Privacy Policy

At SJA Academia, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how SJA Academia collects, uses, stores, and shares your personal information when you visit our website, contact us, enquire about our services, create an account, purchase a course, or use our learning services.

This Privacy Policy applies to the website sjaacademia.co.uk and to related services provided by SJA Academia.

1. Who we are

[LEGAL ENTITY NAME] t/a SJA Academia
Website: sjaacademia.co.uk
Email: Info@sjaacademia.co.uk
Phone: +44 203 432 3249
Address: 182–184 High Street North, East Ham, London, E6 2JA, United Kingdom
[Add registered office/company number / ICO registration number here if applicable]

For the purposes of data protection law, we are the data controller of the personal data you provide to us, unless this Privacy Policy states otherwise.

2. The personal data we collect

We may collect, use, store and transfer the following categories of personal data:

Identity data

• Full name
• Username or account name
• Title

Contact data

• Email address
• Telephone number
• Billing address
• Postal address
• Country of residence

Account data

• Login credentials
• Course enrolment details
• Order history
• Learner profile information
• Support requests and account preferences

Transaction data

• Details of payments made to us
• Purchase history
• Refund and cancellation history
• Invoice or billing information

Learning and assessment data

• Courses enrolled in
• Assignment submissions
• Assessment results
• Tutor feedback
• Progress tracking
• Certificates issued
• RPL-related information you submit to us

Communications data

• Messages sent via forms, email, WhatsApp, phone, or other support channels
• Consultation bookings
• Notes relating to enquiries and learner support

Technical and usage data

• IP address
• Browser type and version
• Device information
• Time zone setting
• Pages visited
• Referral source
• Clickstream and site usage data
• Cookie data

Marketing data

• Your marketing preferences
• Whether you have subscribed to newsletters, updates, or promotions
• Interactions with email campaigns

3. How we collect your data

We collect personal data in the following ways:

• When you visit and browse our website
• When you fill in a contact, consultation, or enquiry form
• When you create a learner account
• When you purchase or enrol on a course
• When you contact us by email, phone, social media, or messaging apps
• When you submit assignments, assessments, or evidence for learning or RPL
• When you subscribe to marketing communications
• Through cookies and similar technologies
• From third-party service providers involved in payments, website hosting, analytics, or course delivery
• From awarding or partner organisations, where necessary to administer qualifications, verification, certification, or progression services

4. How we use your personal data

We use your personal data for the following purposes:

• To respond to your enquiries and provide information about our courses and services
• To register you as a learner and manage your account
• To process orders, enrolments, and payments
• To deliver course materials, assessments, tutor support, and certification
• To manage learner progress, assignment marking, internal administration, and quality assurance
• To provide services such as QTLS application support, grading and assessment support, and degree top-up guidance
• To verify identity and maintain academic integrity
• To send service messages about your account, payment status, course access, deadlines, updates, or policy changes
• To improve our website, learning experience, support systems, and services
• To manage complaints, disputes, cancellations, refunds, and chargeback issues
• To comply with legal, regulatory, tax, audit, and awarding-body requirements
• To send marketing communications where permitted by law or where you have consented

5. Our lawful bases for processing

We rely on one or more of the following lawful bases under UK data protection law:

Contract

Where processing is necessary to take steps before entering into a contract with you or to perform our contract with you, including:

• processing course purchases
• creating your account
• delivering teaching, support, assessment, and certification services

Legitimate interests

Where processing is necessary for our legitimate interests and those interests are not overridden by your rights, including:

• operating and improving our business
• managing website performance and security
• preventing fraud and misuse
• maintaining learner records
• handling customer support and service administration
• recovering unpaid fees
• improving course quality and learner experience

Legal obligation

Where we must process data to comply with legal or regulatory requirements, including:

• tax and accounting obligations
• consumer law obligations
• responding to lawful requests from regulators or public authorities
• record-keeping required for awarding or compliance purposes

Consent

Where you have given consent, including:

• optional marketing communications
• certain non-essential cookies
• any other processing where consent is specifically requested

You may withdraw consent at any time where we rely on consent.

