Last updated · April 2026
We respect your privacy. This policy explains what information we process, on what basis, and what choices you have. If anything is unclear, please contact us. It should be read together with our Terms & Conditions.
1. Who is responsible?
The data controller is the organisation operating Qolympiad. The same legal entity named on your registration or invoice is responsible for your data. General enquiries: official@qolympiad.com
2. What data we collect
Depending on how you interact with us, we may process:
- Student data: name, date of birth or age band, class/grade, school name, exam or track choices, and sometimes photograph or ID reference if required by a partner venue.
- Parent / guardian data: name, relationship, phone number, email, billing address (if applicable), and city or preferred centre.
- School coordinator data: name, role, school contact details, and lists of students where bulk registration is used with consent.
- Technical data: IP address, browser type, device type, approximate location from IP, pages viewed, and timestamps — mainly for security and analytics.
- Cookies: essential cookies for login or forms, and optional analytics cookies where you have agreed via our cookie preferences.
3. Why we use your data (purposes)
We process personal data only where we have a valid reason, such as:
- Contract: to register you, schedule sittings, issue hall instructions, and deliver results.
- Legal obligation: tax, accounting, or regulatory requirements where they apply.
- Legitimate interests: fraud prevention, improving our services, and internal reporting — balanced against your rights.
- Consent: where required (e.g. marketing emails or non-essential cookies). You may withdraw consent at any time.
4. How long we keep data
We retain registration and exam records for as long as needed to run the programme, handle disputes, and meet legal retention periods (often several years for financial records). Technical logs are typically kept for a shorter period unless needed for security investigations. Detailed schedules are available on request.
5. Who we share data with
We may share limited data with:
- Exam venues and invigilation staff (name, class, roll/seat info).
- Payment processors — we do not store full card numbers on our own servers; payments are handled by certified partners.
- IT providers (hosting, email delivery) under strict confidentiality.
- Schools that sponsored the registration, where agreed.
We do not sell personal data to data brokers. We do not allow third parties to use your data for their own marketing without consent.
6. International transfers
If servers or processors are located outside your country, we use appropriate safeguards (for example standard contractual clauses or adequacy decisions) as required by law.
7. Security
We use reasonable technical and organisational measures (access controls, encryption in transit where applicable, staff training) to protect data. No method of transmission over the Internet is 100% secure; we encourage strong passwords and caution when sharing OTPs.
8. Children’s privacy
Our programmes involve minors. Parents or schools provide data on their behalf. We do not knowingly collect unnecessary data from children for profiling or advertising. If you believe we hold information incorrectly, contact us to correct or delete it subject to law.
9. Your rights
Depending on applicable law, you may have the right to access, correct, update, or delete your personal data; restrict or object to certain processing; and lodge a complaint with a supervisory authority. To exercise rights, email official@qolympiad.com or use Contact Us. We will respond within the timeframe required by law.
10. Changes to this policy
We may update this Privacy Policy when our practices or the law change. The Last updated line above will change when we publish a new version. For material changes, we will provide notice as required (e.g. on the website or by email).
11. Contact
Privacy questions: official@qolympiad.com · Contact Us