Apollo Learning Privacy Policy

Last Updated: January 1, 2026

At Apollo Learning, your privacy is our highest priority. Through our Apollo Whatsapp service, we deliver secure, personalized academic alerts, notifications, and LMS updates via WhatsApp. All processes are automated, with strict controls to ensure no unauthorized access to credentials or academic data. This Privacy Policy explains how we collect, use, protect, and store your information in full compliance with:

  • The Ghana Data Protection Act, 2012 (Act 843)

  • The Cybersecurity Act, 2020 (Act 1038)

  • The Electronic Transactions Act, 2008 (Act 772)

  • International best practices, including GDPR principles

All personal and institutional data is handled lawfully, transparently, and strictly for the purpose of delivering UG Companion services.

Important Disclaimer

Apollo Learning is an independent educational technology provider. We are not affiliated with, endorsed by, or officially connected to the any of the Learning Management Systems we integrate with.

Use of UG Companion is voluntary and based on explicit consent. Users and institutions may withdraw consent at any time, though this will end access to the service.

Information We Collect

We practice data minimization (Act 843, Section 28) and collect only the data strictly necessary to operate UG Companion:

For Students / Individual Users

  • Sakai/Moodle Credentials: Read-only access credentials for automated LMS retrieval (encrypted).

  • Contact Information: WhatsApp phone number to deliver notifications.

  • Name and Email: Used to personalize notifications.

  • Academic Data: Assignments, quizzes, announcements, exam schedules, and venue information.

  • Profile Information: Full name and student ID for personalization.

  • Technical Data: Limited anonymized device and IP metadata for secure delivery.

⚠ We do not collect sensitive personal data (e.g., health, ethnicity, religion).

For Institutions / Schools

  • Institutional WhatsApp Business Accounts and Phone Numbers

  • Templates and Messaging Assets: Templates for assignment reminders, announcements, exam schedules.

  • Administrator Contact Information: Names and emails of authorized staff managing messaging.

  • Usage Analytics: Aggregate, anonymized metrics on delivery and engagement.

This data is used only for institutional messaging purposes and student notifications, with strict access control.

How We Use Your Information

Your data is used solely to deliver UG Companion features:

  • Secure LMS Access: Automated, read-only login to fetch academic updates.

  • Message Summarization: Condense LMS announcements into concise WhatsApp messages.

  • Exam and Assignment Notifications: Send reminders with accurate schedules and venue details.

  • Institutional Messaging Management: Enable schools to send official communications via WhatsApp Business Accounts.

  • Analytics: Aggregate delivery and engagement metrics to improve service and reporting for institutions.

We do not:

  • Modify LMS accounts or submit assignments.

  • Use your data for marketing, profiling, or commercial resale.

  • Share your data with third parties except where legally required.

How We Protect Your Data

  • Encryption: AES-256 for stored credentials; HTTPS/TLS for all transmissions.

  • Automation: Staff do not have direct access to user credentials or academic records.

  • Access Controls: Strict separation of institutional and individual data.

  • Audits: Regular security testing and vulnerability scans.

  • Breach Response: Users and the Ghana Data Protection Commission (DPC) will be notified within 72 hours if a breach occurs (Act 843, Section 32).

Data Storage and Transfers

  • Data is stored securely on Oracle Cloud servers in Johannesburg, South Africa (POPIA compliant).

  • International transfers comply with Act 843, Section 44.

  • Minimal anonymized logs may be retained for up to 6 months for security and legal compliance.

  • Retention for active institutional clients is continuous; student data retention is tied to active subscription or enrollment.

Data Retention and Deletion

  • Users or institutions may request deletion of personal data at any time via [email protected].

  • All personal and institutional data will be permanently erased within 24 hours.

  • Logs are anonymized; no personal or identifiable information is retained beyond 6 months.

Your Rights

Under Act 843 (Sections 35–39), all users and institutions have the right to:

  • Access personal and institutional data held by Apollo Learning.

  • Request correction of inaccurate information.

  • Request deletion or restriction of processing.

  • Withdraw consent at any time.

  • Lodge complaints with the Ghana Data Protection Commission (DPC).

Requests are handled within 30 days.

Use of AI

  • AI is used only for summarization of messages and content.

  • AI processing is fully secure and never shares data with third-party AI providers.

  • AI is not used for profiling, scoring, or affecting academic outcomes.

Legal Compliance

Apollo Learning complies with:

  • Ghana Data Protection Act, 2012 (Act 843)

  • Cybersecurity Act, 2020 (Act 1038)

  • Electronic Transactions Act, 2008 (Act 772)

Apollo Learning is registered as a Data Controller under Act 843, responsible for both individual and institutional Platform Data.

Consent

By using UG Companion:

  • Students provide Sakai credentials voluntarily for automated, read-only access.

  • Students and institutions consent to receiving educational and operational messages via WhatsApp.

  • Users and institutions acknowledge the Privacy Policy and associated risks.

  • Users must be 18+ or have verified parental/guardian consent.

Updates to This Policy

Changes may occur periodically; the last updated date reflects the latest revision.
Material changes will be communicated via WhatsApp or email to users and institutions.

Contact Us

Apollo Learning is committed to protecting both individual and institutional data while delivering a safe, transparent, and reliable Apollo experience.