Effective Date: 22 September 2026
Last Updated: 22 September 2026

1. Introduction

This Data Usage Policy explains how CollabWise Academy (“we,” “our,” or “us”) uses information collected through https://collabwiseacademy.com/, user accounts, webinar registrations, training sessions, payments, communications, and related learning services. CollabWise Academy provides expert-led webinars and professional training covering AI solutions and automation, career development, professional skills, employee wellness, leadership and management, sustainability, innovation, and workplace performance.

We use personal information only for clear and legitimate purposes connected with providing, securing, managing, and improving these services. This Policy should be read together with our Privacy Policy, Cookie Policy, and Terms and Conditions.

2. Data Covered by This Policy

This Policy applies to information such as:

• Names, email addresses, and account details;
• Billing addresses and transaction references;
• Webinar registrations and attendance records;
• Learning interests and course selections;
• Questions, feedback, survey responses, and support messages;
• Webinar chat messages and participation details;
• Certificate and completion information;
• Device, browser, IP address, and usage information;
• Cookie and preference information;
• Fraud-prevention and security records;
• Corporate training participant information; and
• Text or examples voluntarily submitted during AI-related training.

We process only the information reasonably necessary for the stated purpose.

3. Account and Registration Data

Account information may be used to:

• Create and manage your user account;
• Verify your identity when you request account support;
• Maintain secure access;
• Remember your webinar registrations;
• Display available learning records;
• Send important account notices;
• Prevent unauthorized access; and
• Process account correction or deletion requests.

We do not use account information for an unrelated purpose without an appropriate legal basis or additional notice.

You are responsible for keeping your account information accurate and protecting your password.

4. Webinar and Training Data

Information connected with webinar registration and participation may be used to:

• Reserve your place in a session;
• Send access links and reminders;
• Confirm attendance;
• Deliver relevant learning materials;
• Respond to questions;
• Facilitate discussions and group activities;
• Issue certificates where offered;
• Recommend related learning opportunities;
• Evaluate session quality;
• Improve future webinar content; and
• Prepare organizational participation reports where a corporate client arranged the training.

Where an employer or organization registers participants, we may provide that organization with appropriate information such as registration, attendance, completion, or assessment status. We will not provide unnecessary personal details unrelated to the training arrangement.

5. Communications and Email Text

When you contact us by email, form, webinar chat, survey, or another communication channel, we may use the submitted information to:

• Respond to your enquiry;
• Provide account or technical support;
• Resolve registration or payment concerns;
• Investigate complaints;
• Maintain an appropriate service record;
• Improve frequently requested information;
• Prevent misuse or fraud; and
• Comply with legal obligations.

The text of an email or support request may be retained as part of our correspondence records. You should not send passwords, one-time codes, CVV details, UPI PINs, sensitive health information, confidential employer data, or personal information about another person unless it is necessary and you are authorized to do so.

6. AI-Related Information

CollabWise Academy teaches the practical use of AI tools, but its website is not currently presented as an independent AI content-generation service.

During an AI solutions or automation webinar, an instructor may demonstrate a third-party AI platform. If you choose to submit a prompt, document, email sample, image, or other information to that platform, the third-party provider may process the information under its own terms and privacy policy.

Participants should not submit:

• Passwords or account credentials;
• Complete payment-card information;
• Confidential employer or client records;
• Private communications without authorization;
• Sensitive personal information;
• Personal data belonging to another person without permission; or
• Legally protected or restricted material.

If you submit AI-related text directly to CollabWise Academy through an email, form, or webinar chat, we may use it to answer your question, provide training support, maintain security, and improve the relevant learning material. Such correspondence may be retained for up to 24 months unless a longer period is reasonably required for a dispute or legal obligation.

We do not use AI alone to make decisions that produce legal or similarly significant effects concerning your eligibility, account, registration, or payment.

If we introduce an AI-powered feature on the website, we will explain its purpose, provider, input retention period, and whether submitted content is used for system improvement before or when the feature becomes available.

7. Payment and Transaction Data

Payments may be processed through an authorized third-party payment gateway. We may use limited transaction information to:

• Confirm payment;
• Complete webinar registration;
• Issue payment acknowledgements;
• Investigate failed or duplicate payments;
• Process approved refunds;
• Prevent fraud;
• Maintain accounting records; and
• Resolve payment disputes.

We do not store complete debit or credit card numbers, CVV details, online banking passwords, or UPI PINs on our servers.

The applicable payment provider may independently process financial information for transaction authorization, identity verification, regulatory compliance, fraud prevention, and payment settlement.

8. Website and Usage Data

Technical and usage information may be used to:

• Keep the website available and secure;
• Detect malicious or automated activity;
• Diagnose errors;
• Improve website speed and navigation;
• Understand which service pages are useful;
• Maintain account sessions;
• Remember user preferences;
• Analyze general website traffic; and
• Measure the effectiveness of communications or promotions.

Where possible, we use aggregated or anonymized information for reporting and improvement. Aggregated information is not intended to identify an individual.

Non-essential analytics or marketing technologies will be used in accordance with our Cookie Policy and applicable consent requirements.

9. Marketing and Learning Recommendations

Where permitted, we may use your email address, webinar history, or stated interests to send information about relevant webinars, learning resources, updates, or professional development opportunities.

Promotional communications will be based on your consent or another lawful basis available under applicable law. You can unsubscribe through the link included in an email or by contacting us.

