Privacy Policy

Effective Date: March 1, 2025

Introduction

Verifine ('we,' 'us,' 'our') operates a learning management platform designed for educators and students worldwide. This Privacy Policy explains how we collect, use, disclose, and protect personal information obtained from users of our website and services, including educators, students, and visitors. By using our website and services, you agree to the terms of this Privacy Policy.

This policy is designed to comply with applicable privacy laws, including the General Data Protection Regulation (GDPR) for users in the European Union and the Data Protection Act of Ghana (Act 2012) for users in Ghana. If you are located in a region with specific privacy laws, we will handle your personal data in accordance with those laws to the extent applicable.

If you have any questions about how this policy applies to you, please contact us using the information provided at the end of this document.

Definition of Personal Data

'Personal data’, in this privacy notice, means any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is someone who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Information We Collect

We collect the data that you provide when creating an account, such as your name, email address, and payment information (processed by third-party payment gateways). We also collect data about your activity on the site, including contributions, course progress, and interactions with other users. Additionally, we may automatically collect information such as your IP address, device type, browser information, and browsing behavior through cookies and analytics tools.

Why We Collect Your Personal Data

We collect your personal data to provide you with our services, including account management, course enrollment, and communication. We also use your data to improve our platform, personalize your experience, and send you relevant updates (with your consent where required). We process your data based on your consent, the performance of a contract, or our legitimate interests, as applicable under the law.

Data Retention

Your personal data is stored as long as your account is active. If you choose to delete your account, all your personal data will be permanently deleted from our systems.

For inactive accounts, we follow a strict retention policy:

  • If your account remains inactive for 9 months, we will send you a notification via email.
  • If you do not reactivate your account within 3 months of receiving the notification, your account and all associated personal data will be permanently deleted.

Please note that once your data is deleted, it cannot be recovered. If you wish to continue using our platform after your account has been deleted, you will need to create a new account.

In some cases, we may retain certain data for longer periods to comply with legal or regulatory obligations. If this applies to your data, we will ensure it is protected and only used for the required purposes.

Data Export and Deletion Requests

You have the right to request a copy of all your personal data or to request the deletion of your personal data from our platform.

How to Submit a Request

Automatic Request: You can submit a data export or deletion request directly through your profile page. These requests are typically processed and approved automatically and instantaneously upon submission.

Manual Request: If you are unable to use the automatic system, you may contact our Privacy Officer for assistance. A link to contact the Privacy Officer can be found on your profile page. Requests submitted to the Privacy Officer will be processed within 7 days.

Processing Your Request

Data Export Requests: If you request a copy of your personal data, you will receive a notification once the request is approved. Your data will be available for download on your Data Requests page for one week. After this period, the download link will expire.

Data Deletion Requests: If you request the deletion of your personal data, you will receive an email confirmation once the request is approved. After deletion, you will no longer be able to log in to the site, and all your personal data will be permanently removed from our systems.

Identity Verification:

To protect your privacy, we may require additional information to verify your identity before processing your request.

If you have any questions or need assistance, please contact our Privacy Officer using the link on your profile page.

Data Security

We take reasonable measures to protect the security of personal information. However, no method of transmission over the Internet or electronic storage is completely secure. Therefore, we cannot guarantee absolute security.

Information Sharing and Disclosure

We may share personal information with:

  • Payment gateways to process transactions.
  • Educators and course authors (if you enroll in their courses).
  • Fellow course participants (e.g., in discussion forums or group activities).
  • Legal authorities (if required by law).
  • Third parties in the event of a merger, acquisition, or business transfer.

We do not sell or rent personal information to third parties.

Cookies

What Cookies Are

Cookies are small text files that are placed on your device (computer, tablet, or mobile) when you visit a website. They are widely used to make websites work more efficiently, improve user experience, and provide information to website owners.

How We Use Cookies

We use cookies to:

  • Provide continuity and keep you logged in while browsing the site (session cookies).
  • Remember your preferences, such as your username on the login page (convenience cookies).
  • Analyze site usage and improve our platform (analytics cookies).

