systems, preventing misuse and fraud, responding to enquiries and protecting our business and intellectual property.

Where we rely on your consent, including for certain marketing activities or cookies where consent is required, you may withdraw that consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

6. Course Progress, Assessments and Certificates

As part of providing Online Academy services, we may record information about your course participation, including lessons viewed or completed, course progress, assessment attempts, assessment results and certificate eligibility.

This information is used to provide the course you purchased, determine whether course completion requirements have been met and issue certificates where applicable.

Where an assessment is automatically marked through our learning platform, the result may be generated automatically based on the answers you submit and the predetermined assessment criteria.

7. Payments

Payments for Online Academy courses may be processed through third-party payment providers or through functionality provided by our learning platform.

Payment providers may collect and process information necessary to complete your transaction in accordance with their own privacy policies and legal obligations.

We may receive transaction information such as confirmation of payment, the amount paid, the course purchased and transaction references, but we may not receive or retain your full payment card details.

8. Service Providers and Sharing of Personal Data

We do not sell or rent your personal data.

We may share personal data with trusted third parties where necessary to operate the Online Academy and provide our services.

These may include our online learning platform provider, website and hosting providers, payment processors, email and communication providers, IT and technical support providers, analytics providers, professional advisers and other service providers who assist us in operating our business.

Where a third party processes personal data on our behalf, we require appropriate data protection arrangements to be in place as required by applicable law.

We may also disclose personal data where required by law, regulation, court order or a lawful request from a competent authority, or where reasonably necessary to establish, exercise or defend legal claims.

9. International Transfers of Personal Data

Some of the service providers we use may process or store personal data outside Ireland or the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA, we will take appropriate steps to ensure that the transfer complies with applicable data protection law.

Depending on the circumstances, this may include transfers to countries recognised by the European Commission as providing an adequate level of data protection or the use of appropriate safeguards such as European Commission Standard Contractual Clauses.

10. How Long We Keep Your Personal Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, accounting, taxation, contractual and regulatory requirements.

Different categories of information may therefore be retained for different periods.

Course account, purchase, completion and certification records may be retained where reasonably necessary to maintain evidence of training and certificates issued.

Financial and transaction records may be retained for the period required under applicable Irish accounting and taxation law.

Where personal data is no longer required, it will be securely deleted, anonymised or otherwise disposed of in accordance with our data retention practices.

11. Data Security

We take appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, alteration, disclosure or access.

Access to personal data is limited to persons and service providers who require access for legitimate business purposes.

While we take reasonable measures to protect your information, no internet-based system can be guaranteed to be completely secure.

12. Your Data Protection Rights

Under the GDPR, depending on the circumstances, you may have the right to request access to personal data we hold about you, request correction of inaccurate or incomplete personal data, request deletion of your personal data, request restriction of processing, object to certain processing and request the transfer of certain personal data to you or another organisation in a structured, commonly used and machine-readable format.

Where processing is based on consent, you also have the right to withdraw that consent at any time.

Certain rights are subject to legal conditions and exemptions and therefore may not apply in every circumstance.

To exercise your data protection rights, please contact us using the contact details provided in this Privacy Policy.

We may need to request additional information to verify your identity before processing certain requests.

13. Marketing Communications

Where permitted by applicable law, we may send you information about Kohana courses, training, products, services, events or promotions.

Where your consent is required, we will only send such communications where the necessary consent has been obtained.

You may unsubscribe from marketing emails at any time by using the unsubscribe option included in the relevant communication or by contacting us directly.

Unsubscribing from marketing communications will not prevent us from sending necessary service communications relating to your account, course, purchase, assessment or certificate.

14. Cookies and Similar Technologies

Our Online Academy and the technology providers supporting it may use cookies and similar technologies to operate the website, maintain account sessions, remember preferences, understand website usage and provide certain functionality.

Where required by applicable law, non-essential cookies will only be used with your consent.

Further information about the cookies used on the website should be provided through our cookie notice or cookie management tool where applicable.

15. Third-Party Websites

The Online Academy may contain links to websites or services operated by third parties.

We do not control independent third-party websites and are not responsible for their privacy practices.

We recommend reviewing the privacy policy of any third-party website or service before providing personal information to it.

16. Children's Privacy

Kohana Online Academy is primarily intended for professional education and is not designed to knowingly collect personal data from children without an appropriate lawful basis and, where required, appropriate parental or guardian involvement.

If you believe that a child has provided personal data to us in circumstances where this should not have occurred, please contact us.

17. Complaints

If you have concerns about how we process your personal data, please contact us first so that we have an opportunity to address your concerns.

You also have the right to lodge a complaint with the Irish supervisory authority:

Data Protection Commission Ireland

Information about making a complaint and exercising your data protection rights is available from the Data Protection Commission.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations or data processing activities.

Where appropriate, we will notify users of material changes.

The most recent version will be published on the Online Academy website and the “Last updated” date at the top of this Privacy Policy will be revised accordingly.

19. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your personal data is processed, please contact:

Beauty Vision Ltd t/a Kohana Professional

Ballisodare, Co. Sligo

Ireland

Email: [email protected]