PRIVACY & DATA

Privacy Notice

This notice explains how Sharper Minds Academy collects, uses and protects personal information when you use our website, contact us or take part in our learning programmes.

Last updated: 6 September 2026

1. Who we are

Sharper Minds Academy is a learning initiative within the Omokhodion Organisation ecosystem. For the personal information described in this notice, Sharper Minds Academy is the controller unless a programme-specific notice says otherwise.

You can contact us about privacy through the contact form on our website. Please write “Privacy” in the subject line.

2. Information we collect

• Identity and contact information, such as your name and the contact details you provide.
• Account information, such as your username, authentication records and account preferences.
• Learning information, including enrolments, progress, assessment or project submissions, feedback and programme participation.
• Enquiry and communication information, including messages you send through our forms and our replies.
• Transaction and administration information if you join a paid programme. Payment-card details are normally handled by the relevant payment provider rather than stored by us.
• Technical and security information, such as IP address, browser and device information, log-in activity, cookies and diagnostic logs.
• Content you choose to provide in projects, forms, surveys or other learning activities.

Please do not submit confidential, sensitive or special-category information unless it is genuinely necessary and we have asked for it.

3. How and why we use information

We use personal information only where we have a lawful basis:

• To answer enquiries and take steps before enrolment — because it is necessary to respond to your request or take steps towards a contract.
• To create and manage learner accounts, deliver programmes and record progress — because it is necessary to perform our agreement with you.
• To administer payments, records and legal obligations — because it is necessary for a contract and, where applicable, to meet legal obligations.
• To keep the website, accounts and learning environment secure — for our legitimate interests in protecting learners, our services and our organisation, and where required by law.
• To improve our programmes, content and operations — for our legitimate interests in understanding whether our learning is useful and improving it. We use aggregated or de-identified information where practical.
• To send optional news or programme updates — with your consent where consent is required. You can withdraw consent at any time.
• To establish, exercise or defend legal claims — for our legitimate interests and legal obligations.

4. AI-enabled learning and administration

Our learning experiences may use artificial-intelligence tools to support explanation, feedback, research, drafting, analysis or administration. AI output can be incomplete or wrong and should be checked using appropriate human judgement. We do not use solely automated decision-making that produces legal or similarly significant effects about learners.

Where a third-party AI or technology provider processes personal information for us, we limit the information shared to what is reasonably necessary and use appropriate contractual and security measures. Learners should not place unnecessary personal, confidential or sensitive information into AI tools.

5. Cookies and similar technologies

We use essential cookies and similar technologies for functions such as security, sign-in, session continuity and learner-account preferences. These are necessary for the service to work. If we introduce non-essential analytics, advertising or personalisation cookies, we will provide appropriate information and, where required, obtain consent before using them.

Embedded content and third-party services may set their own cookies or collect technical information under their own privacy notices.

6. Who receives information

We may share information, only as necessary, with:

• authorised staff, tutors and service personnel within Sharper Minds Academy and the Omokhodion Organisation ecosystem;
• website hosting, WordPress, email-delivery, security, learning-platform, analytics, collaboration and AI service providers;
• payment and transaction providers for paid programmes;
• professional advisers, insurers, auditors and regulators; and
• law-enforcement bodies, courts or other authorities where disclosure is required or permitted by law.

We do not sell personal information.

7. International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an approved safeguard, such as a UK adequacy regulation, the International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with any required risk assessment.

8. How long we keep information

We keep personal information only for as long as needed for the purpose for which it was collected, including legal, accounting and security requirements. As a working guide:

• general enquiries are normally kept for up to 24 months after the last meaningful contact;
• learner-account and programme records are normally kept while the account or programme relationship is active and for up to 24 months afterwards, unless a longer period is needed for certification, safeguarding, disputes or another stated purpose;
• transaction and statutory accounting records may be kept for up to six years; and
• security logs and backups are kept for shorter operational periods unless needed to investigate an incident.

We may retain de-identified information for research and service improvement where it no longer identifies you.

9. Security

We use appropriate technical and organisational measures designed to protect personal information, including access controls, account security, service-provider controls and operational monitoring. No online system can be guaranteed completely secure, so you should use a strong, unique password and keep your account details private.

10. Your rights

Depending on the circumstances, UK data-protection law may give you rights to access, correct or erase your information; restrict or object to processing; receive certain information in a portable form; and withdraw consent where processing relies on consent. These rights are not absolute and an exemption may apply.

To exercise a right, use our contact form and write “Privacy request” in the subject line. We may need to verify your identity. You may also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would appreciate the opportunity to address your concern first.

11. Children and younger learners

Programme eligibility is stated on the relevant programme page. If a learner is under 18, a parent, guardian or responsible organisation should review the programme terms and help the learner understand how their information will be used. Please contact us before providing information about a child if you are unsure.

12. External links and changes

Our website may link to services that we do not control. Their privacy practices are governed by their own notices. We may update this notice when our services or legal obligations change. The latest version will appear on this page with a revised “last updated” date.