Privacy Policy

1. Introduction

VIBE Campus ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our online educational platform and services.

As an exclusively online education institute, we process personal data to provide high-quality online learning experiences in English Language, Business and Marketing, Computing and IT, and Professional Development.

2. Information We Collect

2.1 Personal Information

When you register or use our services, we collect:

• Identity Information: Full name, date of birth, gender
• Contact Information: Email address, phone number, mailing address
• Account Information: Username, password (encrypted), profile photo
• Educational Information: Educational background, qualifications, work experience
• Payment Information: Billing details, payment method (processed securely through third-party providers)

2.2 Learning Activity Data

As you engage with our online platform, we automatically collect:

• Course Activity: Courses enrolled, progress, completion rates, time spent
• Assessment Data: Quiz responses, assignment submissions, grades, feedback
• Interaction Data: Discussion forum posts, comments, peer interactions
• Video Engagement: Which videos watched, watch duration, replay frequency
• Login Activity: Last login, session duration, access patterns

2.3 Technical Information

• Device Information: Device type, operating system, browser type and version
• Connection Data: IP address, internet service provider, time zone
• Usage Data: Pages visited, features used, navigation paths
• Cookies: Session data, preferences, analytics (see Cookie Policy)

2.4 Communications

• Email correspondence with support or instructors
• Messages sent through our platform
• Feedback and survey responses
• Live session recordings (when applicable and with notice)

3. How We Use Your Information

3.1 Providing Educational Services

• Create and manage your learning account
• Deliver online courses and educational content
• Track your learning progress and performance
• Issue certificates and credentials upon completion
• Facilitate communication with instructors and peers

3.2 Improving Learning Experience

• Personalize course recommendations
• Analyze learning patterns to improve course content
• Optimize platform performance and user experience
• Develop new features and educational tools
• Conduct research on online learning effectiveness

3.3 Communication

• Send course updates, announcements, and reminders
• Respond to your inquiries and support requests
• Send marketing communications (with your consent)
• Notify you of policy changes or platform updates

3.4 Administrative Purposes

• Process payments and manage billing
• Prevent fraud and ensure platform security
• Comply with legal obligations and regulations
• Enforce our Terms and Conditions

4. Legal Basis for Processing (GDPR)

We process your personal data based on:

• Contract Performance: To fulfill our educational services contract with you
• Consent: When you've given explicit consent (e.g., marketing emails)
• Legitimate Interests: To improve our services and platform
• Legal Obligations: To comply with applicable laws and regulations

5. How We Share Your Information

5.1 With Your Consent

We may share your information when you've given explicit permission, such as:

• Showcasing your work or testimonial with your approval
• Connecting you with potential employers (career services)

5.2 Service Providers

We work with trusted third-party service providers who assist us:

• Payment Processors: To handle secure transactions
• Email Services: To send course communications
• Cloud Hosting: To store course content and data
• Analytics Providers: To understand platform usage
• Video Hosting: To deliver video content efficiently

These providers are bound by confidentiality agreements and may only use your data to provide services to us.

5.3 Legal Requirements

We may disclose information if required by law or to:

• Comply with legal processes or government requests
• Enforce our Terms and Conditions
• Protect our rights, privacy, safety, or property
• Prevent fraud or security threats

5.4 What We Don't Do

• We DO NOT sell your personal information to third parties
• We DO NOT rent or share your data for others' marketing purposes
• We DO NOT share your learning data without your consent

6. Data Security

We implement robust security measures to protect your information:

• Encryption: SSL/TLS encryption for data transmission
• Secure Storage: Encrypted databases with restricted access
• Access Controls: Role-based permissions and authentication
• Regular Audits: Security assessments and vulnerability testing
• Backup Systems: Regular data backups for disaster recovery
• Staff Training: Security awareness for all team members

Important: While we use industry-standard security measures, no method of transmission over the internet is 100% secure. You are responsible for keeping your password confidential.

7. Data Retention

We retain your personal data for as long as necessary to:

• Active Accounts: For the duration of your enrollment and account activity
• Course Records: 7 years after course completion for certification verification
• Financial Records: As required by tax and accounting regulations (typically 7 years)
• Marketing Data: Until you withdraw consent

After retention periods expire, we securely delete or anonymize your data.

8. Your Privacy Rights

You have the following rights regarding your personal data:

8.1 Access

• Request a copy of the personal data we hold about you
• Access your learning records and account information anytime through the LMS

8.2 Correction

• Update your profile information directly in your account
• Request correction of inaccurate or incomplete data

8.3 Deletion

• Request deletion of your personal data (subject to legal retention requirements)
• Close your account at any time
• Note: We may retain certain data for legal compliance and certificate verification

8.4 Data Portability

• Request your data in a commonly used, machine-readable format
• Transfer your data to another service provider

8.5 Withdraw Consent

• Opt-out of marketing communications at any time
• Withdraw consent for specific data processing activities

8.6 Object to Processing

• Object to data processing based on legitimate interests
• Object to direct marketing activities

To exercise your rights, contact us at: info@vibe.edu.lk

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

9.1 Types of Cookies

• Essential Cookies: Required for platform functionality (login, course access)
• Performance Cookies: Help us understand how you use the platform
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Google Analytics and similar tools for usage insights

9.2 Managing Cookies

You can control cookies through:

• Your browser settings (disable or delete cookies)
• Our cookie consent tool (adjust preferences)
• Note: Disabling essential cookies may affect platform functionality

10. International Data Transfers

Our services are primarily provided within Sri Lanka. However:

• Some service providers may be located internationally
• Data may be transferred to secure servers in other jurisdictions
• We ensure appropriate safeguards are in place for international transfers
• Your data is protected regardless of where it's processed

11. Children's Privacy

• Our services are intended for individuals aged 16 and above
• We do not knowingly collect data from children under 16
• If we discover we've collected data from a child under 16, we'll delete it promptly
• Parents/guardians must provide consent for users under 18

12. Third-Party Links

Our platform may contain links to external websites or resources:

• We are not responsible for the privacy practices of third-party sites
• Review the privacy policies of any external sites you visit
• Links do not imply endorsement of third-party services

13. Marketing Communications

With your consent, we may send:

• New course announcements and programme updates
• Educational resources and learning tips
• Special offers and promotions
• Newsletter and blog content

You can opt-out anytime by:

• Clicking "unsubscribe" in any marketing email
• Updating your email preferences in your account
• Contacting us at info@vibe.edu.lk

Note: You'll still receive essential service emails (enrollment confirmations, password resets, etc.)

14. Changes to This Privacy Policy

• We may update this Privacy Policy periodically
• Significant changes will be communicated via email
• The "Last Updated" date at the top will reflect changes
• Continued use of our services after changes constitutes acceptance

15. Contact Us

For questions, concerns, or requests regarding your privacy or this policy:

• Email: info@vibe.edu.lk
• Phone: +94 74 412 3944
• Address: 310, Thalapathpitiya Road, Madiwela, Kotte, Sri Lanka

Data Protection Officer: Available at info@vibe.edu.lk

16. Your Consent

By using our online platform and services, you consent to this Privacy Policy and agree to its terms.