What Details Do We Gather From You?

Running an education platform means we need different types of details at different stages. When someone first visits, we receive basic technical information—the kind of device they're using, roughly where they're connecting from (country and region, not street address), and what brought them to our site.

If someone decides to sign up for our learning materials, that's when we ask for account essentials: name, email address, and password they create. For paid programs, we also need billing details—though credit card numbers go directly to our payment processor, never sitting on our servers.

Once someone starts using our tools and resources, we capture usage patterns. Which templates get downloaded most often? What sections of tutorials do people revisit? Where do learners tend to get stuck? This helps us improve what we offer, but it also means we're recording behavior within the platform.

Why We Need This Information

Everything we gather serves specific functions. Account details let us recognize you when you log in and keep your progress separate from other learners. Without this, we couldn't offer personalized learning paths or remember where you left off.

Usage patterns tell us what's working and what isn't. If everyone abandons a particular tutorial halfway through, that signals a problem we need to fix. When a template gets downloaded hundreds of times, we know to create more like it.

Payment details enable transactions and help prevent fraud. Billing addresses need to match what banks have on file. Transaction history helps resolve disputes and gives you records of what you've purchased.

How We Handle Your Information Day-to-Day

Most of what we gather stays internal. Our instructional design team reviews aggregated learning data to spot curriculum gaps. Customer support accesses account details when helping resolve issues. Our technical team monitors system logs to catch bugs and security threats.

Nobody gets unfettered access to everything. Support staff can see your account status and course enrollments but not your payment history unless you're asking about a billing issue. Instructors see class-level analytics but not individual student details unless you're in a cohort program.

Automated Processing We Perform

Some handling happens without human involvement. Our systems automatically send progress emails when you complete modules. Recommendation algorithms suggest relevant resources based on what you've accessed before. Security systems flag unusual login patterns that might indicate unauthorized access attempts.

These automated decisions directly affect your experience. The recommendations you see, the emails you receive, the security checks you encounter—they're all driven by algorithms operating on your usage data.

When Information Leaves Our Organization

We can't run everything ourselves, which means certain external parties handle specific functions. Our email service provider sends course notifications and newsletters. Cloud hosting companies store your account information on their servers. Payment processors handle transaction details during enrollment.

These relationships operate under strict contracts. Service providers can only access what they need for their specific function. They can't repurpose your information for their own marketing or sell it to others. If they mess up, we're still accountable.

• Cloud infrastructure providers host our platform and store encrypted account data
• Email service platforms deliver course updates and administrative messages
• Payment processors handle financial transactions and fraud detection
• Analytics services help us understand platform performance (with anonymized data)
• Customer support tools allow our team to respond to your inquiries efficiently

In rare situations, we might need to disclose details to meet legal requirements. Court orders, regulatory investigations, or valid law enforcement requests could compel us to provide specific records. We'll notify you if this happens unless prohibited by law.

How We Protect What We Hold

Security isn't a product we bought—it's ongoing practice. Passwords get encrypted before storage, meaning we can verify yours without ever seeing it in plain text. Database access requires multi-factor authentication for our staff. Regular security audits catch vulnerabilities before they become problems.

We can't guarantee perfection. No system is completely immune to sophisticated attacks. What we can promise is constant vigilance and rapid response if something goes wrong. We maintain breach response protocols and notify affected users promptly if unauthorized access occurs.

How Long We Keep Your Information

Active accounts and their associated data stick around as long as you're using our services. Course progress, downloaded materials, transaction records—all available while your account exists.

After account closure, most details get deleted within 90 days. Some records persist longer for specific reasons. Financial transaction logs stay for seven years to meet Australian tax requirements. Support correspondence might remain for three years to track issue resolution patterns.

Anonymized learning data can persist indefinitely. Once stripped of identifying details, usage patterns help improve courses without compromising anyone's privacy. If 70% of learners struggled with a particular concept, we need to know that—but we don't need to know who those learners were.

What Control You Have Over Your Information

Australian privacy law gives you several enforceable rights regarding personal details we hold. You can request copies of everything we have about you—expect a file within 30 days. If something's inaccurate, you can demand correction. When you close your account, you can require deletion of most associated records.

Some requests hit practical or legal limits. We can't delete transaction records still needed for tax compliance. We can't remove anonymized data that no longer identifies you. We can't alter course completion records if they're part of official certification documentation.

How to Exercise These Rights

Send specific requests to info@polaryntiva.com with "Privacy Request" in the subject line. Tell us exactly what you want—access to certain records, correction of specific details, deletion of particular information. We'll respond within 10 business days, though fulfillment might take longer depending on complexity.

We verify identity before processing privacy requests. Someone else can't just email pretending to be you and get access to your records. Expect to confirm details like your registered email, account creation date, or recent course enrollments.

Legal Basis for Processing

Under Australian privacy principles, we need legitimate grounds for handling personal information. Most of what we do falls under contractual necessity—we can't deliver courses you've enrolled in without maintaining your account and tracking your progress.

Some processing relies on legitimate business interests. Analyzing aggregated learning patterns helps us improve curriculum, which benefits all users. Monitoring for suspicious activity protects platform security. These interests need to be balanced against your privacy expectations, and we limit collection accordingly.

Where required by law, we obtain explicit consent. Marketing emails require opt-in. Sharing information beyond essential service delivery needs your approval. You can withdraw consent anytime, though it might affect what services we can provide.

Changes to This Document

Privacy practices evolve as our platform grows and regulations change. When we update this policy, the revision date at the top changes. Minor clarifications might not trigger notification, but significant changes—new categories of data collection, different retention periods, additional third-party sharing—will prompt an email to active users.

Continuing to use the platform after policy updates constitutes acceptance. If changes aren't acceptable to you, closing your account before they take effect is your recourse.