You can manage or disable cookies through your browser settings. However, please note that disabling cookies may affect your experience on our platform, and some features may not function properly.

Third-Party Cookies

In addition to our own cookies, we use Google Analytics, a third-party service, to track on-site behavior and analyze how users interact with our platform. This helps us improve the user experience and optimize our services.

Google Analytics uses cookies to collect information such as pages visited, time spent on the site, and device and browser information.

The data collected by Google Analytics is anonymized and aggregated, meaning it does not identify individual users. For more information about how Google uses data, please visit Google’s Privacy Policy.

Opting Out of Google Analytics Cookies

If you prefer to disable Google Analytics tracking, you can install the Google Analytics Opt-out Browser Add-on. This add-on prevents Google Analytics from collecting data on all websites you visit, including our platform. To download and install the add-on, visit the Google Analytics Opt-out Browser Add-on page.

Third-Party Links and Services

Our website and services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs without prior notice. The updated policy will be effective as of the revised date stated at the top of this page. We will notify you of significant changes by posting an announcement on the Platform.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data. By continuing to use our platform on or after the effective date, you agree to the updated terms of this Privacy Policy.

Children’s Privacy

Our platform is designed to provide educational and training resources, and we recognize that minors may use our services. We are committed to protecting the privacy of all users, including children.

Age Restrictions

If you are under the age of 13 (or the minimum age of digital consent in your country), you may only use our platform with the consent of a parent or legal guardian.

If we become aware that we have collected personal data from a minor who has not reached the applicable age of consent in their jurisdiction without parental consent, we will take steps to delete such information as soon as possible.

Parental Rights

Parents or legal guardians of minors who have not reached the applicable age of consent in their jurisdiction have the right to:

  • Review their child’s personal data.
  • Request the deletion of their child’s personal data.
  • Refuse further collection or use of their child’s personal data.

To exercise these rights, parents or legal guardians may contact our Privacy Officer using the link on their profile page or by emailing us at contact@verifine.ai.

Educational Use

If our platform is used by schools or educational institutions, we rely on these organizations to obtain the necessary consents for minors under their supervision.

International Data Transfers

Our platform is hosted in Europe, and all personal data is stored and processed in data centers located within the European Economic Area (EEA). However, because our platform is accessible to users worldwide, your personal data may be accessed or processed by individuals or systems located outside your jurisdiction, including in Europe.

We ensure that all international data transfers comply with applicable data protection laws, including the General Data Protection Regulation (GDPR). To protect your data, we rely on appropriate safeguards, such as:

  • Standard Contractual Clauses (SCCs): These are legal agreements approved by the European Commission to ensure that personal data transferred outside the EEA is protected to the same standards as within the EEA.
  • Data Processing Agreements: We have agreements in place with our cloud provider and any other third parties to ensure they handle your data in compliance with applicable laws.

If you have any questions about how your data is protected during international transfers, please contact us using the information provided at the end of this Privacy Policy.

User Rights

Your Rights Under Data Protection Laws

As a user of our platform, you have certain rights regarding your personal data under applicable data protection laws, including the General Data Protection Regulation (GDPR). These rights include:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request that we correct or update any inaccurate or incomplete personal data.
  • Right to Erasure: You can request that we delete your personal data, subject to certain legal obligations.
  • Right to Restrict Processing: You can request that we restrict the processing of your personal data in specific circumstances.
  • Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format.
  • Right to Object: You can object to the processing of your personal data for certain purposes, such as direct marketing.
  • Right to Withdraw Consent: If we process your data based on your consent, you can withdraw your consent at any time.

To exercise any of these rights, please contact our Privacy Officer using the link on your profile page or by emailing us at contact@verifine.ai. We will respond to your request within 7 days and may ask for additional information to verify your identity.

Please note that some rights may be limited in certain circumstances, such as when we are required to retain data to comply with legal obligations.

Contact Information

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Email: contact@verifine.ai.

Mailing Address: P O Box AH 96, Accra, Ghana

Telephone or WhatsApp: +233209104452