Privacy Policy

1Who we are

Health Keepers Academy is an online learning initiative of the Rotary Club of Health Keepers. We are responsible for the personal information processed through the Academy. Care IT Solutions USA provides the technology platform and processes personal information on our behalf and under our instructions.

2Information we collect

Account information: your name, email address, role, and password (stored only in encrypted, hashed form), plus any optional profile details you or your organization provide, such as phone number, country, organization, department, position, employee ID, or student number.

Learning records: course enrolments, lesson progress and completions, quiz and assessment results, assignments you submit, notes, questions, reviews, and certificates issued to you.

Organization information: if your access is arranged through an organization, your membership, role, learning group, and progress within that organization.

Transaction information: for paid courses or donations, the amount, currency, date, and status of the transaction and a reference from the payment provider. Card details are entered directly with the payment provider; we do not receive or store full card numbers.

Communications: messages you send us through contact or support forms, and our replies.

Technical and security information: IP address, browser and device type, sign-in history, and security logs, used to keep accounts and the Academy secure.

Cookies: essential cookies that keep you signed in, protect forms against forgery, and remember preferences such as language. We do not use advertising cookies.

3How we use personal information

We use personal information to:

• create and manage accounts and provide access to courses;
• deliver lessons, record progress, grade assessments, and issue and verify certificates;
• let authorized organization coordinators view the progress of the learners they manage;
• send service messages, such as account invitations, password resets, course announcements, and reminders;
• process payments and donations and keep required financial records;
• respond to questions and support requests;
• maintain the security, integrity, and performance of the Academy, and prevent misuse;
• produce aggregated, non-identifying statistics to improve our programs;
• comply with legal obligations.

4Legal basis

We process personal information where it is necessary to provide the learning services you or your organization requested, to comply with legal obligations, for our legitimate interests in operating a secure and effective academy (balanced against your rights), or with your consent where consent is required. Where we rely on consent, you may withdraw it at any time.

5Sensitive personal information

The Academy is not designed to collect health records or other sensitive personal information about you or anyone else. Please do not enter patient information or other sensitive details in course activities, discussions, or messages.

6Sharing personal information

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

• with the organization that arranged your access, limited to your membership and learning records within that organization;
• with our technology and hosting providers, who process it on our behalf under confidentiality and security obligations;
• with payment providers, to process transactions you initiate;
• with a person or body checking a certificate, limited to the details shown on the certificate verification page;
• where required by law, court order, or a competent government authority, or to protect the rights, safety, and security of learners, the Academy, or others.

7International transfers

Our service providers may store or process information outside the Philippines. Where this happens, we require appropriate safeguards so your information remains protected to the standard required by Philippine law.

8How long we keep information

We keep account and learning records for as long as your account is active and for a reasonable period afterwards so certificates remain verifiable and records remain accurate. Financial records are kept for the period required by law. Security logs and backups are kept for limited periods and then deleted or overwritten. When information is no longer needed, we delete or anonymize it.

9How we protect information

We use organizational, physical, and technical safeguards appropriate to the information we hold, including encrypted connections (HTTPS), hashed passwords, role-based access controls, optional two-factor authentication, audit logging, and regular backups. No system is completely secure, so please keep your password confidential and tell us promptly about any suspected unauthorized access.

10Your rights

Under the Data Privacy Act you have the right to be informed; to access your personal information; to object to processing; to have inaccurate information corrected; to have information erased or blocked where the law allows; to data portability; and to claim damages for unlawful processing. You may also lodge a complaint with the National Privacy Commission (www.privacy.gov.ph). To exercise your rights, contact us using the details below. We may need to verify your identity before acting on a request.

11Children

The Academy is intended for adult learners. Where a course is offered to learners under 18, it is offered only through an organization or guardian arrangement that provides the consent required by law.

12Changes to this policy

We may update this Privacy Policy from time to time. The current version and its effective date are always shown on this page, and we will give additional notice of significant changes where appropriate.

13Contact us

Questions, requests, or concerns about this Privacy Policy or your personal information can be sent to Health Keepers Academy through the contact options listed on the Academy's Help Center page.