Academy Privacy Notice

Who this notice is from

Aylukha Digital Academy is run by AYLUKHA SOLUTIONS (PTY) LTD. In this notice, “we” and “us” mean AYLUKHA SOLUTIONS (PTY) LTD.

This notice is about the enrolment application form on this site and what happens to the information you send through it. An application is not a confirmed enrolment. It does not by itself confirm a place, a course date, a fee or an invoice.

Our general Privacy Policy covers Aylukha Technologies’ software products and services. It is separate from this notice.

What the form collects

The form asks for the following.

• About you (the person applying): first name, last name, email address, phone number and country, and, if you choose, how you prefer to be contacted (email, phone call or WhatsApp).
• About the learner, when a parent or guardian applies for a child: the learner’s first name, last name and age group.
• If you apply for yourself: which description fits you best, such as university student, adult learner or working professional.
• Your application: the programme you would like to join, and what you would like us to do next: send information, contact you about enrolment, or send an invoice when your application is accepted.
• Optional: a name for an invoice, and comments or questions. Please keep comments to what we need to respond to you.

We also keep a few things about the application itself:

• that consent was given, which version of the consent wording was shown, and the date and time the application was received;
• a random reference number made by your browser when the form opens. It contains no personal information. It is used so that sending the same form twice, for example after a poor connection, does not create two applications. It is not shown to you and does not give anyone access to your information;
• where the application stands as our enrolment team reviews it (for example new, under review, accepted or confirmed);
• if you came to the Academy from one of our advertisements, the campaign details carried in that link (such as the campaign name and where the advertisement appeared). They describe the advertisement and are kept with your application; they contain nothing else about you; and
• whether our own notification email about the application was sent.

Some details are needed to process an application and are marked with an asterisk on the form: your name, email address, phone number and country; for a child, the learner’s name and age group; if you apply for yourself, the description that fits you; the programme; what you would like us to do next; and your consent. The form cannot be sent without them, so if you prefer not to give them we cannot process your application through the form. Your preferred way to be contacted, an invoice name and comments are optional.

The form does not ask for card or bank details, identity numbers or documents, a home address, a date of birth, a school name or photographs. Please do not send them to us through the form.

When the form is sent, the systems that receive it briefly see the internet address it came from. We use it to limit how many times a form can be sent in a short period, and it is not saved with your application. The hosting and server providers listed below may also keep ordinary technical logs.

Parents, guardians and learners

Learners under 18 are enrolled by a parent or legal guardian. We do not ask children to apply themselves.

When you apply for a child, you are giving us the child’s information on their behalf, and you confirm that you are their parent or legal guardian and may do so. We ask only for the learner’s name and age group. We contact the parent or guardian, using the details you gave, not the child.

If you think a child’s information was sent to us by someone who is not their parent or guardian, please tell us using the address below.

Why we collect it and how we use it

We use the information to:

• review your enrolment application and confirm programme availability;
• contact you about your application, Academy programmes and enrolment, in the way you asked for;
• note whether you would like an invoice once your application is accepted; and
• understand which of our advertisements lead to applications, using the campaign details only.

We will not add you to marketing without your consent. We do not sell this information.

Invoice requests and payment

Choosing the invoice option only tells us that you would like an invoice once your application is accepted. It is an expression of intent. No invoice is created, no fee is confirmed and no payment is taken through the form, and the form collects no payment information.

Service providers

The application workflow uses these providers to handle information on our behalf:

• Google Cloud and Firebase: Firebase Hosting delivers this website; a Cloud Function receives and checks the form; and Cloud Firestore stores the application in a database that is not publicly accessible.
• Resend: an email delivery service used to send our internal notification, which contains the application details, to the Academy team’s mailbox at enrolments@aylukha.com.

The Academy team’s mailbox also holds the notification email. We do not send an automatic acknowledgement email to the person applying. We do not share application information with anyone else for their own purposes.

If you choose to contact our enrolment team on WhatsApp, that conversation takes place on WhatsApp, under WhatsApp’s own terms and privacy policy. It is not part of this form.

Where it is processed

Applications are stored in a database located in South Africa (the Google Cloud region africa-south1). The Cloud Function that receives the form runs in Belgium (the Google Cloud region europe-west1), and Resend may process the notification email in other countries. Where it is technically necessary to run the application workflow, your information may therefore be processed in more than one country.

How it is kept, and for how long

Applications are stored in a database that people and websites cannot read or change directly. Only our own server-side code can write to it, and we limit access to the people who need it to run the Academy.

We keep an application for as long as we need it to process it and to run the Academy’s enrolment process. We have not set a fixed period at this early stage. If you ask us to delete your application, or tell us you no longer want to be contacted, we will delete it unless we have a genuine reason to keep it, and we will tell you what that reason is.

Access, correction and deletion

You can ask us to:

• tell you what information we hold about your application and give you a copy;
• correct information that is wrong or out of date;
• delete your application; or
• stop contacting you, or withdraw the consent you gave in the form.

Email enrolments@aylukha.com and tell us the name and email address you applied with. If the application was for a child, tell us that you are their parent or guardian. We may ask a question or two to confirm that the request comes from the person who applied, so that we do not give or delete someone’s information on the word of a stranger.

Changes to this notice

If we change how the application form works, we will update this notice and its date. This is version academy-privacy-2026-10-v2, last updated 11 October 2026.

Questions about this notice: enrolments@aylukha.com.