Privacy Policy

Privacy Policy

Last updated: 21 August 2026

1. About this policy

Core Foundation Academy provides online preparation and training for the Namibia Estate Agent Examination. This policy explains how we collect, use, store and protect personal information when people use our website, registration forms, course services and Academy Admin system.

2. Information we collect

We may collect information that you provide when registering, making payment or communicating with us, including:

• First name and surname

• Email address and telephone number

• Identification or passport number

• Planned examination date

• Course registration and access information

• Payment status, payment date and payment reference

• Examination attendance, marks and results

• Administrative notes and correspondence

Our website and third-party services may also collect normal technical information such as browser type, device information, IP address and cookies.

3. How we use information

We use personal information to:

• Process and administer course registrations

• Confirm and record payments

• Create student references and invoices

• Arrange access to the course platform

• Provide course support and administrative communication

• Prepare registration, payment, access, reminder and result emails

• Track examination dates, course status and results

• Maintain accurate administrative, accounting and audit records

• Protect and improve our systems and services

4. Google Forms, Google Sheets and Gmail

Registration information submitted through our Google Form is stored in a Google Sheet and imported into our private Academy Admin system.

Academy Admin may connect to the Core Foundation Academy Gmail account using Google OAuth. We do not store the Gmail password.

The application requests the Gmail Compose permission because this is the permission required by Google to create Gmail drafts. Academy Admin uses this connection only to verify the authorised Core Foundation Academy Gmail account and create personalised email drafts for administrator review.

Academy Admin does not:

• Read incoming Gmail messages

• Automatically send student emails

• Access a student’s Gmail or Google Account

• Use Google user data for advertising

• Sell Google user data or other personal information

Emails created by Academy Admin remain unsent Gmail drafts until reviewed and manually sent by an authorised administrator.

Our use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements:

https://developers.google.com/terms/api-services-user-data-policy

5. Sharing of information

We do not sell personal information.

Information may be processed through services required to operate the course and registration workflow, including Google Forms, Google Sheets, Gmail and Thinkific. Information may also be disclosed when required by law, necessary to protect our legitimate interests, or authorised by the person concerned.

6. Storage and security

Academy Admin is hosted on a privately managed server. Access is restricted to authorised administrators.

OAuth credentials and tokens are stored separately from the application source code. Reasonable technical and organisational safeguards are used to protect student and Google account information.

No internet-connected system can be guaranteed to be completely secure.

7. Retention and deletion

We retain student, payment, invoice and course information for as long as reasonably required for course administration, accounting, dispute resolution and legitimate recordkeeping.

Information that is no longer reasonably required may be deleted. A person may request correction or deletion of their personal information, although certain financial or administrative records may need to be retained.

Google OAuth access can be revoked through the connected Google Account’s security settings.

8. Third-party services

Google, Thinkific and other external services operate under their own privacy policies and terms. Core Foundation Academy is not responsible for the privacy practices of websites or services that we do not control.

9. Your information

You may contact us to:

• Ask what personal information we hold about you

• Correct inaccurate information

• Request deletion where retention is no longer necessary

• Ask questions about this Privacy Policy or our use of Google account information

10. Contact

Core Foundation Academy

Email: corefoundationacademy@gmail.com

Website: https://www.corefoundationacademy.com/

11. Changes to this policy

We may update this Privacy Policy when our services, technology or legal obligations change. The latest version will be published on this page with its updated date.