a. Data Collection

At Georges Online Academy, we are committed to protecting the privacy and personal data of all our users — including students, parents/guardians, and tutors. We collect and process personal data in accordance with the Data Protection Act, 2019 (Kenya), and relevant international best practices.

1. Personal Data We Collect

We only collect personal data that is necessary for educational, administrative, and communication purposes, including:

• Names, contact details (email address, phone number)
  
  

• Age, grade level, and subjects of study
  
  

• Tutor qualifications and professional history
  
  

• Payment and billing details
  
  

• Feedback, session recordings (when consented), and attendance records
  
  

2. Purpose of Data Collection

Personal data is collected and used solely for the following purposes:

• To register and manage tutoring accounts
  
  

• To schedule and deliver tutoring sessions
  
  

• To communicate with parents/guardians and students
  
  

• To process payments and generate invoices
  
  

• To improve our educational offerings and platform
  
  

We do not sell, lease, or share your personal data with unauthorised third parties.

3. Lawful Basis for Processing

We collect and process personal data on the following legal grounds:

• With your consent (e.g., when registering or submitting feedback)
  
  

• To fulfill our contract with you (e.g., delivering tutoring services)
  
  

• To comply with legal obligations under Kenyan law
  
  

4. Data Sharing and Transfers

We may share data with:

• Trusted third-party service providers (e.g., Zoom, Stripe, Google Classroom) under strict data confidentiality agreements
  
  

• Legal authorities if required by court order or legal mandate
  
  

• Tutors and academic staff (with internal agreements to maintain confidentiality)
  
  

All data shared is limited to what is necessary and is handled with care and protection.

5. Your Data Rights

Under the Kenya Data Protection Act, you have the right to:

• Access your personal data at any time
  
  

• Request correction or deletion of inaccurate or outdated information
  
  

• Object to processing of your data in certain circumstances
  
  

• Withdraw consent where processing is based on consent
  
  

• Lodge a complaint with the Office of the Data Protection Commissioner (ODPC) if your rights are violated
  
  

To exercise these rights, contact us at: [Insert your email address]

6. Data Security Measures

We apply appropriate technical and organizational security measures including:

• Secure servers and encrypted data storage
  
  

• Password-protected accounts for students and tutors
  
  

• Limited access to personal data by authorised personnel only
  
  

• Regular system updates and backups
  
  

7. Data Retention

We retain personal data only for as long as necessary:

• To provide our services
  
  

• To comply with Kenyan tax and legal requirements
  
  

• After which, your data will be securely deleted
  
  

8. Children’s Data Protection

We collect data from students under 18 only with verified parental or guardian consent. All communication and learning sessions with minors are monitored to ensure safety and compliance.

We collect personal data such as name, email, payment information, and usage data to provide and improve our services.

 3. Tutor conduct

Tutor Code of Conduct

At Georges Online Academy, we are committed to providing high-quality, respectful, and safe learning experiences. All tutors are expected to uphold the highest standards of professionalism, ethics, and educational excellence.

By joining our academy, tutors agree to the following code of conduct:

1. Professionalism

• Always arrive on time for scheduled lessons and be prepared with relevant materials.
  
  

• Communicate politely, clearly, and respectfully with students, parents, and fellow staff.
  
  

• Dress appropriately for video sessions (neat and professional attire).
  
  

2. Teaching Standards

• Deliver lessons based on the agreed curriculum and level of the student.
  
  

• Encourage active participation and adapt teaching methods to meet individual needs.
  
  

• Give constructive feedback and support student growth in a positive manner.
  
  

3. Ethical Behavior

• Do not share, sell, or use student information for personal or unauthorized purposes.
  
  

• Avoid conflicts of interest and do not engage in any form of favoritism, discrimination, or harassment.
  
  

• Refrain from giving students answers to assessments or promoting academic dishonesty.
  
  

4. Data Privacy & Confidentiality

• Keep all student records, communication, and academic data confidential.
  
  

• Use secure platforms (e.g., Zoom, Google Classroom) as directed by the Academy.
  
  

• Comply with Kenya’s Data Protection Act and international privacy laws when handling user data.
  
  

5. Child Protection

• Tutors must ensure a safe, respectful, and supportive environment for students under 18.
  
  

• Avoid inappropriate language, jokes, or behavior during any session.
  
  

• Report any suspicious or harmful behavior observed during sessions to the admin immediately.
  
  

6. Communication and Platform Use

• Use approved channels (email, platform chat, video conferencing tools) for communication.
  
