Welcome to BrainHub Academy.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website, create an account, or use our learning and tutoring services.

BrainHub Academy is committed to safeguarding your privacy and ensuring that your personal data is handled lawfully, transparently, and securely, in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable data protection laws.

By accessing or using our Platform, you agree to the terms of this Privacy Policy. If you do not agree with any part of this Policy, please discontinue use of the Platform immediately.

This Policy applies to all users of BrainHub Academy — including learners, tutors, and visitors — and governs all data collected through our website, mobile applications, and third-party integrations such as Google Meet or Paystack.

1. Information we Collect

BrainHub Academy collects personal and non-personal information to provide a safe, efficient, and personalized learning experience. The information we collect falls into the following categories:

1.1 Personal Information Provided by You

When you register, create a profile, or use our services, you may provide personal information such as:

Full name and contact details (email address, phone number, physical address).

Date of birth and demographic information (optional).

Account login details and profile photo (if applicable).

Educational background, learning preferences, or subject interests.

Payment and billing details when booking sessions or purchasing subscriptions.

1.2 Information Collected Automatically

When you use the Platform, we automatically collect certain technical information to improve user experience and system performance. This may include:

Device type, browser, and operating system.

IP address, location data, and session activity logs.

Pages visited, time spent on each page, and clickstream data.

Cookies and similar tracking technologies (see Section 5: Cookies Policy).

1.3 Information from Third Parties

We may receive additional information about you from third-party sources that integrate with our Platform, such as:

Payment processors (e.g., Paystack, Flutterwave).

Communication or meeting tools (e.g., Google Meet, Zoom).

Authentication or login services (e.g., Google Sign-In).

These third parties are responsible for managing their own privacy practices, and users are encouraged to review their policies.

1.4 Optional and Sensitive Information

In specific cases, BrainHub Academy may collect additional data such as identity verification documents or academic records when required for tutor registration, compliance, or fraud prevention. Such information will only be processed with explicit consent and for legitimate business purposes.

2. How we used your information

BrainHub Academy uses the information we collect to deliver quality educational services, ensure platform functionality, and enhance the learning experience. Your personal data is processed lawfully, fairly, and only for specific purposes disclosed in this Policy.

2.1 Service Delivery and Account Management

We use your personal information to:

Create and manage user accounts.

Facilitate tutor-learner matching and session bookings.

Process payments, subscriptions, and refunds securely.

Communicate with you regarding sessions, support, and updates.

Verify your identity where necessary for account or tutor validation.

2.2 Platform Improvement and Personalisation

We analyze user data to improve our content, features, and platform performance. This includes:

Monitoring system usage, engagement, and learning outcomes.

Customizing user dashboards, recommendations, and notifications.

Testing new features and optimizing system functionality.

2.3 Security, Compliance, and Fraud Prevention

We may use your information to:

Detect, prevent, and investigate fraudulent or unauthorized activity.

Enforce our Terms and Conditions and ensure compliance with POPIA.

Respond to legal obligations, court orders, or lawful government requests.

2.4 Communication and Marketing

With your consent, BrainHub Academy may use your contact information to send:

Service-related notices and important account updates.

Promotional messages, newsletters, or offers related to new courses or tutors.

You may opt out of marketing communications at any time by following the unsubscribe instructions provided in our emails or contacting us directly.

2.5 Data Aggregation and Analytics

We may compile anonymized or aggregated data for research, reporting, and service improvement purposes. Such data does not personally identify you and may be used to better understand learning trends and platform performance.

3. How we share Your Information

BrainHub Academy respects your privacy and only shares personal information when necessary to deliver services, comply with the law, or improve the user experience. We do not sell or rent your personal data to third parties.

3.1 Service Providers

We may share your information with trusted third-party service providers who assist in operating the Platform, such as payment processors, communication tools, and hosting services. These providers are contractually obligated to keep your information secure and use it only for the purpose of providing the requested service.

3.2 Tutors and Learners

When a learner books a session, relevant profile details such as the learner’s name and communication contact may be shared with the assigned tutor to enable effective session preparation and communication. Similarly, learners may access tutor profiles containing verified qualifications, experience, and ratings.

3.3 Legal Compliance

We may disclose your information if required to do so by law or if such disclosure is reasonably necessary to comply with legal obligations, respond to lawful requests, protect our rights, or prevent fraud, abuse, or harm to users or the public.

3.4 Business Transfers

In the event of a merger, acquisition, restructuring, or sale of assets, user information may be transferred as part of the business transaction. BrainHub Academy will ensure that any successor entity upholds the same level of data protection as outlined in this Policy.

3.5 Analytics and Platform Optimization

We may share anonymized or aggregated data with analytics partners to understand platform usage, improve performance, and develop better learning tools. This data cannot identify individual users.

