Privacy Policy

This Privacy Policy explains how OK Advice Learning collects, uses, stores, and protects personal information.

OK Advice Learning is operated from New Zealand by Outsourced Key Advice Limited, trading as OK Advice Ltd.

This policy should be read together with our Terms and Course Access page.

1. Privacy law

We are a New Zealand-based business and aim to handle personal information in accordance with New Zealand’s Privacy Act 2020.

The Privacy Act 2020 sets principles for how organisations collect, store, use, and share personal information. It also provides rights for individuals to access personal information held about them and to request correction where appropriate.

2. Personal information we may collect

We may collect personal information when you visit the website, create an account, enrol in a course, purchase course access, complete learning activities, contact us, or otherwise use OK Advice Learning.

The personal information we collect may include:

  • your name;
  • email address;
  • username and account details;
  • country, region, or billing location;
  • business or organisation name, where relevant;
  • course enrolments;
  • course progress and completion records;
  • quiz attempts, grades, and assessment records;
  • certificates or completion evidence;
  • messages, support requests, or enquiry details;
  • payment, invoice, or transaction references;
  • technical information such as IP address, browser type, device information, and login activity.

2.1. Sensitive personal information

OK Advice Learning does not intentionally collect sensitive personal information such as health information, ethnicity, religion, political opinions, trade union membership, biometric identification information, or information about a person’s sex life or sexual orientation.

Users should not submit sensitive personal information through the platform unless it is specifically requested and necessary for a stated purpose.

3. How we collect information

We may collect information directly from you when you enter it into the learning platform, registration forms, enrolment forms, payment forms, contact forms, or emails.

We may also collect information automatically through the OK Advice Learning platform and related systems when you log in, access course material, attempt quizzes, complete activities, or interact with the platform.

Payment-related information may be collected or processed through third-party payment, invoicing, or accounting providers. Card payments are processed by Stripe or another approved payment provider. Full credit card details are processed by the payment provider and are not stored directly on the OK Advice Learning platform.

4. Why we collect and use personal information

We collect and use personal information for purposes connected with operating OK Advice Learning and providing training services.

These purposes may include:

  • creating and managing learner accounts;
  • providing access to courses and learning material;
  • recording course progress, quiz attempts, grades, and completion status;
  • issuing certificates or completion records;
  • processing payments, invoices, refunds, and enrolments;
  • communicating with learners about course access, support, updates, or administration;
  • responding to enquiries and support requests;
  • maintaining platform security and preventing misuse;
  • improving course content, platform usability, and learner experience;
  • meeting business, tax, accounting, legal, and record-keeping obligations.

5. Course progress, grades, and completion records

The OK Advice Learning platform records learner activity, including course access, activity completion, quiz attempts, grades, and completion status.

We use this information to provide course access, support learning, manage completion records, issue certificates where applicable, and maintain accurate training records.

If a business or organisation arranges enrolment for multiple learners, we may provide reasonable enrolment or completion information to that business or organisation where this has been agreed or is necessary for administering the training arrangement.

If a business, employer, school, training provider, or other organisation arranges, pays for, or manages a learner’s enrolment, we may provide that organisation with relevant information about the learner’s enrolment, course access, progress, participation, assessment outcomes, grades, completion status, and certificate issue. This is because the training service is being provided as part of that organisation’s training arrangement.

Where a learner enrols and pays individually, we will not provide their learner records, grades, assessment results, or completion details to an employer or other third party unless the learner has requested or authorised that disclosure, or unless we are otherwise legally permitted or required to do so.

Course forum posts, class discussion contributions, tutor responses, and other course participation records may form part of the learning and assessment record where they relate to course participation, assessment, feedback, completion, or learner support.

We may verify a learner’s course completion to a third party only where the learner has requested or authorised that verification, where the training was arranged by a business or organisation and reporting has been agreed, or where we are otherwise legally permitted or required to do so.

6. Payments and financial information

Payment and invoicing information may be used to process purchases, confirm enrolments, manage refunds, meet tax obligations, and maintain business records.

Payments may be handled through Stripe or another third-party payment or invoicing provider. Those providers may collect and process payment information according to their own privacy and security processes.

Full credit card details are processed by our payment provider and are not stored directly on the OK Advice Learning platform.

7. Cookies and technical information

OK Advice Learning may use cookies or similar technologies that are necessary for login, session management, security, and normal platform operation.

Technical information such as IP address, browser type, device information, and login activity may be recorded for security, troubleshooting, analytics, and platform administration.

8. Sharing personal information

We do not sell personal information.

We do not provide learner records, grades, course progress, assessment results, certificate details, forum posts, or account information to unrelated third parties for marketing, advertising, mailing lists, lead generation, or commercial resale.

