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Privacy Policy

Frequently asked questions

Here are some common questions about our privacy policy.

This policy explains how Elevate Learning Academy (ELEVATE LEARNING ACADEMY PTE. LTD.) looks after your personal data. Our app is called ELA Portal.

It covers everyone who uses ELA Portal or our website, wherever you happen to be. We've written it around Singapore's Personal Data Protection Act (PDPA), which is the law that applies to us. If you're outside Singapore, your local law may give you further rights, and we'll respect those where they apply.

If you ever have a question, or you'd like to exercise any of your rights, our Data Protection Officer is at dpo@elev8acad.com.

This policy isn't a contract. Things like course fees and notice periods are set out in the registration agreement you signed with the academy, not here. Singapore law governs the policy, and the Singapore courts have jurisdiction.

We hold personal data about four groups of people: Students (the children and teens, roughly 7 to 18, who attend classes), their Parents (who don't have a login but do receive invoices), Tutors (who sign in to run classes), and Admins (the staff who manage the academy). Students sign in to ELA Portal to mark their own attendance and look back over their attendance history.

2.1 What you give us when you sign up
When you sign up (or, for a Student, when your parent signs you up), we ask for:


DataWhy we need itOptional?
Full nameClass rosters, attendance records, and contacting youRequired
EmailSigning in (we email you a one-time code) and contactRequired
Phone numberSo the academy can reach you outside the appRequired on the signup form
Date of birthTo place you in the right level for your ageOptional
Postal codeYour billing address on invoices (paid registrations)Required for paid registration; sent to our billing system
Parent's name, email and phoneTo know who's responsible for payment, match invoices, and stay in touchRequired
GenderOptional detail for personalisation (Male or Female)Optional — you can leave it blank

For a Parent, we hold your name, email and phone number, which come through your child's signup. We use them to invoice you and to reach you about your child's attendance. We don't hold your bank or PayNow details: you pay the academy directly, and if we ever owe you a refund, such as your registration deposit, we send it to the phone number we have on file. Parents don't have an account, so to see, correct or delete your information, just email dpo@elev8acad.com.

Tutors give us their name, email, phone and postal code, and optionally a date of birth; the postal code is their billing address and goes to our accounting system (Odoo), not the app. Admins are set up by another Admin rather than through a signup form, so we hold only their name, email and phone (and optionally a date of birth) — no postal code. Tutors also provide bank details for payment; these go straight to Odoo and aren't kept in the app. We keep a dated history of each Tutor's pay rate so that pay is worked out correctly when a rate changes. Pay is handled by Admins, and Tutors can't see their own pay in the app.

2.2 What we collect as you use the app
Some data is created automatically as you use ELA Portal. When a class starts, every enrolled Student is marked Absent. When you scan the class QR code you move to Pending, and once your Tutor approves it you're marked Present. We also keep a record of the courses you're enrolled in, and we give your account a random internal ID that means nothing outside our own systems. To help us fix problems, we keep app and error logs for 30 days, and these can include your email or your ID.

ELA Portal only asks for your camera, and only so you can scan the attendance QR code. The code is read on your phone, and we never save or upload the picture. We don't ask for your location, microphone, contacts, photo library or notifications.

2.3 Photographs and lesson recordings

We sometimes take photographs at classes and events and use them in our marketing, including on social media and our website. Your parent agrees to this when you register, and you can ask us to stop whenever you like by emailing dpo@elev8acad.com. We may also record online lessons (including online make-up lessons) and share them with your class as a study resource. That access ends when you leave the academy.

We use your personal data for the purposes set out below, and only for these:

What we doWhy it's allowed (Singapore law)Who it affects
Running the app: signing you in, showing class rosters, tracking attendanceYour consentEveryone
Paying Tutors, by working out pay from attendanceContract (the Tutor's employment agreement)Tutors
Invoicing Parents for classes attendedConsent and our legitimate interest in running the academyParents and Students
Sending you login codes and account noticesYour consentEveryone
Fixing bugs and keeping the service reliableOur legitimate interestEveryone
Meeting legal duties, such as keeping tax recordsLegal obligation (Singapore Income Tax Act)Everyone
Preventing fraud and unauthorised accessOur legitimate interestEveryone
Marketing photographs, and recordings of online lessons as study resourcesYour consent (given at registration)Everyone (photos); Students (recordings)

We never use your data for advertising, and there are no ads in ELA Portal.

To run the service we share data with a handful of trusted companies that process it on our behalf, and with the people at the academy who need it to do their jobs. We never sell or rent your personal data, and we never share it for advertising.

4.1 Companies that process data for us

CompanyWhat they handle, and whyWhere
Amazon Web ServicesAll of our day-to-day data: the database, sign-in, email, and monitoring logsSingapore (ap-southeast-1)
Odoo SHOur accounting system: Parent and Tutor contact details, Tutor bank details, and invoices that may name a StudentBelgium / EU
Google WorkspaceSelf-service signup form responses (stored in Google Sheets)Global / Singapore
Expo (EAS Update)Delivering app updates: build details and bundle versionsGlobal
CloudflareRouting email to dpo@elev8acad.comGlobal
Apple App Store / Google PlayStandard install figures, for distributing the appGlobal

Each of these companies is under contract to handle your data only as we instruct.

