Privacy policy

Information We Collect

When you enquire, book a trial class or enrol, we may collect:

• Name, gender and date of birth of the student
• Name and contact details of the parent or guardian
• Phone and WhatsApp numbers, and email address
• Country, city and time zone, so classes can be scheduled
• The course chosen, class schedule, attendance, lesson progress, assessments and certificates
• The video-call account or username used to join classes
• Fee and payment records (amount, currency, date and status — never card details)

We collect this from you directly, through our website forms, by email, by phone, and through WhatsApp.

WhatsApp Communications

We use the WhatsApp Business Platform, provided by Meta Platforms, Inc., to talk with students, parents and people who enquire about our classes. When you message our WhatsApp number, or we message you, we receive and store:

• Your WhatsApp phone number and your WhatsApp profile name
• The content of messages exchanged with us, including any photos, voice notes or documents you send
• The time each message was sent, and whether our messages were delivered and read

We use this information only to:

• Answer your questions and enquiries
• Send class reminders, schedule changes, progress updates and fee reminders
• Link the conversation to the correct student record so our staff can help you
• Keep a record of what was agreed with you

We message you on WhatsApp only after you have given us your number for that purpose, for example on an admission or trial form, or by messaging us first. We do not use your WhatsApp information for advertising, we do not sell it, and we do not share it with anyone except as described in this policy. To stop receiving WhatsApp messages from us, reply “STOP” or tell us at [email protected].

Messages are delivered through Meta's WhatsApp service, which processes them under the WhatsApp Business Policy and Meta's own privacy terms.

How We Use Your Information

We use your personal information to:

• Arrange trial classes, enrol students and schedule lessons with a tutor
• Run classes, record attendance and track learning progress
• Communicate with students and parents by WhatsApp, email and phone
• Collect fees and issue invoices and receipts
• Operate, secure and improve our website and student portal
• Meet our legal and accounting obligations

Payment Information

We do not collect or store card numbers, card holder names, expiry dates or security codes. When you pay, you enter your card details directly on the secure page of our payment provider — Stripe, or our bank's Mastercard payment gateway (which also handles PayPal). We only receive confirmation of the payment: the amount, currency, date, status and a payment reference. Your payment details are handled under that provider's own privacy policy.

Who We Share It With

We do not sell your personal information. We share it only with:

• Your tutor and the academy staff who manage your classes
• Meta (WhatsApp), to deliver WhatsApp messages
• Stripe and our Mastercard payment gateway, to process payments
• The companies that host our website, database, files and email, which store data on our behalf
• Authorities, where the law requires it or to establish, exercise or defend our legal rights

Everyone we share information with on our behalf must keep it confidential and use it only for the purpose we gave it to them for.

How Long We Keep It

• Student and enrolment records: while the student is enrolled, and for up to 3 years after their last class
• WhatsApp messages: for up to 2 years after the last message in the conversation
• Enquiries and trial bookings that do not lead to enrolment: up to 12 months
• Invoices and payment records: as long as tax and accounting law requires

After these periods the information is deleted or anonymised.

Your Rights

You can ask us at any time to:

• Give you a copy of the personal information we hold about you or your child
• Correct information that is wrong or out of date
• Delete your information (see below)
• Stop sending you WhatsApp messages or emails

Email [email protected] and we will reply within 30 days.

How to Request Deletion of Your Data

To have your personal information deleted, including your WhatsApp messages with us:

1. Email [email protected] with the subject “Delete my data”, or send the same request to our WhatsApp number.
2. Include the student's name and the phone number or email you used with us, so we can find your records.
3. We will confirm your request and delete your information within 30 days, then tell you when it is done.

We may keep invoices and payment records where tax or accounting law requires it, but they will not be used for anything else.

Children's Information

Many of our students are children. A child's information is provided by their parent or guardian, who enrols them and is our main contact. For students under 18 we send WhatsApp messages to the parent's or guardian's number, unless the parent or guardian asks us to contact the student directly. Parents and guardians can use all of the rights above on their child's behalf.

Security

We protect your information with encrypted connections (HTTPS), password- and permission-controlled access to our student portal, and regular backups. Only staff who need your information for their work can see it, and they are bound to keep it confidential. No method of sending data over the internet is 100% secure, but we work to protect your information and will tell you if a breach affects you.

International Transfers

Our students, tutors and service providers are in different countries, so your information may be stored and processed outside the country you live in. We only share it with providers who protect it as this policy describes.

Third-Party Links

This website contains links to other websites. Hidaya Online is not responsible for the privacy policies or practices of any third party.

Changes to This Policy

We may update this privacy policy by posting a new version on this page and changing the “last updated” date above. If a change is significant, we will let enrolled families know.