This Privacy Policy explains how CyOku collects, uses, stores and protects personal data. CyOku does not use language preference cookies; anonymous visitors use browser language settings by default.
1. Who we are
CyOku is operated by CyberQuality LTD.
Business name: CyberQuality LTD
Trading name: CyOku
Website: cyoku.com
Contact email: support@cyoku.com
Company number: 15245001
For data protection purposes, CyberQuality LTD is the controller of personal data processed through CyOku, unless we clearly state otherwise.
2. What personal data we collect
We may collect and process the following categories of personal data:
- Account data: name, email address, username, password hash, role, registration date and account status.
- Profile data: profile information you choose to provide, such as learning preferences or course interests.
- Course data: courses purchased, courses accessed, progress, quiz answers, mock exam results, certificates, reports and learning activity.
- Payment data: purchase history, payment status, transaction references, invoices, refunds and payment provider references. We do not store full card details on our own servers.
- Communication data: messages, support requests, email communications and feedback.
- Technical data: IP address, browser type, device type, operating system, logs, security events and access times.
- AI interaction data: questions, prompts, answers, learning requests, AI tutor conversations and related context where you use AI Features.
- Instructor data: instructor profile, uploaded courses, sales records, payment records and related communications.
3. Children’s data
CyOku may be used by children and young people for education. Children’s personal data requires particular care.
If a user is under 13, the account should be created or approved by a parent or legal guardian. If a user is under 18, they should use CyOku with the knowledge and permission of a parent or legal guardian.
We aim to collect only the personal data needed to provide education, account access, security, payments, support and learning features.
Parents or guardians can contact us at support@cyoku.com to ask about a child’s account, request correction, request deletion, or raise a privacy concern.
4. How we collect personal data
We collect personal data when:
- you create an account;
- you register for or buy a course;
- you use lessons, quizzes, mock exams or learning tools;
- you use AI Features;
- you contact us for support;
- you upload content as an instructor;
- our systems automatically create logs for security, debugging and platform operation;
- payment providers send us payment confirmation or transaction status.
5. Why we use personal data
We use personal data for the following purposes:
- to create and manage user accounts;
- to provide access to courses and learning materials;
- to track learning progress and exam results;
- to provide AI-supported learning features when selected by the user;
- to process payments, refunds and invoices;
- to provide customer support;
- to send important service emails, such as verification, password reset, purchase confirmation and account notices;
- to secure the platform and prevent fraud, abuse, attacks and unauthorised access;
- to debug errors and improve reliability;
- to comply with legal, tax, accounting and regulatory obligations;
- to protect our legal rights and the rights of users, instructors and third parties.
6. Our lawful bases
We rely on different lawful bases depending on the purpose:
- Contract: to provide your account, courses, purchases, learning features and support.
- Legitimate interests: to secure the platform, prevent fraud, improve services, manage business records and protect legal rights.
- Legal obligation: to comply with tax, accounting, regulatory, consumer protection or lawful authority requirements.
- Consent: where we specifically ask for consent, such as optional features or certain children’s data situations where consent is required.
7. AI features and third-party AI providers
CyOku may use third-party AI providers to deliver AI Features. AI Features are optional and depend on user needs and selected functionality.
When you use AI Features, your prompt, question, learning context and related information may be sent to a third-party AI provider so the provider can generate a response.
You should not enter unnecessary sensitive personal information into AI Features. This includes health details, financial details, passwords, private family information, identity documents, or anything you would not want processed by an external provider.
We use AI Features to support learning, explanation and study guidance. We do not use AI Features as a replacement for professional legal, medical, financial, safeguarding or emergency advice.
8. AWS and cloud services
CyOku uses Amazon Web Services and related AWS services for hosting, storage, database, email, processing, security, media handling and platform infrastructure.
Personal data may be stored and processed using AWS infrastructure. We use cloud services to operate CyOku securely and reliably.
