Learnexify’s Privacy Policy

Effective Date: August 01, 2026 | Last Updated: September 14, 2026

Learnexify ("Learnexify," "we," "us," or "our") is committed to protecting the privacy and personal data of its clients, end users, and anyone who interacts with its platform, website, and services ("Services"). This Privacy Policy explains how Learnexify collects, uses, stores, discloses, and protects personal data, and outlines the rights available to individuals whose data we process.

By purchasing, accessing, or using Learnexify's Services, the client and its end users agree to the data practices described in this Privacy Policy. This Privacy Policy is incorporated by reference into the Learnexify Terms of Service.

DEFINITIONS

For the purposes of this Privacy Policy:

"Personal Data": Any information relating to an identified or identifiable individual, including but not limited to name, email address, identification number, location data, or online identifier.

"Client": Any individual, company, institution, organization, or entity purchasing or using the Services ("you" or "your").

"End User": Any individual authorized by the Client to access or use the Services, including learners, students, instructors, division managers, and administrators.

"Client Data": Information, content, files, records, learner data, course materials, and other data submitted, uploaded, created, or provided by or on behalf of the Client through the Services.

"User Set": An organizational, administrative, or user grouping permitted under the applicable Learnexify plan (e.g., specific campuses, academic departments, regional offices, or business divisions).

"Processing": Any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation, use, disclosure, or deletion.

"Third-Party Services": Services, platforms, software, APIs, payment processors, hosting providers, or external tools operated by third parties that integrate with or support the Services.

1. ROLES & DATA PROTECTION RESPONSIBILITIES

In accordance with applicable privacy legislation:

  • Learnexify as a Service Provider / Data Processor: Where Learnexify processes Client Data (including learner profiles, attendance, course progress, grades, and end-user content) on behalf of a Client, the Client acts as the Data Controller (or equivalent responsible entity under US and Australian privacy laws), and Learnexify acts as a Data Processor or Service Provider.
  • Client Responsibilities: As the Data Controller, the Client is responsible for ensuring that all Client Data submitted to the platform is collected lawfully, providing all required notices, obtaining any necessary consents or permissions from End Users, and maintaining appropriate permissions for Learnexify to process such data.
  • Learnexify as a Data Controller: Learnexify acts as a Data Controller only regarding personal data collected directly from our website visitors, Client billing contacts, and primary administrative account holders for account creation, billing, direct communications, and service optimization.

2. INFORMATION WE COLLECT

We collect several types of information from and about users of our Services:

2.1 Information Provided Directly by Clients & Account Holders

  • Account Registration & Administrative Access: Full name, business email address, telephone number, organization/institution name, job title, passwords, and administrative profile settings.
  • Billing & Financial Data: Invoicing details, billing address, tax identification numbers, and payment verification records. (Direct online payments are processed securely by PCI-DSS compliant third-party payment gateways including Stripe, PayPal, and 2Checkout. Learnexify does not store or process raw credit card numbers, debit numbers, or banking passwords on its servers).
  • Communications & Support: Support tickets, email correspondence, consultation records, and inquiries submitted to support@learnexify.com.

2.2 Client Data Processed on Behalf of Clients (End User Data)

  • Learner Profiles & Structural Data: End User names, email addresses, assigned roles (e.g., learner, instructor, manager), profile pictures, and designated User Sets.
  • Learning & Academic Performance Records: Course enrollments, lesson completions, quiz scores, assessment results, learning path progress logs, certificates issued, and compliance monitoring data.
  • User-Generated Content & Submissions: Media files, assignment submissions, forum discussions, instructor feedback, and related course materials.

2.3 Information Collected Automatically (Telemetry & Analytics)

  • Log & System Data: IP addresses, browser types, operating systems, access timestamps, system performance logs, error reports, and feature usage activity.
  • Cookies & Session Tracking: Functional, security, and analytical cookies necessary to maintain authenticated sessions, secure Client accounts, and analyze platform responsiveness.