3.6 With Your Consent

In some cases, we may share your information for additional purposes not covered above, but only after obtaining your explicit consent.

4. Data Storage and Security

BrainHub Academy takes data protection seriously and implements strict measures to ensure that your personal information remains secure, accurate, and protected from unauthorized access, alteration, or disclosure.

4.1 Data Storage Location

Your personal information is stored securely on trusted cloud servers located in regions that maintain adequate data protection standards. We ensure that any third-party hosting providers we use comply with internationally recognized security and privacy requirements.

4.2 Security Safeguards

We apply multiple layers of protection to secure your information, including encryption, firewalls, secure socket layer (SSL) technology, access controls, and regular system monitoring. Administrative access to personal data is restricted to authorized personnel only, and such access is granted strictly on a need-to-know basis.

4.3 Payment Information

All financial transactions are processed through secure third-party gateways such as Paystack or Flutterwave. BrainHub Academy does not store or have direct access to your full payment card information. Payment processors use industry-standard encryption and comply with PCI DSS (Payment Card Industry Data Security Standards).

4.4 Data Retention

We retain your personal information only for as long as it is necessary to fulfill the purposes outlined in this Policy or as required by law. Once data is no longer needed, it is securely deleted, anonymized, or archived in compliance with applicable legal requirements.

4.5 User Responsibility

While we take reasonable precautions to safeguard data, users are responsible for maintaining the confidentiality of their account credentials. We encourage you to use strong passwords, log out after each session, and avoid sharing login details with others.

4.6 Limitation of Security Guarantees

Although we employ industry-standard security practices, no system is completely immune to unauthorized access or cyber risks. By using the Platform, you acknowledge and accept that BrainHub Academy cannot guarantee absolute security of data transmitted or stored electronically.

5. Cookies and Tracking Technologies 

BrainHub Academy uses cookies and similar tracking technologies to improve user experience, enhance platform functionality, and analyze website traffic. Cookies are small text files stored on your device when you visit our website. They help us recognize your preferences and tailor our services accordingly.

5.1 Purpose of Cookies

Cookies enable essential platform functions such as secure login, session management, and personalized learning experiences. They also help us remember your settings, track website performance, and measure the effectiveness of our services and marketing campaigns.

5.2 Types of Cookies Used

We use different categories of cookies, including essential cookies required for the website to operate correctly, performance cookies that collect anonymous data about usage patterns, and functional cookies that remember user preferences such as language or display settings. Analytical tools such as Google Analytics may also be used to understand how visitors interact with the Platform.

5.3 Third-Party Cookies

Some cookies may be set by third-party service providers that integrate with BrainHub Academy, such as Google, Paystack, or social media networks. These third parties are responsible for their own cookie and privacy practices, and users are encouraged to review their respective policies.

5.4 Managing Cookies

You can control or disable cookies through your browser settings. Most browsers allow you to accept, reject, or delete cookies at any time. However, disabling cookies may affect the functionality of certain features and may limit your overall experience on the Platform.

5.5 Consent to Use Cookies

By continuing to browse or use the Platform, you consent to the use of cookies in accordance with this Policy. You may withdraw or adjust your consent preferences at any time through your browser or cookie management settings.

6 Your Rights Under POPIA

BrainHub Academy upholds the rights of all users as provided under the Protection of Personal Information Act (POPIA). These rights ensure transparency, fairness, and user control over personal information collected and processed through our Platform.

6.1 Right to Access Information

You have the right to request access to the personal information we hold about you. Upon verification of your identity, BrainHub Academy will provide details regarding the categories of information collected, the purpose for which it is processed, and any third parties with whom it has been shared.

6.2 Right to Correction and Updating

If any of your personal information is inaccurate, outdated, or incomplete, you have the right to request correction or updates. We will take all reasonable steps to ensure that your records are accurate and current.

6.3 Right to Deletion or Objection

You may request that your personal data be deleted or object to its processing under certain conditions, such as where the information is no longer necessary for the purpose it was collected. However, BrainHub Academy may retain certain data as required by law or for legitimate business purposes, such as payment records and compliance obligations.

6.4 Right to Withdraw Consent

Where processing of your personal information is based on consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing conducted before your withdrawal.

6.5 Right to Data Portability

You may request a copy of your personal information in a structured and commonly used format to enable transfer to another service provider where technically feasible.

6.6 Right to Lodge a Complaint

If you believe that BrainHub Academy has misused your personal information or violated your data protection rights, you have the right to lodge a complaint with the Information Regulator of South Africa at complaints.IR@justice.gov.za.

7 Data Retention and Deletion

BrainHub Academy retains personal information only for as long as it is necessary to fulfill the purposes for which it was collected, to comply with legal and regulatory obligations, or to resolve disputes and enforce our agreements.