We may share personal information only where reasonably necessary for operating the learning platform, providing training services, processing payments, maintaining business records, protecting platform security, responding to support requests, or meeting legal obligations.

This may include sharing relevant information with:

  • hosting, software, and technical service providers;
  • payment, invoicing, or accounting providers;
  • email and communication service providers;
  • professional advisers such as accountants, lawyers, or IT support providers;
  • government, regulatory, or law enforcement bodies where required or permitted by law;
  • a learner’s business, employer, school, training provider, or other organisation, where that organisation has arranged, paid for, or manages the learner’s training, and the information is reasonably related to enrolment, progress, assessment, completion, certification, reporting, or administration of that training;

Where training is arranged or paid for by a business, employer, school, training provider, or other organisation, learner reporting may include enrolment status, course progress, participation, assessment outcomes, grades, completion status, and certificate issue. Where a learner purchases course access individually, we will only disclose learner records to a third party where the learner has requested or authorised the disclosure, or where disclosure is otherwise legally permitted or required.

We may verify a learner’s course completion to a third party only where the learner has requested or authorised that verification, where the training was arranged by a business or organisation and reporting has been agreed, or where we are otherwise legally permitted or required to do so.

9. Storage and security

We take reasonable steps to protect personal information from loss, unauthorised access, misuse, disclosure, or alteration.

Security measures may include user authentication, access controls, backups, software updates, server security, and limiting access to personal information to those who need it for legitimate business or support purposes.

No online system can be guaranteed to be completely secure. Learners are responsible for keeping their login details confidential and notifying us if they believe their account has been compromised.

10. Overseas access and service providers

Some third-party services used to operate OK Advice Learning may store or process information outside New Zealand.

Where we use overseas service providers, we aim to use reputable providers and reasonable safeguards appropriate to the nature of the information and the service being provided.

11. How long we keep information

We keep personal information only for as long as it is reasonably required for the purposes described in this Privacy Policy, or for another lawful purpose for which the information may be used.

Different types of information may be kept for different periods, depending on the reason it is held.

  • Course access and account records may be retained while your account is active and for a reasonable period after your last login or account activity.
  • Training, assessment, and completion records may be retained for an extended period. This may include enrolment records, quiz attempts, grades, course completion, certificate issue, assessment-related forum posts, tutor feedback, and related training history.
  • Completion and certificate records may be retained for up to 25 years after course completion or last course activity, so that learners can access or verify previous training, request certificate reissue, or authorise OK Advice Learning to confirm completion to a third party.
  • Business, payment, invoice, refund, and transaction records may be retained for as long as required for accounting, tax, audit, dispute-resolution, and business administration purposes.
  • Technical, security, and platform logs are generally retained for a shorter period, unless they are required for troubleshooting, platform security, investigation, dispute resolution, or legal purposes.
  • Support enquiries and correspondence may be retained for a reasonable period after the matter is closed, particularly where the information may be needed to respond to follow-up enquiries, complaints, or disputes.

We may delete, anonymise, or securely dispose of personal information when it is no longer reasonably required for a lawful purpose.

Where a user asks us to delete personal information, we will consider the request in accordance with the Privacy Act 2020. Some information may need to be retained where it is still required for a lawful purpose, including course completion verification, certificate reissue, accounting records, platform security, dispute resolution, or legal obligations.

12. Accessing and correcting your information

You may request access to personal information we hold about you.

You may also ask us to correct personal information if you believe it is inaccurate, incomplete, or out of date.

We may need to verify your identity before providing access to information or making changes to account records.

13. Marketing and communications

We may send administrative messages about your account, enrolment, course access, platform changes, support issues, or important service information.

We may also send course-related or promotional communications where appropriate. You may unsubscribe from promotional communications where an unsubscribe option is provided.

Some administrative or transactional messages may still be necessary even if you opt out of promotional communications.

14. Children and young learners

OK Advice Learning is intended for professional, vocational, and adult learning contexts.

If a learner is under the age of 18, enrolment should be arranged with appropriate parent, guardian, employer, school, or training-provider involvement where required.

15. Privacy breaches

If we become aware of a privacy breach, we will take reasonable steps to assess and manage the breach.

Where required by New Zealand privacy law, we will notify affected individuals and/or the Office of the Privacy Commissioner.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The current version will be made available on this website.

Where changes are significant and may affect current learners, we will take reasonable steps to communicate those changes.

17. Contact

Questions about this Privacy Policy, or requests to access or correct personal information, should be directed to OK Advice Learning / OK Advice Ltd using the contact details provided on this website.