Privacy Policy

1. Introduction

Vector Automation Systems Ltd ("VAS," "we," "us," or "our") operates the VAS eLearning platform (the "Platform"). We are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Platform.

By accessing or using the Platform, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Platform.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide when registering on the Platform, including:

• Full name
• Email address
• Phone number (optional)
• Company name (optional)
• Professional information and qualifications
• Payment information (processed securely through third-party payment processors)
• Profile photo (optional)

2.2 Learning Data

We collect information related to your use of the Platform:

• Course enrollments and progress
• Quiz and assessment results
• Video watch time and completion rates
• Discussion forum posts and comments
• Assignment submissions
• Course completion records
• Learning preferences and settings

2.3 Technical Information

We automatically collect certain information when you use the Platform:

• IP address and device information
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Clickstream data
• Cookies and similar tracking technologies

2.4 AI-Generated Content

When you interact with our AI-powered features (learning assistant, course generation, etc.), we collect:

• Questions and prompts submitted to AI systems
• AI-generated responses and content
• Usage patterns and preferences for AI features
• Feedback on AI-generated content

3. How We Use Your Information

We use the collected information for the following purposes:

• Provide Services: Deliver courses, track progress, provide participation certificates
• Personalization: Customize learning experience and recommend relevant courses
• Communication: Send course updates, notifications, and support messages
• Payment Processing: Process enrollment fees and subscription payments
• Improvement: Analyze usage patterns to improve content and features
• AI Enhancement: Train and improve our AI models (anonymized data only)
• Security: Detect and prevent fraud, abuse, and security incidents
• Legal Compliance: Comply with legal obligations and enforce our Terms of Service
• Marketing: Send promotional materials (with your consent, opt-out available)

4. Third-Party Services

We use the following third-party services that may collect your information:

These third parties have their own privacy policies. We encourage you to review them.

5. Data Storage and Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Data encryption in transit (HTTPS/TLS)
• Data encryption at rest
• Firebase Security Rules for database access control
• Role-based access control (RBAC)
• Regular security audits and updates
• Secure authentication with Firebase Auth

Your data is primarily stored on Google Cloud Platform (Firebase) servers, which may be located outside Kenya. By using our Platform, you consent to the transfer of your data to these locations.

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. See our Cookie Policy for detailed information.

7. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations. Specifically:

• Active account data: Duration of account + 2 years after closure
• Course completion records: Indefinitely (for participation record keeping)
• Payment records: 7 years (tax and accounting requirements)
• Marketing data: Until you opt-out or 3 years of inactivity
• Analytics data: Aggregated and anonymized after 26 months

8. Children's Privacy

The Platform is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than Kenya, including the United States and European Union, where our service providers operate. We ensure appropriate safeguards are in place for such transfers.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date
• Sending an email notification for material changes

Continued use of the Platform after changes constitutes acceptance of the updated policy.

11. Contact Us