6. Special category or sensitive data

We do not intentionally collect special category personal data unless it is necessary for a legitimate educational, support, accessibility, or compliance reason and a lawful condition applies.

For example, you may choose to disclose information about a disability, health condition, learning difficulty, or support need so that we can make reasonable adjustments or provide appropriate learner support. Where this applies, we will only use that information for the relevant purpose and handle it with additional care.

7. Who we share your data with

We may share your personal data with trusted third parties where necessary to run our business and deliver our services, including:

• Website hosting and technical support providers
• Payment processors and payment gateway providers, such as [PAYMENT PROVIDERS]
• Learning platform, CRM, or account management providers
• Email and communications platforms, such as [EMAIL MARKETING PLATFORM]
• Analytics and cookie providers, such as [ANALYTICS / COOKIE TOOLS]
• Tutors, assessors, internal quality assurance staff, and authorised support staff
• Awarding bodies, qualification partners, verification partners, or certification-related organisations where required
• Professional advisers, accountants, insurers, auditors, or legal advisers
• Law enforcement, regulators, courts, or public authorities where required by law

We require third-party service providers to respect the security of your personal data and to process it in accordance with the law.

8. International transfers

Some of our third-party service providers may store or process data outside the UK. Where this happens, we take reasonable steps to ensure your personal data is protected through appropriate safeguards, such as adequacy regulations or approved contractual protections.

You may contact us for more information about the safeguards used for international transfers.

9. Data retention

We keep personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to satisfy legal, regulatory, tax, accounting, audit, awarding-body, dispute-resolution, and fraud-prevention requirements.

Retention periods may vary depending on the type of information. In general:

• Enquiry data may be kept for up to 24 months
• Account, order, and learner records may be kept for up to 6 years after the end of the learner relationship
• Financial and transaction records may be kept for up to 6 years or longer where required by law
• Assessment, certification, and academic integrity records may be kept for as long as reasonably necessary to verify qualifications, resolve disputes, or meet compliance requirements
• Marketing data is kept until you unsubscribe or object, unless we need to retain a suppression record so we do not contact you again

When data is no longer required, we will securely delete or anonymise it.

10. Your data protection rights

Depending on the circumstances, you may have the right to:

• request access to your personal data
• request correction of inaccurate or incomplete data
• request erasure of your personal data
• request restriction of processing
• object to processing based on legitimate interests
• object to direct marketing
• request transfer of your data to you or another provider where applicable
• withdraw consent at any time where consent is the basis for processing
• complain to the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at Info@sjaacademia.co.uk.

11. Marketing communications

We may send you information about courses, services, offers, updates, and educational content where permitted by law or where you have asked to receive it.

You can unsubscribe from marketing emails at any time by:

• clicking the unsubscribe link in the email, or
• contacting us at Info@sjaacademia.co.uk

Please note that opting out of marketing does not affect service-related communications about your account, purchases, or active enrolments.

12. Cookies and similar technologies

Our website may use cookies and similar technologies to:

• keep the site secure and functioning properly
• remember user preferences
• manage login sessions
• understand how visitors use the website
• improve performance and user experience
• measure marketing effectiveness

Some cookies are essential for the operation of the website. Others are optional and should only be used where you have given consent.

For more details, you should also publish a separate Cookie Policy or cookie notice identifying the categories of cookies used and how users can manage preferences.

13. Data security

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

Access to personal data is limited to those who have a genuine business need to know it.

14. Third-party links

Our website may contain links to third-party websites, services, or social media platforms. If you follow those links, please note that those third parties have their own privacy policies and we are not responsible for how they use your information.

15. Children’s privacy

Our services are primarily intended for adults and professional learners. We do not knowingly collect personal data from children except where this is necessary for a legitimate educational purpose and is done lawfully.

If you believe a child has provided personal data to us inappropriately, please contact us.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised “Last updated” date.

17. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

SJA Academia
Email: Info@sjaacademia.co.uk
Phone: +44 203 432 3249
Address: 182–184 High Street North, East Ham, London, E6 2JA, United Kingdom

If you are unhappy with how we use your data, you also have the right to complain to the Information Commissioner’s Office.