Withdrawal from marketing does not prevent us from sending necessary messages about your account, payment, registration, webinar schedule, security, or policy changes.

We do not sell personal information or email lists to independent advertisers.

10. Webinar Recordings and Participant Contributions

A webinar may be recorded for replay, quality assurance, training, or internal improvement. Where reasonably possible, participants will be informed before recording starts.

A recording may capture a display name, voice, video, chat contribution, presentation, or screen share where a participant enables or submits it.

Depending on the session format, participants may be able to reduce their visibility by keeping their camera and microphone switched off and avoiding identifying information in the public chat.

We will not intentionally use an identifiable participant’s image, voice, testimonial, or contribution in public advertising without appropriate permission, unless the material was knowingly submitted for promotional use.

11. Data Shared With Service Providers

We may share limited information with providers that support:

• Website hosting;
• Cloud storage and backups;
• Webinar delivery;
• Payment processing;
• Email communication;
• Customer support;
• Analytics;
• Cybersecurity;
• Accounting; and
• Professional or legal advice.

Service providers should receive only the information reasonably necessary to perform their assigned function. They may not use CollabWise Academy data for unrelated purposes unless they have an independent legal basis and have provided appropriate notice.

We may also disclose information to a regulator, law-enforcement agency, court, or other authority where required by law or reasonably necessary to protect legal rights and safety.

12. International Data Processing

Some hosting, webinar, payment, analytics, email, AI, or cloud service providers may process information outside Nigeria.

Where information is transferred internationally, we take reasonable steps to confirm that appropriate safeguards are used. Depending on applicable law, these may include contractual data-protection obligations, restricted access, encryption, approved contractual clauses, or another lawful transfer mechanism.

Where EU, EEA, or UK data protection rules apply, we will use a recognized transfer safeguard where required.

13. Data Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected.

Our general approach is:

• Account information is retained while the account remains active and for a reasonable period after closure;
• Support communications and directly submitted AI-related text may be kept for up to 24 months;
• Webinar attendance and completion information may be retained to maintain learning histories and certificates;
• Transaction records are retained for applicable accounting, dispute, fraud-prevention, and legal requirements;
• Security records are retained for a reasonable investigation and system-protection period;
• Marketing data is retained until consent is withdrawn or you unsubscribe; and
• Backup information is securely overwritten according to the applicable backup schedule.

Information may be retained longer where necessary to meet a legal obligation, resolve a dispute, prevent fraud, or establish or defend a legal claim.

When information is no longer required, it will be securely deleted, anonymized, or otherwise disposed of.

14. Automated Analysis and Profiling

We may use limited automated tools to organize registrations, detect suspicious activity, analyze general website usage, or recommend potentially relevant learning content.

We do not use solely automated processing to make decisions that create legal or similarly significant effects for users.

Where an automated process materially affects your access to a service, you may contact us to request appropriate information or human review, subject to applicable law.

15. Data Security

We use reasonable technical and organizational measures to protect information from unauthorized access, alteration, disclosure, misuse, or loss.

These measures may include:

• Encryption during transmission;
• Access controls;
• Secure authentication;
• Software updates;
• Security monitoring;
• Restricted administrative access;
• Data backups;
• Service-provider reviews; and
• Staff confidentiality practices.

No electronic system can guarantee complete security. Users should protect their passwords, avoid sharing access links, and notify us promptly if suspicious account activity is detected.

16. Children’s Data

CollabWise Academy’s professional training services are mainly intended for adults. A person under 18 should participate only with appropriate consent and supervision from a parent, legal guardian, school, employer, or responsible organization.

We do not knowingly use children’s information for targeted marketing or unrelated profiling.

If we learn that a child’s information was provided without appropriate authorization, we will investigate and take reasonable steps to restrict or delete it where required.

17. User Choices and Rights

Subject to applicable law, you may request to:

• Access information held about you;
• Correct inaccurate or incomplete information;
• Delete information that is no longer required;
• Restrict or object to certain uses;
• Withdraw consent;
• Stop promotional communications;
• Receive eligible information in a portable format;
• Request information about international transfers; or
• Object to applicable automated decision-making.

Requests will be handled in accordance with the Nigeria Data Protection Act 2023 and, where applicable, the EU GDPR or UK GDPR.

We may request reasonable proof of identity before completing a request. Certain information may need to be retained where required for legal, accounting, fraud-prevention, or dispute-resolution purposes.

18. Prohibited Use of Data and Materials

Users must not use the website, webinar platform, participant information, or learning materials to:

• Collect personal information without permission;
• Send unsolicited promotions;
• Harass or profile another participant;
• Copy a participant list;
• Record private discussions without authorization;
• Attempt to obtain payment or login credentials;
• Train an unauthorized competing service using protected materials; or
• Carry out unlawful, deceptive, or harmful activity.

A breach may result in restricted access, removal from a session, account suspension, or other appropriate action.

19. Policy Updates

We may update this Data Usage Policy when our services, data practices, technology, or legal requirements change. The revised version will be posted on the website with an updated date. Where a change materially affects how personal information is used, we may provide additional notice or request consent where required.

20. Contact Us

For questions about this Data Usage Policy or to submit a data-related request, contact:

CollabWise Academy
Email: support@collabwiseacademy.com
Address: NO 50, SANI ABACHA ROAD, KARU MARARABA, NASARAWA STATE, NIGERIA