Depending on the AWS services, configuration and region used, personal data may be processed in the UK, the European Economic Area or other locations protected by appropriate safeguards.
9. Payment providers
If you make a payment, your payment may be processed by a third-party payment provider such as Stripe or another provider shown at checkout.
We receive payment status, transaction references and purchase information. We do not store full card numbers or full card security codes on our own servers.
Payment providers process your payment data under their own terms and privacy notices.
10. Service emails
We may send service emails that are necessary for the operation of CyOku. These may include:
- email verification;
- password reset;
- purchase confirmation;
- course access information;
- security alerts;
- important account or legal notices.
These are not marketing emails.
11. Marketing
We will not send marketing emails unless we have a lawful basis to do so. Where consent is required, we will ask for consent.
You can unsubscribe from marketing emails at any time by using the unsubscribe link or contacting us. You may still receive service emails that are necessary for your account or purchases.
12. Cookies
CyOku uses only strictly necessary cookies and similar browser storage needed to keep the service secure and working. These may include login session cookies and CSRF/security cookies used by Spring Security to protect forms and accounts.
We do not use a cookie to remember language preference. Anonymous visitors use their browser language where supported. Logged-in users can choose their language in account settings, and that preference is stored in their account rather than in a language cookie.
We do not currently use analytics, advertising or marketing cookies. If we introduce non-essential cookies in the future, we will update this policy and, where required, ask for consent before using them.
13. Who we share personal data with
We may share personal data with:
- AWS and cloud infrastructure providers;
- payment providers;
- email delivery providers;
- AI providers, only where AI Features are used;
- instructors, where needed to provide courses or support learning;
- professional advisers, such as accountants, lawyers or insurers;
- law enforcement, courts, regulators or authorities where required by law;
- buyers or investors if our business is sold, merged or restructured, subject to appropriate safeguards.
We do not sell personal data.
14. International transfers
Some third-party providers may process personal data outside the United Kingdom. Where this happens, we aim to use appropriate safeguards required by data protection law, such as adequacy regulations, approved contractual safeguards or equivalent protection mechanisms.
15. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.
Typical retention periods are:
- Account data: while your account is active and for a reasonable period after closure.
- Course and learning records: while needed to provide access, progress tracking, certificates, reports and support.
- Payment and invoice records: normally up to 6 years for tax, accounting and legal purposes.
- Security logs: for a limited period needed for security, debugging and fraud prevention.
- Support messages: while needed to handle the request and for a reasonable period afterwards.
- AI interaction data: for as long as needed to provide the AI Feature, maintain safety, investigate abuse, improve reliability or comply with legal obligations.
We may keep data longer where required for legal claims, fraud prevention, safeguarding, tax, accounting or regulatory reasons.
16. Security
We use reasonable technical and organisational measures to protect personal data. These may include access controls, encryption where appropriate, cloud security tools, logging, monitoring and restricted administrative access.
No online service can be guaranteed to be completely secure. You are responsible for keeping your password confidential and telling us promptly if you believe your account has been compromised.
17. Your data protection rights
Depending on your situation and applicable law, you may have the right to:
- access your personal data;
- correct inaccurate personal data;
- request deletion of personal data;
- request restriction of processing;
- object to certain processing;
- request data portability;
- withdraw consent where processing is based on consent;
- complain to the Information Commissioner’s Office.
These rights are not always absolute. We may need to keep some information where required by law, contract, security, fraud prevention, safeguarding or legal claims.
18. How to make a privacy request
To make a privacy request, contact us at:
Email: support@cyoku.com
We may need to verify your identity before responding to a request.
19. Complaints
If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office.
ICO website: https://ico.org.uk
20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. If we make important changes, we will take reasonable steps to notify users, such as by website notice, account notice or email.
21. Contact us
If you have questions about this Privacy Policy, contact us:
Email: support@cyoku.com
Website: cyoku.com