4.2 People at the academy

Tutors can see the name, email and attendance of the Students in their class, so they know who's there and how to reach them. Admins can see everything, because they run the academy. Parents get a monthly invoice showing the Student's name, the courses attended and the amount due. Parents never see your login email, password or phone number, and Tutors never see Student phone numbers, parent contact details, or other Students' information.

Some of your data is handled outside Singapore. Our accounting system, Odoo, is in the EU, and our signup forms and app updates run on Google and Expo, which work globally. The table in section 4 shows where each company is based. Whenever data leaves Singapore, the PDPA says we have to make sure it stays protected to a comparable standard, so we only use companies that meet the PDPA or comparable laws such as the EU's GDPR, and we put data-processing agreements in place with them.

We keep your data only for as long as we actually need it:

DataHow long we keep it
Your profile (name, email, phone, role)Until you delete your account, then fully removed within 30 days
Attendance and enrolment recordsKept after you leave, but anonymised: your name becomes "[Deleted user]" and your email is removed. Only an internal ID stays, for the academy's records.
App and error logsUp to 30 days
Financial records (invoices, payments, Tutor bank and tax details) in OdooFive years, because the Singapore Income Tax Act requires it
Lesson recordingsAvailable to your class until you leave the academy
Marketing photographsMay stay in circulation once published
Data cached on your phoneCleared when you sign out or delete your account

Deleting your account doesn't remove your financial records from Odoo. Odoo is our system of record for accounts, a Parent's record may be shared between siblings, and the law requires us to keep these for five years.

We work hard to keep your personal data safe. We encrypt it, we limit who inside the academy can see it, and we don't hold on to it for longer than we need. Rather than a password, we sign you in with a one-time code sent to your email. No system is ever completely secure, though, so we can't promise that nothing will ever go wrong.

You can help too: don't share your login code, keep your email account secure, and sign out if you're on a shared device.

If there's ever a data breach that could seriously affect you, or that affects a lot of people, we'll tell Singapore's Personal Data Protection Commission and the people affected (and a parent or guardian, in the case of children), as the PDPA requires.

A lot of our Students are under 18, so we follow the PDPC's guidance on children's data. If you're under 13, your parent or guardian agrees on your behalf when they sign the enrolment agreement. If you're between 13 and 17, you can agree yourself when the terms are simple enough to follow; otherwise we ask your parent. Consent a parent gives stays valid after you turn 18.

We only collect what we need to run classes and take attendance, we keep it secure, and only academy staff and your own Tutor can see your attendance. You or your parent can ask to see your data, correct it, stop a particular use, or delete your account (see section 9). We never sell your data or use it for advertising.

You can delete your account whenever you like. In the app, go to Profile, then Settings, then Danger Zone, and choose Delete account. You can also do it at https://elev8acad.com/account-deletion, or by emailing dpo@elev8acad.com.

When you ask, we don't remove your account straight away. There's a 30-day grace period during which you can still sign in, a banner shows the date your account will be deleted, and you can change your mind by signing in and tapping Cancel deletion. Anything you still owe the academy under your registration agreement carries on as normal.

After 30 days, the deletion is final. We permanently remove your login, phone number, contact details and role. Your attendance and enrolment records stay, but anonymised: your name becomes [Deleted user] (or [Former tutor] for tutors), your email is removed, and only the meaningless internal ID remains for the academy's records. Your financial records stay in Odoo for five years, as explained in section 6.

Parents don't have an account; to update or delete your details, email dpo@elev8acad.com.
Under the PDPA you have a number of rights over your personal data:

You can ask to see what we hold about you. Email dpo@elev8acad.com and we'll reply within 30 days.
You can correct it. Students, Tutors and Admins can edit their profile in the app, and Parents can email us. The one exception is your email address. Because it's how you sign in (we email your one-time login code there), it's tied to your account and can't be changed in the app; if it's wrong or you need it updated, email dpo@elev8acad.com and we'll help.
You can withdraw your consent for a particular use, for example to stop us using your photos in marketing. If you withdraw consent for something essential, like attendance tracking, you may no longer be able to use the app.
You can delete your account, as set out in section 9.
You can make a complaint. Please come to us first at dpo@elev8acad.com. You're also free to contact Singapore's Personal Data Protection Commission at pdpc.gov.sg, pdpc@pdpc.gov.sg, or +65 6377 3131.

Our app and website sometimes link out to other services, such as PayNow or the PDPC website. We don't run those sites and aren't responsible for how they handle your data, so it's worth reading their own privacy policies before you use them.
We'll update this policy from time to time. If we make a significant change, such as using your data in a new way, keeping it for longer, or adding a new company that processes it, we'll post the new version, email you, and show a notice in the app the next time you sign in. For smaller changes, like fixing a typo, we'll just make them. If you keep using ELA Portal after a change, that means you're happy with it; if you're not, you can delete your account (section 9).



If you have any questions about this policy or about your personal data, our Data Protection Officer is at dpo@elev8acad.com, and we aim to reply within 30 days. You can also raise a concern with Singapore's Personal Data Protection Commission at pdpc.gov.sg, pdpc@pdpc.gov.sg, or +65 6377 3131.