  

• Do not engage in personal or unrelated communication with students or their families.
  
  

• Refrain from promoting personal tutoring services outside Georges Online Academy.
  
  

7. Lesson Cancellations

• Notify students and the admin at least 12 hours in advance in case of a necessary cancellation.
  
  

• In case of emergencies or technical issues, inform support immediately and offer a rescheduled session.
  
  

8. Continuous Improvement

• Participate in training, evaluations, and feedback sessions as required.
  
  

• Stay updated with new teaching tools, subject content, and student engagement strategies.
  
  

9.  Account Responsibilities

Tutors must maintain accurate information on their profiles and ensure that login credentials remain confidential. You are solely responsible for all activities under your account.

10. 

Violations of this code may result in warnings, suspension, or termination of the tutor’s account, depending on the severity.

4. Cancellation & Refund Policy

At Georges Online Academy, we understand that plans may change. We aim to be fair and transparent in handling cancellations and refund requests while ensuring that our tutors' time and effort are respected.

1. Cancellation by Students or Parents

• Single Session Cancellation:
  Students may cancel or reschedule a booked session at least 12 hours in advance at no charge.
  Cancellations made less than 12 hours before the scheduled session will be charged in full.
  
  

• Group Classes:
  Missed group classes are non-refundable, but materials and recordings (if available) may be provided.
  
  

• Repeated Cancellations:
  More than three late cancellations or no-shows in a month may result in account review or suspension.
  
  

2. Cancellation by Georges Online Academy

If a session is cancelled due to tutor unavailability, technical issues, or internal reasons, we will:

• Reschedule the session at a mutually convenient time, or
  
  

• Offer a full refund for that session upon request
  
  

3. Refund Policy

• Prepaid Packages:
  Refunds for unused lessons in prepaid packages will be provided if requested within 14 days of purchase, minus any sessions already used and applicable transaction fees.
  
  

• Technical Issues:
  If a session cannot be completed due to confirmed technical failures on our side, the session will be rescheduled or refunded at no cost.
  
  

• Dissatisfaction:
  If you are not satisfied with the service, we encourage you to contact us within 24 hours of the session. We will review your concerns and may offer a make-up session or partial refund based on the situation.
  
  

4. How to Request a Cancellation or Refund

Please email us at [Insert your contact email] with the following details:

• Student’s full name
  
  

• Date and time of the session
  
  

• Reason for cancellation or refund request
  
  

We aim to respond to all requests within 48 hours.

5. Refund Method

Approved refunds will be issued via the original method of payment (e.g., credit card, mobile money) within 7–10 business days, depending on the payment processor.

5. Intellectual Property Policy

All content provided on the website, including lesson materials, videos, and platform software, is the intellectual property of Georges Online Academy or its licensors and is protected by copyright laws.

6. Tutor Payment Terms

At Georges Online Academy, we value our tutors and are committed to fair and timely compensation. The following terms outline how payments are structured, processed, and managed.

1. Payment Structure

• Tutors are paid based on the number of hours taught or a monthly fixed rate, as agreed upon during onboarding.
  
  

• Rates may vary based on subject, grade level, experience, and type of session (1-on-1 or group).
  
  

• Any bonuses, referral rewards, or performance incentives will be communicated separately.
  
  

2. Session Tracking and Reporting

• Tutors must log all sessions accurately using the official platform or reporting form provided.
  
  

• Sessions must include the student’s name, date, time, subject, and duration.
  
  

• Only completed and verified sessions will be eligible for payment.
  
  

3. Payment Schedule

• Payments are processed monthly, between the 1st and 5th of each month, for sessions completed in the previous month.
  
  

• Tutors will receive a payment summary or invoice via email before the payment is made.
  
  

4. Payment Method

• Payments will be made via [insert methods, e.g., bank transfer, M-Pesa, PayPal, etc.].
  
  

• Tutors are responsible for providing accurate and up-to-date payment details.
  
  

5. Deductions and Penalties

• Sessions that are missed without prior notice may not be paid.
  
  

• Tutors who cancel frequently without valid reasons may face deductions or suspension.
  
  

• Taxes or statutory deductions (if applicable by law or contract) may be withheld or reported.
  
  

6. Bonuses and Incentives

• Tutors may qualify for additional pay based on student retention, positive feedback, or completing a certain number of sessions.
  
  

• Details of any such bonuses will be communicated separately and are subject to approval.
  
  

7. Disputes and Delays

• In case of payment disputes or delays, tutors should contact admin at [Insert contact email] within 7 days of the expected payment date.
  
