Privacy Policy

Introduction

Nova Minds Homeschool & Tuition Center ("Nova Minds", "we", "us" or "our") provides home tuition, online tutoring, homeschooling support, holiday programmes, exam preparation, academic assessments and educational resources to students following the Cambridge, IGCSE, Pearson Edexcel, CBC and 8-4-4 curricula, in Nairobi and internationally.

This Privacy Policy applies to our website (novamindshomeschool.co.ke), our tuition services, and any related communication with parents, students and schools. By using our website or enrolling in our services, you agree to the practices described here.

Information We Collect

Personal Information

When you make an enquiry, book a lesson, or sign up for our newsletter, we may collect a parent or guardian's name, email address, phone number, physical address (for home tuition), and payment reference details.

Student Information

To provide effective tuition, we may collect a student's name, age or grade level, curriculum followed, subjects required, school name, academic reports, assessment results and, where relevant, special educational needs shared voluntarily by a parent or guardian to help us match the right tutor and approach.

Technical Information

Like most websites, we automatically collect certain technical data when you visit novamindshomeschool.co.ke, including your IP address, browser type, device type, pages viewed, referring website, and approximate location (at a city level).

Cookies

Our website uses cookies and similar technologies to remember your preferences, understand how visitors use our site, and improve your browsing experience. For full detail on the categories of cookies we use, please see our separate Cookie Policy.

Google Analytics

We use Google Analytics to understand how visitors interact with our website — for example, which subject pages or blog articles are most helpful to parents. Google Analytics collects information such as pages visited, time spent on the site, and general location, using cookies and similar identifiers. This data is aggregated and does not, on its own, identify you personally. You may opt out of Google Analytics tracking using your browser settings or available opt-out browser add-ons.

Contact Forms

Our enquiry and contact forms are powered by Formspree, a third-party form processing service. When you submit a form, your name, email address, phone number and message are transmitted securely to Formspree and then forwarded to our team. We use this information solely to respond to your enquiry.

Google Drive Resources

Some downloadable revision notes, past papers and study guides are hosted on Google Drive. When you click a resource link, Google's own privacy practices govern that interaction. We do not receive personal information about you simply because you accessed a shared Drive resource, unless you separately submit a form to request it.

Embedded YouTube Videos

Where we embed educational YouTube videos — for example, worked examples in Mathematics or Physics — YouTube (Google) may set its own cookies and collect viewing data in line with its privacy policy. We recommend reviewing Google's privacy documentation if you have concerns about embedded video tracking.

WhatsApp Contact

Our website includes a WhatsApp contact button for quick enquiries. If you message us via WhatsApp, your phone number and message content are processed in accordance with WhatsApp's own privacy policy, in addition to being used by Nova Minds to respond to you and, where appropriate, follow up regarding tuition arrangements.

How Information Is Used

• To respond to enquiries and arrange tuition, assessments or holiday programmes
• To match students with suitable tutors based on subject, curriculum and level
• To process payments and issue invoices or receipts
• To send relevant updates, newsletters or academic resources, where you have opted in
• To maintain accurate student and academic records
• To improve our website, resources and service quality
• To meet our legal, safeguarding and administrative obligations

Legal Basis

We process personal information on the basis of: your consent (for example, when submitting a contact form or subscribing to our newsletter); the performance of a contract (when you enrol a student in our tuition services); and our legitimate interests in operating and improving a safe, effective tuition service. Where consent is our legal basis, you may withdraw it at any time.

Data Security

We take reasonable technical and organisational measures to protect personal and student information against unauthorised access, loss, misuse or alteration. This includes restricting access to student records to relevant tutors and administrative staff only, and using secure, reputable third-party platforms for forms, storage and payments. No method of online transmission or storage is completely secure, and we cannot guarantee absolute security.

Children's Privacy

Where a student is under 18, we collect and process their information on the understanding that a parent or guardian has provided it, or has consented to the student providing it in the context of an ongoing tuition relationship (for example, a student booking a revision session directly with their assigned tutor).

Parent Consent

By enrolling a child with Nova Minds, a parent or guardian consents to us collecting and processing the student information reasonably necessary to deliver tuition, assessments and academic reporting. Parents may withdraw consent for optional communications, such as marketing newsletters, at any time.

Student Records

We maintain academic records such as attendance, progress notes, assessment scores and tutor feedback for each student, to support consistent, well-informed tuition. These records are shared with the relevant parent or guardian on request, and are not disclosed to third parties without appropriate authorisation, except as described in this policy.

Third-Party Services

We rely on trusted third-party providers to operate parts of our website and services, including Formspree (contact forms), Google Analytics (site analytics), Google Drive (resource hosting), YouTube (educational video embeds), Google Maps (location display) and mobile money platforms for payment processing. Each provider processes data in accordance with its own privacy policy, and we encourage you to review these where relevant.

Data Retention

We retain personal and student information for as long as necessary to provide our services, maintain accurate academic records, and meet legal or administrative requirements — typically for the duration of a student's enrolment plus a reasonable period afterwards for record-keeping purposes. Enquiry data from individuals who do not proceed with enrolment is retained only as long as needed to follow up, after which it is deleted or anonymised.

User Rights

Subject to applicable law, you have the right to request access to the personal information we hold about you or your child, request correction of inaccurate information, request deletion of information we no longer need to retain, object to certain processing (such as marketing communications), and withdraw consent at any time. To exercise any of these rights, please contact us using the details below.

Changes to Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal requirements. The "Last Updated" date at the top of this page indicates when it was last revised. We encourage parents and students to review this page periodically.

Contact Information

If you have any questions about this Privacy Policy, or wish to exercise any of your rights regarding personal or student information, please contact us:

• Email: novamindstuitioncentre@gmail.com
• Website: novamindshomeschool.co.ke
• Location: Nairobi, Kenya