Data Privacy Terms

1. Scope

These Data Privacy Terms apply to Sapiens Nova Academy services, events, forms, websites, and related communications where personal data is collected.

2. Personal Data We Collect

We may collect the following categories of personal data:

a. Contact and Basic Information

• Full name, email address, and phone number
• Parent/guardian details (where applicable)

b. Student Information

• Student name, age, school, and programme interests
• Academic information (e.g. school transcripts, subject preferences, prior experience, and learning support needs)

c. Address and Location

• Home address and location information (where relevant for service delivery)

d. Operational Data

• Registration history, communications, and customer support records

e. Additional Enrolment Information

For international and residential programmes (such as summer programmes in the UK), we may collect additional information where necessary for enrolment, travel, safeguarding, and programme administration. This may include:

Travel and Identification

• Passport copy, nationality, and passport validity
• Flight details, itineraries, and transfer arrangements

Immigration and Compliance

• Visa and immigration-related information
• Parental consent for international travel
• Custodial or guardianship documentation (if required)

Health and Wellbeing (Special Category Data)

• Medical and health information, including conditions, allergies, and healthcare needs
• Medication details and instructions
• Dietary requirements (including religious or cultural needs)
• Relevant wellbeing considerations (where voluntarily provided)

Emergency and Safeguarding

• Emergency contact details and priority contacts
• Local contact information (if applicable)
• Authorised persons for collection or contact
• Consent for emergency medical treatment

Accommodation and Welfare

• Rooming preferences and accommodation considerations
• Supervision, safeguarding, or welfare-related notes (where relevant)

Insurance and Travel Protection

• Travel insurance provider, policy number, and coverage details

Media and Communications

• Consent for photography, video, and marketing materials
• Communication preferences

Financial and Administrative

• Billing details, payment records, and transaction references

This information is collected only where necessary and is handled with enhanced confidentiality and appropriate safeguards.

3. Purposes of Processing

We use personal data for the following purposes:

• To process registrations and manage programme participation
• To arrange travel, accommodation, safeguarding, and student welfare
• To provide customer support and respond to enquiries
• To send confirmations, updates, and important service-related communications
• To improve our programmes, safety standards, and service quality
• To comply with legal, regulatory, accounting, and safeguarding obligations

4. Legal Bases for Processing

Where applicable, we rely on the following legal bases:

• Consent, including explicit consent where required (e.g. for marketing or sensitive data)
• Performance of a contract or pre-contractual steps
• Legitimate interests, where these do not override your rights and freedoms
• Compliance with legal obligations

Where we process special category data (such as health information), we do so with explicit consent or where necessary to protect the vital interests of the student, in accordance with applicable laws.

5. Sharing, Processors, and International Transfers

We may share personal data with carefully selected third-party service providers (such as payment processors, email service providers, travel providers, accommodation providers, and cloud hosting platforms) solely for the purpose of delivering our services.

Where personal data is transferred internationally, we implement appropriate safeguards, including contractual and technical measures aligned with applicable data protection laws.

6. Retention and Security

We retain personal data only for as long as necessary to fulfil the purposes outlined above or as required by law. After this period, data is securely deleted or anonymised.

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.

7. Your Rights

Depending on your location, you may have the following rights:

• Under GDPR (EU/UK): access, rectification, erasure, restriction, data portability, objection, and withdrawal of consent
• Under the Hong Kong PDPO: rights to access and correct personal data, and to opt out of direct marketing
• Under the Singapore PDPA: rights to access, correct, withdraw consent, and lodge complaints

8. Children and Parent/Guardian Data

Where our services involve minors, we collect and process personal data relating to students and their parents or guardians solely for legitimate educational, travel, safeguarding, and administrative purposes. We take additional care to ensure appropriate consent and safeguards are in place in accordance with applicable laws.

9. Contact and Data Requests

For privacy questions, requests, or complaints, contact us at info@sapiens-nova.com. We will verify your identity and respond within applicable legal timelines.