3. WHY WE PROCESS PERSONAL DATA

Learnexify collects and processes personal data strictly for legitimate operational and business purposes, including:

  • To deliver, maintain, host, and operate the Learnexify platform and related Services.
  • To manage Client accounts, enforce User Set limits, and track plan capacity.
  • To process monthly or annual Subscription billing, issue invoices, manage grace periods, and handle per-enrollment or add-on charges.
  • To provide technical support, troubleshooting, and administrative assistance.
  • To deliver transactional notifications, system updates, maintenance alerts, and service-related announcements.
  • To maintain platform security, prevent unauthorized access, detect fraudulent activities, and protect system stability.
  • To analyze anonymized, aggregated telemetry data to improve platform workflows, server performance, and AI feature responsiveness.
  • To comply with applicable legal, regulatory, and accounting obligations.

4. LEGAL BASIS & PRIVACY PRINCIPLES FOR PROCESSING

Where required by applicable data protection laws, Learnexify processes personal data based on:

  • Contractual Necessity: Processing is required to perform our obligations under the Terms of Service, active Subscriptions, proposals, or written commercial agreements.
  • Legitimate Business Interests: Processing is necessary for our legitimate operational interests—such as maintaining platform security, preventing system abuse, improving software performance, and providing technical support—provided these interests do not override your fundamental privacy rights.
  • Australian Privacy Principles (APPs): For Australian clients and users, Learnexify handles personal information in accordance with the 13 Australian Privacy Principles contained in the Privacy Act 1988 (Cth) regarding open/transparent management, notice, quality, security, and access rights.
  • Legal Obligation: Processing is necessary to comply with applicable statutory, legal, or regulatory requirements.

5. AI FEATURES AND AI CO-PILOT DATA HANDLING

Learnexify provides AI-assisted features, including AI Co-Pilot functionality, automated recommendations, content summaries, and classifications.

  • Human Oversight & Accuracy Disclaimer: In accordance with Section 12 of our Terms of Service, AI-generated outputs may contain inaccuracies, errors, or incomplete recommendations. AI features are designed as assistance tools and require appropriate human review before reliance.
  • Client API Keys & Third-Party Processing: Where AI features integrate with Third-Party Services (e.g., third-party AI provider APIs), prompt inputs and query data are transmitted securely to fulfill the requested AI output.
  • No Machine Learning Training on Client Data: Learnexify does not sell, rent, or use proprietary Client Data, learner records, or confidential course submissions to train public or un-affiliated third-party AI models without explicit authorization.

6. HOSTING LOCATION, DATA SECURITY, AND RETENTION

6.1 Server Hosting Location (United States)
All Client Data, hosted application databases, and primary data storage infrastructure are hosted within secure, enterprise-grade data center facilities located in the United States. By accessing or using the Services, Clients located outside the United States understand and acknowledge that their data will be transferred to and stored on servers located within the United States.

6.2 Security Safeguards
We implement appropriate technical, organizational, and physical safeguards designed to protect personal data against unauthorized access, loss, misuse, alteration, or destruction. These measures include TLS 1.3 encryption in transit, AES-256 encryption at rest, secure multi-tenant logical database isolation, strict access controls, and infrastructure monitoring.

6.3 Data Retention & Post-Termination Deletion Protocol
In accordance with Section 14 of our Terms of Service:

  • Data Export Responsibility: Upon cancellation, non-renewal, or termination of a Subscription, the Client is responsible for exporting any required Client Data before the end of the active billing period.
  • 30-Day Retention Window: Unless otherwise required by law or agreed in a separate written agreement, Learnexify may retain Client Data for up to 30 days following the effective date of termination or expiration.
  • Permanent Deletion: After the 30-day retention window expires (or following account deletion resulting from non-payment after applicable grace periods), Learnexify may permanently delete the Client Data and hosted environment from all active servers. Learnexify is not responsible for recovering data after permanent deletion.

