Last updated: 9 November 2026
At Academexa we look after information about the academies that use our portal, their staff, their students and anyone who visits our website. This policy explains what we collect, why, who we share it with, how long we keep it and the rights you have.
It covers our website at academexa.com and the Academexa portal, including the branded portals we run for each academy. Please read it alongside our Terms of Service.
Who we are
Academexa LTD, a company registered in England and Wales under company number 17271698, with its registered office at 4 Cornhouse Buildings, Claydons Lane, Rayleigh, Essex, SS6 7UP. When we say “we”, “us” or “our”, we mean Academexa LTD.
If you are a student
You have probably arrived here from your academy’s portal. In short:
- Your academy is in charge of your information. They decide what is collected about you and why. We run the portal for them and only use your information to provide it.
- Your academy is usually the quickest place to ask. If you want to see, correct or delete your information, start with them.
- You can also come to us. Email info@academexa.com. We will check it is really you, usually by confirming the email on your account and one other detail, and reply within one month.
- Your information is hosted in the UK.
- We never sell your information.
What we collect
| When | What we collect |
|---|---|
| You enquire or book a walkthrough | Your name, email, phone number, academy name and anything you tell us in your message |
| You create an academy account | Your name, email, phone number, academy name and address, login details, and the name, role and email of each team member you invite |
| You pay for a plan | Billing contact details, your plan and payment history. Card details go straight to our payment provider, Stripe, and we never store them |
| The portal is used | Login records, IP address, device and browser details, pages viewed and actions taken, including the audit log your academy can see |
| You contact support | Your messages and any files you send |
| You visit academexa.com | The information set out under Cookies below |
Information we hold for academies about their students
We hold this on behalf of each academy and only use it to run their portal:
- name, email address and any contact details the academy adds
- login and access records
- courses, progress through each course, and certificates issued
- assessments, quizzes, assignments, practical evidence and photos the student uploads
- tutor feedback, outcomes, IQA and EQA sign offs
- practical bookings on the academy’s calendar
- payment and balance records the academy keeps for its own courses
- posts, comments and reactions in the academy’s community feed, where the academy has it switched on
Consent forms, health details and client photos
Consent forms in the portal can hold extra sensitive information, and we treat it with extra care.
When a student completes a consent form for a practical treatment, it can include the client’s name, medical history, contraindications, medication, treatment notes, face map markings and before and after photos. UK data protection law treats health information as special category data.
- The academy is responsible for it. The academy decides to collect it, chooses its lawful basis and the extra condition the law needs for health data, usually the client’s explicit consent, and tells clients how their information is used.
- We only process it on the academy’s instructions. We store it, show it to the people the academy gives access to, and produce PDFs when asked. We never use it for anything else.
- Access is limited. Only the student who submitted the form and the academy’s authorised staff, such as tutors, assessors, IQAs and EQAs, can see it.
- Clients are not our users. If you are a client whose details appear on a consent form, please contact the academy that treated you. We will pass any request we receive straight to them.
Why we use it
| What we use it for | Our lawful basis |
|---|---|
| Running the portal and your academy account | Contract |
| Taking payment and managing your plan | Contract |
| Providing support | Contract |
| Keeping the portal secure and looking into misuse | Legitimate interests |
| Understanding how the portal is used so we can improve it | Legitimate interests |
| Writing course content you have asked us to write | Contract |
| Keeping accounting and tax records | Legal obligation |
| Sending marketing emails | Consent |
Where we rely on legitimate interests, our interest is in running, protecting and improving a service you have chosen to use. You can object at any time.
For student information and consent forms, we act on each academy’s instructions. The academy is responsible for having a lawful basis, and for health details, an extra condition such as explicit consent.
Marketing
We only send marketing emails if you have opted in, for example through the newsletter sign up on our website. Every email has an unsubscribe link, or you can email us. Unsubscribing does not stop the service emails we need to send about your account, billing or the portal. We never send marketing to students on behalf of Academexa.
Who we share it with
We never sell personal information.
We use a small number of trusted providers to run Academexa. They only handle information on our instructions and for the purposes we set:
- hosting, database and secure file storage, in the UK
- email delivery
- payment processing (Stripe)
- our website and online shop, which runs on Shopify
- website analytics, if you accept analytics cookies
Academies can ask for our current list of providers at any time.
Advertisements. Academies can show banners in their portal that link to their own shop or offers. Clicking one takes you to that website. We do not share student information with those websites, and their own privacy policies apply once you are there.
We may also share information where the law requires it, with professional advisers such as our accountants and solicitors, or with a buyer if our business is ever sold, who would have to protect it in the same way.
Where it is held
The portal and all student information, including consent forms, photos and backups, are hosted in the United Kingdom.
Some of our providers may handle limited information outside the UK, for example to deliver emails or provide technical support. When that happens, we make sure a safeguard recognised by UK data protection law is in place, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
| Information | How long we keep it |
|---|---|
| Academy account and plan records | While the account is open, then 90 days in archive |
| Student information, including consent forms and photos | While the academy’s account is open, then 90 days in archive |
| Billing and accounting records | 6 years, as tax law requires |
| Support messages | 2 years from the last message |
| Enquiries that don’t become accounts | 12 months |
| Marketing consent records | Until you unsubscribe, then 2 years |
When an academy’s plan ends, their portal and their students’ access close the same day. We keep everything in archive for 90 days so the academy can download what it needs or come back. After that it is permanently deleted and cannot be recovered. Academies should download any records they must keep for their awarding body before then.
Cookies
Our website uses cookies. Essential cookies keep the site working and can’t be switched off. Analytics and marketing cookies are only set if you accept them in our cookie banner, and you can change your choice at any time.
Keeping it safe
Information is encrypted while it travels and while it is stored. Access is limited to people who need it, every admin action in the portal is recorded in an audit log, and we review our security regularly. If something ever goes wrong with student information, we tell the academy affected without delay.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your information
- correct it
- delete it
- limit or stop how we use it
- send it to you in a format you can take elsewhere
- stop using it where you gave consent
Email info@academexa.com. We will check it is you before we act, and reply within one month. Students and clients can also go to their academy, which is usually quickest.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. If a change is significant, we will email academy account holders. The date at the top shows when it was last updated.
Contact us
Email: info@academexa.com
Website: academexa.com
Address: Academexa LTD, 4 Cornhouse Buildings, Claydons Lane, Rayleigh, Essex, SS6 7UP
Academexa LTD is registered in England and Wales, company number 17271698.