7.1 Retention Periods

The retention period for your data depends on the nature of the information and the purpose for which it was collected. For example, account information, payment records, and communication logs may be retained for as long as your account remains active or as required by financial and tax laws.

7.2 Deletion of Data

When personal information is no longer required, BrainHub Academy securely deletes or anonymizes it in accordance with recognized data disposal standards. Deleted data cannot be recovered and is permanently removed from our systems and backups.

7.3 Account Closure

If you choose to delete your account or withdraw consent for data processing, BrainHub Academy will process your request within a reasonable time frame, subject to verification of identity and settlement of any outstanding obligations. Some information may be retained temporarily to comply with statutory retention requirements or to resolve disputes.

7.4 Backup and Archival Data

Data stored in system backups or archives may persist for a limited period before automatic deletion. These copies are maintained solely for disaster recovery purposes and are subject to the same level of protection as active data.

8 Third Party Links and Services

BrainHub Academy may contain links to external websites, platforms, or services operated by third parties. These links are provided for your convenience and to enhance your learning experience. However, we do not control, endorse, or assume responsibility for the privacy practices, policies, or content of any third-party websites.

8.1 Third-Party Integrations

Our Platform integrates with trusted external services such as Google Meet for virtual learning sessions, Paystack and Flutterwave for payment processing, and analytics or communication tools to enhance performance. Each of these third parties operates under its own privacy policy and terms of service. Users are encouraged to review those policies to understand how their information is collected, processed, and protected.

8.2 External Websites and Links

When you click on a third-party link or access an external website through BrainHub Academy, you leave our Platform. We are not responsible for how these third parties handle your information once you are redirected. Any personal data you provide to third-party websites is at your own discretion and risk.

8.3 Responsibility and Liability

BrainHub Academy disclaims responsibility for any loss, misuse, or unauthorized disclosure of information that occurs on third-party websites or services. Your use of such platforms is governed solely by their respective terms and privacy policies.

8.4 Third-Party Advertising

Where applicable, BrainHub Academy may allow limited third-party advertising on the Platform. Advertisers do not have direct access to personally identifiable information unless you choose to engage with them or provide information voluntarily.

9. International Data Transfer

BrainHub Academy may transfer, store, or process your personal information across different geographic regions, including outside the Republic of South Africa, where our servers, cloud providers, or service partners are located. These transfers are necessary to ensure efficient service delivery, secure data hosting, and global accessibility of our learning platform.

9.1 Compliance with Data Protection Standards

When personal information is transferred outside South Africa, BrainHub Academy ensures that the recipient country or service provider upholds data protection standards that are substantially similar to those required under the Protection of Personal Information Act (POPIA).

9.2 Contractual Safeguards

Where required, we implement contractual agreements or data processing addendums with international partners to guarantee that personal information remains protected in accordance with this Privacy Policy and applicable laws.

9.3 Cloud-Based Services

Certain aspects of BrainHub Academy’s infrastructure rely on reputable global cloud service providers. These providers maintain advanced security certifications and compliance frameworks such as ISO 27001 and GDPR, ensuring that all personal information is stored and managed responsibly.

9.4 User Consent

By using the Platform and submitting your information, you consent to the transfer and processing of your personal data in jurisdictions outside your country of residence, provided that such transfers are performed in compliance with this Policy and applicable law.

10. Updates to this Policy

BrainHub Academy reserves the right to modify, update, or revise this Privacy Policy at any time to reflect changes in our services, operational requirements, or legal obligations.

10.1 Notification of Changes

When significant updates are made, we will notify users through email, in-platform alerts, or by prominently displaying a notice on our website. Minor revisions that do not materially affect user rights may be published without prior notification.

10.2 Effective Date

All updates become effective immediately upon publication on the Platform, unless otherwise stated. Continued use of the Platform following the posting of any revised version constitutes your acknowledgment and acceptance of the updated Policy.

10.3 Regular Review

We encourage all users to review this Privacy Policy periodically to stay informed about how their personal information is collected, processed, and protected. The most recent revision date will always appear at the top of this document.

11. Contact Information 

If you have any questions, concerns, or requests regarding this Privacy Policy or the way BrainHub Academy handles your personal information, please contact us through any of the following channels:

BrainHub Academy
📍 Official Website: www.thebrainhubacademy.com
📧 Email: support@thebrainhubacademy.com
📞 Phone: +27 74 900 0908

If you are not satisfied with how your query or complaint is handled, you have the right to contact the Information Regulator of South Africa using the details below:

The Information Regulator (South Africa)
📧 Email: complaints.IR@justice.gov.za
🌐 Website: www.justice.gov.za/inforeg/

BrainHub Academy will make every reasonable effort to respond to privacy-related inquiries and resolve issues promptly and in compliance with applicable data protection laws.