  

• We aim to resolve all genuine issues fairly and promptly.
  
  

6. Disclaimer & Limitation of Liability

- The tutoring services are provided "as is."

- We do not guarantee academic improvement or specific outcomes.

- We are not liable for any indirect, incidental, or consequential damages.

7. Limitation of Liability

By using Georges Online Academy’s website and services, you agree to the following limitations of liability:

1. Service Availability
   While we strive to provide uninterrupted access to our tutoring services, Georges Online Academy does not guarantee that the platform will always be available, error-free, or free of technical issues. We are not liable for any interruptions, delays, or data loss caused by server downtime, internet failure, or third-party service disruptions (e.g., Zoom, payment processors).
   
   

2. Educational Outcomes
   Our tutors aim to support academic improvement, but Georges Online Academy does not guarantee specific results, grades, or exam performance. Educational progress depends on the student’s individual effort, consistency, and participation.
   
   

3. Third-Party Tools
   We may use third-party tools or platforms (such as Zoom, Google Classroom, Stripe, or PayPal). Georges Online Academy is not liable for issues arising from these external platforms, including but not limited to payment errors, privacy breaches, or service failures.
   
   

4. User Conduct
   We are not responsible for any misconduct or violations by users (students, parents, or tutors). However, we reserve the right to investigate and take action (such as suspension or removal) if policies are violated.
   
   

5. Data Loss or Breach
   Although we take reasonable steps to secure personal data, Georges Online Academy is not liable for any unauthorized access, data breach, or data loss caused by factors beyond our control, including cyberattacks or user negligence.
   
   

6. Limitation of Damages
   To the fullest extent permitted by law, Georges Online Academy shall not be held liable for any indirect, incidental, special, consequential, or punitive damages arising from the use of our services, including loss of profits, loss of data, or personal dissatisfaction.
   
   

7. Maximum Liability
   If Georges Online Academy is found liable for any claim, the maximum amount payable shall not exceed the amount paid by the user in the last 30 days for services directly related to the claim.

8.  Intellectual Property

All content provided on Georges Online Academy’s website and learning platforms is the exclusive property of Georges Online Academy, unless otherwise stated. This includes, but is not limited to:

• Lesson materials, course outlines, worksheets, videos, and presentations
  
  

• Website design, logos, branding elements, and graphics
  
  

• Written content, articles, blog posts, and resource guides
  
  

• Tutor-created content hosted or commissioned by the Academy
  
  

1. Ownership

All intellectual property rights are owned by Georges Online Academy or licensed to us by third parties or tutors under specific agreements. These rights are protected under the Kenya Copyright Act and international intellectual property laws.

2. User Restrictions

Users (students, parents, tutors, or visitors) may not:

• Copy, distribute, modify, or reproduce any content without written permission
  
  

• Use our materials for commercial or competitive purposes
  
  

• Upload or share Academy content on third-party platforms without consent
  
  

3. Limited License

Students and tutors are granted a limited, non-exclusive, non-transferable license to use the materials for personal educational purposes only. This license ends when the tutoring relationship or course access ends.

4. Tutor Content

Tutors may retain rights to original materials they create outside the academy, but any content created for or during paid sessions becomes part of Georges Online Academy’s intellectual property, unless otherwise agreed in writing.

5. Trademark

"Georges Online Academy," the logo, and related brand elements are trademarks of the company and may not be used without express written permission.

9. Governing Law

Governing Law

These Terms and Conditions, including all policies and agreements related to the use of Georges Online Academy’s services, shall be governed by and interpreted in accordance with the laws of the Republic of Kenya.

By using our website and services, you agree that any disputes, claims, or legal actions arising from or related to Georges Online Academy shall be subject to the exclusive jurisdiction of the courts of Kenya.

If you are accessing our services from outside Kenya, you are responsible for complying with local laws in your jurisdiction. Georges Online Academy shall not be held liable for any violations of such laws.

10. Contact Information

If you have any questions, concerns, or feedback regarding our services, policies, or your account, please feel free to contact us:

Georges Online Academy
Email: [georgesonlineacademy@gmail.com]
Phone/WhatsApp: [+254702646364]
Website: [www.georgesacademy.online]
Operating Hours: Monday – Sunday(24 hours)

For support inquiries related to:

• Technical issues – contact our tech support team at [tech support email]
  
  

• Payments or billing – email [billing email]
  
  

• General information – use our main contact email or contact form on the website
  
  

We aim to respond to all messages within 24–48 hours during working days.