Privacy Policy
Last Updated: 10 June 2025 · Effective Date: 10 June 2025
Vectra Grove ("we", "us", "our") operates an online school for AI development based at 92 Jalan Abdullah Tahir, 80300 Johor Bahru, Johor, Malaysia. This Privacy Policy describes how we collect, use, store, and protect personal data submitted through our website and programme enrolment processes. It applies to individuals in Malaysia and to participants from other jurisdictions where our programmes are accessed.
1. Data Controller
Vectra Grove is the data controller for personal information collected through this website. Contact regarding data matters: [email protected].
2. What Personal Data We Collect
We collect personal data in the following contexts:
- Contact form submissions: name, email address, phone number (optional), message content.
- Programme enquiries: name, email, background information you choose to share.
- Programme participation: submitted work (lab logs, reproduction reports, operational reviews), assessment feedback, attendance records for contact sessions.
- Institutional partnerships: name and role of the institution's designated contacts, curriculum audit inputs, cohort anonymised aggregate data.
- Website analytics: page views, session data, browser type (collected via analytics cookies where consent is given).
3. Legal Basis for Processing
- Consent: for marketing communications and non-essential cookies.
- Contractual necessity: to deliver programme services once enrolled.
- Legitimate interest: responding to enquiries and improving our programmes.
- Legal obligation: where required by Malaysian law (including the Personal Data Protection Act 2010).
4. How We Use Your Data
- Responding to enquiries and providing programme information.
- Delivering programme content and facilitating sessions.
- Reviewing submitted assessment work and providing feedback.
- Preparing cohort performance reports for institutional partners.
- Improving programme content and curriculum.
- Sending administrative communications relating to your enrolment.
We do not share personal data with third parties for their marketing purposes. We do not sell personal data.
5. Data Retention
Contact form data is retained for up to 24 months from the date of submission. Programme participation records (submitted assessments, feedback) are retained for up to three years. Institutional partner records are retained for the duration of the partnership and two years thereafter. Analytics data is retained for up to 14 months.
6. Third-Party Services
We may use the following third-party services, each with their own privacy practices:
- Google Analytics (website usage analysis, where consent is given)
- Video conferencing services for programme sessions (participants are informed which platform is used)
- Email service providers for administrative communications
7. Cookies
We use cookies as described in our Cookie Policy. Essential cookies are necessary for the website to function. Analytics and preference cookies are only placed where you have given consent via the cookie banner.
8. Data Security
We use HTTPS for all data transmission. Access to personal data is restricted to Vectra Grove staff and facilitators who need it for programme delivery. We maintain a process for notifying affected individuals in the event of a data breach where required by law.
9. Your Rights
Under the Personal Data Protection Act 2010 (Malaysia), you have the right to:
- Access personal data we hold about you.
- Request correction of inaccurate personal data.
- Withdraw consent to processing where consent is the basis.
- Request that we cease processing your data for direct marketing purposes.
- Lodge a complaint with the Department of Personal Data Protection Malaysia.
To exercise any of these rights, contact us at [email protected]. We will respond within 21 days.
10. Children's Privacy
Our programmes are designed for adults. We do not knowingly collect personal data from persons under 18. If you believe a minor has submitted data through our site, please contact us and we will remove it.
11. Third-Party Links
Our website may link to external resources, including research papers and industry framework documentation. We are not responsible for the privacy practices of those external sites.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last Updated" date at the top reflects the most recent revision. Significant changes will be notified to enrolled participants by email.
13. Contact
For any privacy-related enquiry: [email protected]
Vectra Grove, 92 Jalan Abdullah Tahir, 80300 Johor Bahru, Johor, Malaysia.