Draft Privacy Policy
This privacy policy is currently in development and may change as we refine our platform. The final version will be available before our official launch. View development timeline
Privacy Policy
Your privacy is important to us. This policy explains how Q-Academy collects, uses, and protects your personal information.
Table of Contents
Our Commitment to Privacy
Q-Academy is committed to protecting the privacy and security of our users' personal information. As a platform serving students with special needs, their families, educators, and healthcare providers, we understand the sensitive nature of the data we handle and the critical importance of maintaining the highest standards of privacy protection.
This Privacy Policy applies to all services provided by Q-Academy, including our Learning Management System (LMS), Telemedicine platform, Electronic Health Records (EHR) system, and all associated mobile, desktop, and web applications. By using our services, you consent to the collection, use, and disclosure of your personal information as described in this policy.
Information We Collect
Personal Information
We collect personal information that you provide directly to us, including:
- Account Information: Name, email address, phone number, role (student, parent, teacher, doctor), and profile information
- Student Information: Date of birth, grade level, special needs classifications, emergency contact details
- Educational Records: Learning progress, activity completion, assessment results, IEP goals and accommodations
- Health Information: Medical history, diagnoses, medications, therapy progress, consultation notes (HIPAA-protected)
- Communication Data: Messages, video call recordings (with consent), file uploads, and shared documents
Automatically Collected Information
We automatically collect certain information when you use our services:
- Usage Data: Pages visited, features used, time spent on platform, user interactions
- Device Information: IP address, browser type, operating system, device identifiers
- Location Data: General location information (city/region level) for service optimization
- Performance Data: Error logs, system performance metrics, accessibility usage patterns
Special Categories of Data
We process special categories of personal data including health information and data concerning minors. This processing is necessary for providing educational and healthcare services and is conducted in accordance with applicable laws including HIPAA, FERPA, and Philippine data protection regulations.
How We Use Information
Primary Purposes
Educational Services
- • Providing personalized learning experiences
- • Tracking academic progress and achievements
- • Creating and managing Individual Education Plans (IEPs)
- • Facilitating teacher-student-family communication
Healthcare Services
- • Providing telemedicine consultations
- • Managing electronic health records
- • Coordinating care between healthcare providers
- • Monitoring therapy progress and outcomes
Secondary Purposes
We may also use your information for:
- Platform Improvement: Analyzing usage patterns to enhance user experience and develop new features
- Security: Detecting and preventing fraud, unauthorized access, and security incidents
- Communication: Sending service updates, educational resources, and important notifications
- Compliance: Meeting legal obligations and regulatory requirements
- Research: Conducting anonymized research to improve special education practices (with explicit consent)
Legal Basis for Processing
We process your personal data based on: (1) your consent, (2) contractual necessity for providing our services, (3) legitimate interests in improving our platform and ensuring security, and (4) legal obligations under healthcare and educational regulations.
Information Sharing and Disclosure
Within the Q-Academy Ecosystem
Information is shared among authorized users within the platform according to their roles and permissions:
| User Role | Access Level | Information Accessible |
|---|---|---|
| Students | Own Data Only | Personal activities, progress, schedules |
| Parents/Guardians | Child's Data | Complete student records, progress reports, health information |
| Teachers | Assigned Students | Educational records, IEP goals, behavioral notes |
| Healthcare Providers | Authorized Patients | Complete health records, educational progress relevant to care |
Third-Party Service Providers
We may share information with trusted third-party service providers who assist us in operating our platform:
- Cloud Infrastructure: AWS, Azure, or Google Cloud for secure data storage and processing
- Communication Services: Video conferencing and messaging service providers
- Analytics Providers: Anonymized data for platform improvement and research
- Security Services: Cybersecurity firms for threat detection and prevention
All third-party providers are contractually bound to maintain the confidentiality and security of your information and may only use it for the specified purposes.
Legal Disclosures
We may disclose your information when required by law or to protect rights and safety:
- • In response to valid legal processes (subpoenas, court orders)
- • To comply with regulatory requirements (Department of Education, Department of Health)
- • To protect the safety of students, staff, or the public
- • To investigate potential violations of our terms of service
- • In connection with business transfers (mergers, acquisitions) with continued privacy protection
We Never Sell Personal Information
Q-Academy does not sell, rent, or trade personal information to third parties for marketing or commercial purposes. Your data is used solely for providing educational and healthcare services.
Data Security and Protection
Technical Safeguards
Encryption
AES-256 encryption for data at rest and TLS 1.3 for data in transit
Access Controls
Multi-factor authentication and role-based access permissions
Infrastructure
SOC 2 Type II certified cloud infrastructure with 99.9% uptime
Monitoring
24/7 security monitoring and intrusion detection systems
Audit Logging
Comprehensive audit trails for all data access and modifications
Backups
Automated encrypted backups with geographic redundancy
Compliance Standards
HIPAA
Healthcare Information Portability
FERPA
Educational Privacy
ISO 27001
Information Security
DPA 2012
Philippine Data Privacy
Data Breach Response
In the unlikely event of a data breach, we have established procedures to:
- 1. Immediate Response: Contain the breach and assess the scope within 24 hours
- 2. Investigation: Conduct thorough investigation to determine cause and extent
- 3. Notification: Notify affected users and regulatory authorities within 72 hours as required by law
- 4. Remediation: Implement corrective measures and additional security enhancements
- 5. Support: Provide affected users with support and resources to protect their information
Your Privacy Rights
Access and Control
You have the following rights regarding your personal information:
Right to Access
Request copies of your personal data and information about how it's processed
Right to Correction
Request correction of inaccurate or incomplete personal data
Right to Deletion
Request deletion of your personal data (subject to legal requirements)
Right to Object
Object to processing of your personal data for certain purposes
Right to Portability
Request transfer of your data to another service provider
Right to Restrict
Request limitation of processing under certain circumstances
How to Exercise Your Rights
To exercise any of these rights, you can:
We will respond to your request within 30 days and may require verification of your identity to protect your personal information.
Special Considerations for Minors
For students under 18 years of age:
- • Parents or legal guardians may exercise privacy rights on behalf of their child
- • We require parental consent for certain data processing activities
- • Students may request access to their own data through their parent or guardian
- • Enhanced protections apply to all data concerning minors
Contact Information
Privacy Officer
Contact Details
Response Times
Regulatory Authorities
If you believe your privacy rights have been violated, you may also contact:
National Privacy Commission (Philippines)
Website: privacy.gov.ph | Email: info@privacy.gov.ph
Department of Education (Philippines)
For educational privacy concerns related to student records
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
- • Post the updated policy on our website with a new "Last Updated" date
- • Notify users via email or in-app notification for material changes
- • Provide a summary of key changes for easy understanding
- • Maintain previous versions for reference and transparency
Your continued use of Q-Academy services after any updates constitutes acceptance of the revised Privacy Policy.
Questions About Your Privacy?
Our privacy team is here to help. Contact us anytime with questions or concerns about how we handle your personal information.