Last updated: 28 June 2026
UBIA Online School respects your privacy and is committed to protecting the personal information of learners, parents, guardians, teachers and website visitors.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, enrol a learner or participate in our programmes.
1. Information We Collect
We may collect the following information:
Parent or Guardian Information
- Full name
- Phone number
- Email address
- Location
- Relationship to the learner
- Payment and transaction confirmation details
- Information submitted through our contact or enrolment forms
Learner Information
- Learner’s name
- Age or date of birth
- School and grade or class
- Subjects requiring support
- Academic performance and areas of difficulty
- Examination level
- Attendance records
- Assignments, examination results and progress reports
- Learning support requirements
Technical Information
When you use our website, limited technical information may be collected automatically, including:
- Internet Protocol address
- Browser and device type
- Pages visited
- Date and time of access
- Website interaction information
- Essential cookie information
2. How We Collect Information
We may collect information when you:
- Complete an enrolment or contact form
- Contact us by phone, email or WhatsApp
- Enrol a learner in Holiday Tuition or the Shadow Teacher Programme
- Attend live online classes
- Submit assignments or assessments
- Make a payment
- Communicate with a teacher or UBIA representative
- Visit or interact with our website
3. How We Use Personal Information
We may use personal information to:
- Process learner enrolment
- Confirm programme and subject availability
- Place learners in suitable classes
- Provide live online lessons
- Communicate with parents and guardians
- Prepare learner progress reports
- Mark assignments and examinations
- Monitor attendance and academic progress
- Provide personalised learning support
- Confirm and record payments
- Respond to enquiries
- Improve our programmes and services
- Maintain the security of our website and online classes
- Meet applicable legal and regulatory obligations
We will not use personal information for purposes that are unrelated to those explained in this policy without providing appropriate notice or obtaining consent where required.
4. Children’s Personal Information
UBIA provides educational services to children and therefore handles information relating to learners below the age of 18.
Learner information should be submitted by a parent, legal guardian or another person authorised to act on behalf of the learner.
By enrolling a child or submitting the child’s information, the parent or guardian confirms that they are authorised to provide the information and consent to its use for educational and administrative purposes.
We aim to collect only the learner information reasonably required to provide supplementary education, monitor progress, communicate with parents and support the learner.
5. Online Classes
UBIA conducts live online classes after school and during school holidays.
During online lessons, learners may communicate with teachers and other learners through approved online learning platforms.
Parents and learners must not record, photograph, distribute or publish online classes, teachers or other learners without permission.
Where a lesson needs to be recorded for educational, quality-control or safeguarding purposes, parents or guardians will be informed where appropriate.
6. Photographs and Media
UBIA will seek appropriate permission before using an identifiable learner’s photograph, video, testimonial, academic result or other personal information for public marketing or promotional purposes.
Parents or guardians may withdraw permission for future use by contacting UBIA.
Withdrawal of consent will not automatically affect materials that were lawfully published before the withdrawal request was received.
7. Payments
Payments may be made using the payment details displayed on our website.
We may retain limited payment information, including:
- Payer’s name
- Payment reference
- Amount paid
- Date of payment
- Transaction confirmation message
UBIA does not require parents or guardians to submit their mobile money PIN, banking password or other confidential authentication information.
After payment, parents or guardians may be requested to forward the relevant payment confirmation message to UBIA for verification.
8. Sharing Personal Information
We may share personal information only where reasonably necessary with:
- UBIA teachers and authorised staff
- Online class and communication service providers
- Website hosting and technical service providers
- Payment service providers
- Professional advisers
- Government, regulatory or law-enforcement authorities where legally required
Teachers and authorised personnel should only access the information needed to perform their responsibilities.
UBIA does not sell or rent learner, parent or guardian personal information to advertisers or unrelated third parties.
9. Data Security
We take reasonable organisational and technical measures to protect personal information against:
- Unauthorised access
- Accidental loss
- Misuse
- Unlawful disclosure
- Alteration
- Destruction
Access to learner information is limited to authorised persons who require it for educational, administrative, safeguarding or legal purposes.
However, no website, online platform or electronic communication system can be guaranteed to be completely secure.
10. Information Retention
We retain personal information only for as long as reasonably necessary to:
- Provide educational services
- Maintain learner and payment records
- Respond to enquiries
- Resolve disputes
- Meet legal, accounting or regulatory requirements
Information that is no longer required will be securely deleted, anonymised or otherwise disposed of where reasonably possible.
11. Cookies
Our website may use essential cookies required for security, website functionality and user experience.
Analytics or other optional cookies may also be used where enabled. Browser settings may allow you to block or delete cookies, although disabling essential cookies may affect some website functions.
12. Your Rights
Subject to applicable law, parents, guardians and other data subjects may request to:
- Be informed about how their personal information is used
- Access personal information held by UBIA
- Correct inaccurate or incomplete information
- Object to certain uses of personal information
- Request deletion of information that is no longer required
- Restrict certain processing activities
- Withdraw consent where processing is based on consent
Requests may be subject to identity, parental authority or guardianship verification before learner information is released or changed.
13. External Links and Platforms
Our website or communications may contain links to third-party services such as WhatsApp, video-conferencing platforms, payment services or other websites.
These services operate under their own privacy policies and practices. UBIA is not responsible for the privacy practices of independently operated third-party platforms.
14. Changes to This Privacy Policy
UBIA may update this Privacy Policy when our services, website, technology or legal obligations change.
The revised policy will be published on this page together with an updated revision date.
15. Contact Us
Questions, requests or concerns regarding this Privacy Policy or personal information may be directed to:
UBIA Online School
Location: Nairobi, Kenya
Phone: 0742 069 101
A person who believes their personal information has been handled unlawfully may also submit a complaint to the Office of the Data Protection Commissioner in Kenya.