🛡️Privacy Policy

Effective Date: 3 June 2025

Introduction

At Virtual English Academy, we are committed to protecting your personal data. We provide AI-generated personalised English language learning content to users worldwide, including learners in the UK, the EU, and other international regions.

This Privacy Policy explains what data we collect, how we use it, how we protect it, and your rights. We comply with both the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR).

By using our services, you agree to this policy. If you do not agree, please do not use our services.

0. Who We Are

As the business is registered in the UK but operated from France and targets international users, we ensure compliance with both UK and EU data protection laws.

📊1. Information We Collect

We collect the following types of data when you use our services:

a. Personal Data

• Name
• Age
• Gender
• Reading or ESL level
• Story setting preferences
• Preferred story genres
• A fact about yourself (for personalised stories)
• The name of one other person close to you (to enrich personalisation)
• Email address
• Country
• Payment details (via third-party providers)
• Learning preferences (for AI personalisation)

b. Usage Data

• IP address
• Browser/device type
• Pages visited and interactions
• Cookies and similar tracking data

🍪2. Tracking & Cookies

Our website utilises cookies and similar tracking technologies to enhance functionality and analyse usage patterns. You can manage your cookie preferences through your browser settings.

⚖️3. Why We Use Your Data

We process your data based on:

• Consent – e.g. when you sign up for newsletters or submit learning preferences.
• Contract – e.g. when we deliver a personalised story or process your payment.
• Legitimate Interest – e.g. service improvement, customer support.

We will always tell you which lawful basis applies.

⏳4. How Long We Keep Your Data

We only keep your personal data as long as necessary for:

• Providing services
• Legal or tax requirements
• Managing customer relationships

Data is deleted securely when no longer needed.

🗺️5. Your Rights – Summary for International Users

Right	What It Means
Access	You can ask to see what personal data we hold about you.
Correction	You can ask us to correct incorrect or outdated information.
Deletion	You can ask us to delete your data unless we're legally required to keep it.
Stop Processing	You can request that we stop using your data, temporarily or permanently.
Data Portability	You can request your data in a format that you can move to another provider.
Withdraw Consent	You can withdraw consent, such as opting out of marketing or personalisation.
Complain	You can file a complaint with a data protection authority if you're unhappy.

🔗6. Sharing Your Data

We never sell your data.

We use trusted third parties to help us operate:

Service	Use	GDPR Safeguards
Google Drive	File storage	Google GDPR Compliance
MailerLite	Email marketing	MailerLite GDPR Compliance
Fillout Forms	Contact & feedback forms	Fillout GDPR Info
OpenAI (ChatGPT)	AI story generation	OpenAI Privacy & Security
Claude.ai (Anthropic)	AI content and chat	Anthropic Privacy & Legal
Stripe	Payment processing	Stripe Privacy Center
PayPal	Payment processing	PayPal Privacy Statement

We have signed Data Processing Agreements (DPAs) with all providers.

🔒7. Data Security

We implement the following technical and organisational measures:

• HTTPS encryption
• Password hashing
• Role-based access control
• Secure third-party platforms

We follow best practices and review security regularly.

🌍8. International Data Transfers

When data is transferred outside the UK or EU (e.g., to the U.S.), we ensure:

• Standard Contractual Clauses (SCCs)
• UK International Data Transfer Agreements (IDTAs)
• DPAs with all processors

⚠️9. Data Breaches

If there's a data breach that affects your rights or freedoms, we will:

• Notify the relevant authority within 72 hours
• Contact you if necessary
• Take steps to secure the data

👶10. Children's Privacy

Our services are not intended for children under 13. We do not knowingly collect data from children.

🔄11. Changes to This Policy

We may update this Privacy Policy. Major changes will be announced on our website or via email. Continued use of our services means you accept the updated version.

📞12. Contact Us

If you have any questions or concerns: