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1.    Introduction

This Privacy Policy informs you of our policies and procedures regarding the collection, use, and disclosure of personal information or personal data we receive from you as Guests, Tutors, and registered Users of this Site (ulearn4u.net) and Services (Course Content). Personal information or personal data is any data that may identify you as a person, either directly or indirectly. This Privacy Policy applies only to information that you provide to us through this Site and the Services and explains in plain language what we do with that information, how we share it, and how we handle the content you place. It also explains your rights and the choices available to you regarding our use of your personal information and how you can access and update this information.
Our Privacy Policy may be updated from time to time, and we will notify you of any material changes by posting the new Privacy Policy on the Site at Privacy Policy and revising the “Effective starting” date at the top of this policy. We encourage you to review our Privacy Policy whenever you use this Site to stay informed about our information practices and the ways you can help protect your privacy.
This Privacy Policy applies to the information that we obtain through your use of the Site via a “Device” or when you otherwise interact with the Site and the Services. A “Device” is any computer used to access the Site and the Services, including, without limitation, a desktop, laptop, mobile phone, tablet, or other consumer electronic device. “Site” includes the Ulearn website, and the Services include the Ulearn SaaS services, but do not include any other own or third-party products or services for which a separate privacy policy is provided. These are third-party products or services that you may choose to integrate with Ulearn Services. You should always review the policies of third-party products and services to make sure you are comfortable with the ways in which they collect and use your information.
By accessing and using this Site and the Services, you confirm that you have read and fully understood this Privacy Policy, that you agree to the collection and the usage of your own and others’ personal information in accordance with the Privacy Policy and that you have the authority to provide us with all information submitted by you via the Site, including but not limited to personal information of third parties. By registering for or using Ulearn Services and accepting the Terms of Service, you consent to the collection, transfer, processing, storage, disclosure, and other uses described in this Privacy Policy.

2. Who We Are

Ulearn is a digital learning platform dedicated to advancing Continuous Professional Development (CPD) for teachers and tutors across Uganda. Our mission is to make professional growth more accessible, flexible, and impactful by leveraging technology to deliver high‑quality training and resources.
Our core goal is to enhance teacher competency, digital readiness, and instructional quality. We achieve this by equipping educators with the CTEP core proficiencies, ensuring they are prepared to meet the evolving demands of modern classrooms and contribute to national education priorities.
Ulearn is supported by a diverse network of stakeholders who play critical roles in ensuring its success.  The National Information Technology Authority of Uganda (NITAU) serves as the project sponsor and lead implementing partner, while the Ministry of Finance, Planning and Economic Development (MoFPED) provides essential funding through counter financing. The Ministry of Education and Sports (MoES) offers policy and strategic guidance on curriculum, courses, and digital skilling, and the Ministry of Information, Communication and Technology and National Guidance (MoICT & NG) ensures ICT policy alignment and a supportive environment. The National Curriculum Development Centre (NCDC) shapes the digital training content, and the Uganda Communications Commission strengthens infrastructure as an implementing partner. Finally, Continuum Group (CG) provides technical expertise through the development and maintenance of the platform, ensuring effective delivery of the project. Together, these stakeholders form a robust partnership that underpins Ulearn’s mission to transform continuous professional development for educators in Uganda.

3. Information We Collect

When you use the Ulearn platform, we collect certain types of information to support your learning experience and ensure the platform functions effectively:

• Account Information- Details you provide when creating an account, such as your name, email address, institution, username, and password.
• Course Participation Data - Records of your activities within courses, including assignments, quizzes, forum posts, grades, certificates, and progress tracking.
• Communication Data- Messages exchanged through forums, chats, and messaging tools, as well as feedback provided to instructors or administrators.
• System and Technical Data- Information automatically collected by the system, such as IP addresses, browser type, device details, and usage logs. This helps us maintain security, troubleshoot issues, and improve performance.

4. How We Use Your Information

At Ulearn, we use the information we collect to provide a secure, effective, and engaging learning environment. Your data is processed responsibly and only for purposes that support your professional development and ensure the smooth operation of the platform.
We use your information to enable learning access, giving you entry to courses, resources, and personalized learning pathways tailored to your needs. This ensures that every educator can benefit from continuous professional development opportunities.
Your data also helps us support academic progress by recording and displaying grades, tracking the completion of activities, and issuing certificates based on your achievements. This allows both you and your institution to monitor growth and outcomes effectively.
To foster collaboration, we use your information to facilitate communication with instructors, peers, and administrators through forums, messaging, and feedback tools. This strengthens the learning community and enhances knowledge sharing.
We also process data to maintain platform security and reliability, monitoring system activity, detecting unauthorized access, and troubleshooting technical issues. These measures ensure that Ulearn remains stable, safe, and trustworthy.
Additionally, we analyze usage patterns to improve user experience, enhancing course design, optimizing navigation, and delivering relevant content that meets the evolving needs of educators.
Finally, we may use your information to comply with institutional and legal requirements, fulfilling obligations related to accreditation, reporting, and applicable data protection laws in Uganda.