7. DISCLOSURE AND SHARING OF PERSONAL DATA

Learnexify does not sell or rent Client Data or personal data to third parties. We share personal data only in the following limited circumstances:

7.1 Third-Party Sub-Processors & Service Providers
We engage trusted third-party service providers to perform operational functions on our behalf:

  • Payment Gateways: Stripe, PayPal, 2Checkout (processing subscription invoicing and payment transactions).
  • Cloud Hosting & Infrastructure: US-based cloud infrastructure, database storage, and secure server hosting providers.
  • Communications: Transactional email delivery services and customer support ticketing engines.

All third-party service providers are contractually required to maintain strict data security standards and process personal data solely as instructed by Learnexify.

7.2 Legal & Regulatory Compliance
We may disclose personal data if required to do so by law, court order, subpoena, regulatory directive, or valid governmental request.

7.3 Corporate Restructuring & Business Transfers
In the event of a merger, acquisition, corporate reorganization, asset sale, or bankruptcy, Client Data and personal information held by Learnexify may be transferred as part of the business assets to the acquiring entity.

8. DATA SUBJECT RIGHTS (UNITED STATES & AUSTRALIA)

Depending on your jurisdiction and applicable data protection laws (such as US state privacy regulations like CCPA/CPRA, and the Australian Privacy Act 1988), individuals whose personal data is processed may have the following rights:

  • Right to Access & Know: Request confirmation of whether we hold or process your personal information and request access to a copy of that data.
  • Right to Rectification: Request correction of inaccurate, incomplete, or outdated personal information.
  • Right to Erasure / Deletion: Request deletion of personal data held by us, subject to statutory retention exceptions.
  • Right to Non-Discrimination: Exercise privacy rights without receiving discriminatory treatment in service delivery or pricing.
  • Right to Opt-Out / Withdraw Consent: Request to opt-out of commercial marketing communications at any time.

How End Users Can Exercise Rights: Because Learnexify processes End User data as a Data Processor/Service Provider on behalf of the Client, End Users (such as students, learners, or instructors) seeking to access, correct, or delete their account data should submit their request directly to their organization's Client administrator. Learnexify will assist the Client institution in fulfilling valid requests.

9. CHILDREN'S PRIVACY (COPPA COMPLIANCE)

Learnexify Services are designed for organizations, institutions, enterprise businesses, and their authorized users. The Services are not intended for direct, unsupervised account creation by children under the age of 13.

Where an institutional Client (such as a school, academy, or educational program in the United States or Australia) utilizes Learnexify to deliver educational services to minors under the age of 13, the Client is solely responsible for providing all required notices and obtaining verifiable parental or legal guardian consent in compliance with applicable child privacy laws (such as the US Children’s Online Privacy Protection Act / COPPA). If we learn that we have collected personal information directly from a child under 13 without verified parental consent or institutional authorization, we will take prompt steps to delete that data.

10. COOKIES AND TRACKING TECHNOLOGIES

Learnexify uses cookies, session tokens, and similar technical identifiers to operate the platform interface.

  • Essential Cookies: Required for core system functionality, user authentication, security verification, and load balancing. Disabling essential cookies via browser settings will prevent login and disrupt platform features.
  • Analytical Cookies: Used to monitor system performance, page load speeds, and feature interaction metrics to optimize system stability.

11. THIRD-PARTY LINKS & EXTERNAL PLATFORMS

The Services may integrate with or link to Third-Party Services (such as external LMS platforms, payment gateways, video conferencing tools, or custom API endpoints). Learnexify is not responsible for the privacy practices, code security, or content of external third parties. We encourage Clients and End Users to review the terms and privacy policies of any third-party platforms they interact with.

12. CHANGES TO THIS PRIVACY POLICY

Learnexify reserves the right to update or modify this Privacy Policy from time to time. When material changes are made, we will update the "Last Updated" date at the top of this document and provide reasonable notice through email, website announcements, or administrative account notifications in accordance with Section 26 of the Terms of Service.

Continued use of the Services after the effective date of an updated Privacy Policy constitutes acceptance of the revised practices.