5. Sharing of Information

At Ulearn, we respect the confidentiality of your personal data. We do not sell, rent, or trade your information to third parties. Your data is shared only when necessary to support your learning experience and institutional requirements:

• With Instructors and Administrators- To enable teaching, assessment, and learner support, your course activity (e.g., submissions, grades, forum posts) is visible to authorized staff.
• With Authorized Service Providers- Trusted third‑party providers may process limited data to deliver essential services such as hosting, email notifications, or technical support. These providers are contractually bound to protect your information.
• Within Your Learning Community- Optional profile details (such as your name, or interests) may be visible to peers, depending on your privacy settings.
• When Required by Law or Regulation- We may disclose information if legally obligated, for example to comply with accreditation standards, government reporting, or judicial orders.

6. Cookies

The Ulearn platform uses cookies to ensure a secure and personalized learning experience. Cookies are small text files stored on your device that help us deliver essential functionality and improve usability across the site.
We use cookies to maintain secure login sessions, keeping you signed in as you move between courses and activities. This ensures uninterrupted access to your learning resources. Cookies also help us personalize your experience by remembering your preferences, such as language settings, dashboard layout, or accessibility options. This makes the platform more user‑friendly and tailored to your needs.
In addition, cookies are used to support learning analytics by tracking activity patterns. This information assists instructors and administrators in improving course design and providing better learner support. Finally, cookies enable us to enhance site performance by monitoring technical functionality and optimizing the speed and reliability of the platform.
You may choose to disable cookies in your browser settings; however, doing so may limit certain features and affect your ability to fully participate in courses.

7. Data Retention

At Ulearn, we retain personal data only for as long as it is necessary to support your learning activities, comply with institutional requirements, and meet legal obligations under Uganda’s Data Protection and Privacy Act.

• Course Records - Academic records, including grades, submissions, and certificates, are retained in accordance with institutional policy and national education standards. These may be archived for accreditation, reporting, or verification purposes.
• Inactive Accounts- User accounts that remain inactive for more than 5 years may be archived or securely deleted, unless retention is required by law or for legitimate educational purposes.
• System Logs and Technical Data- Technical logs (such as login records, IP addresses, and activity tracking) are retained only for the period necessary to ensure platform security, troubleshoot issues, and comply with audit requirements.
• Legal and Regulatory Compliance- Certain data may be retained longer if required by Ugandan law, regulatory authorities, or institutional policies (e.g., financial records, statutory reporting).

Once data is no longer required, it is securely deleted or anonymized to prevent unauthorized access or misuse.

8. Your Rights

At Ulearn, we respect your rights as a data subject under Uganda’s Data Protection and Privacy Act. You have the following rights regarding your personal information: 
Transparency and Access. You have the right to know how your data is collected, processed, and used. You may request confirmation of whether Ulearn is processing your personal data and obtain details about the nature and purpose of that processing. 
Correction. If any of your personal information is inaccurate or incomplete, you have the right to request that it be corrected or updated without undue delay. You can also update certain account details directly through your profile settings.
Erasure. You may request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, when you withdraw consent, or when processing is unlawful. Ulearn will securely erase such data unless retention is required by law or for legitimate educational or compliance purposes.
Restriction of Processing. You have the right to request that Ulearn restricts the processing of your data in certain circumstances, such as when the accuracy of the data is contested or when processing is under review.
Data Portability. Where technically feasible, you may request to receive your personal data in a structured, commonly used, and machine‑readable format, or request that it be transferred directly to another service provider.
Right to Object. You may object to the processing of your personal data, particularly where processing is based on consent or legitimate interest. Ulearn will respect your objection unless there are overriding legal or institutional grounds to continue processing.
Complaints. If you believe that your data rights have been infringed, you have the right to lodge a complaint with the Ulearn team via support@ulearn4u.net.
Contact. For any questions or to exercise your rights, you may contact us at: support@ulearn4u.net.

9. Security

Ulearn is concerned with safeguarding your information. We employ reasonable measures designed to protect your information from unauthorized access.

10. Contact

If you have questions about this Privacy Policy, please contact: support@ulearn4u.net.