Privacy Policy

1. Who we are

This privacy policy describes how The Esimaje Foundation (“we”, “us”) collects, uses, stores, and shares personal information when you use our websites, registration forms, administrative tools, and the Esimaje mentee and family applications that connect to our systems (together, the “Services”).

2. Information we collect

Depending on how you use the Services, we may process:

• Account and contact details — for example name, email address, and credentials you provide when you register, sign in, or apply as a mentor or other role.
• Program and education-related information — such as mentorship records, session notes or summaries where collected, comments, grades or progress information, worksheet responses and uploads, shared files, and event invitations or RSVPs, as entered by authorized users of the program.
• Application information — information you submit through interest or signup forms (for example references, background details, and documents you attach where the form allows it).
• Security and device data — when you use optional passkeys (“WebAuthn”) or sign in from phones and tablets, we may store device labels you choose, technical identifiers our apps send (such as a device identifier from the mobile app), and an optional short fingerprint hash used only to recognise the same device across sessions for your account.
• Technical and usage data — such as IP address, browser type, dates and times of requests, and similar server logs needed to operate and secure the Services.
• Cookies and similar technologies — for example session cookies that keep you signed in to secure areas, and preference cookies where we use them.

3. How we use information

We use personal information to:

• Deliver and administer mentorship and education programs you or your child participate in;
• Authenticate users, prevent fraud, and protect the security of the Services;
• Communicate with you about the program, your account, or support requests;
• Meet legal, safeguarding, or reporting obligations that apply to us;
• Improve reliability and performance of our systems (including aggregated or de-identified analytics where appropriate).

4. Analytics on our public website

On some public pages we may use Microsoft Clarity to help us understand how visitors use our site (for example session replays and heatmaps in production environments). Clarity is operated by Microsoft. For more information, see Microsoft’s privacy statement and Clarity documentation. This does not change your rights below; you may use browser controls or extensions that limit tracking where available.

5. Optional in-app assistant

Where we enable an AI-based help feature inside a client application, your questions or messages you send to that feature may be processed by a third-party AI provider under their terms and privacy policy, in addition to being handled by our systems as needed to provide the feature. Do not submit sensitive information you are not comfortable sharing with those providers.

6. Who we share information with

We share information with service providers who help us host, secure, email, or operate the Services (for example cloud hosting or email delivery), and with professional advisers where required. We may disclose information if the law requires it or to protect the rights, safety, or integrity of participants, staff, or the public.

7. International transfers

Our service providers may process data in countries other than where you live. Where required, we use appropriate safeguards described by applicable law.

8. Retention

We keep information for as long as needed to run the program, meet legal and safeguarding obligations, and resolve disputes. Some records may be kept longer where the law requires a minimum retention period.

9. Security

We use administrative, technical, and organisational measures designed to protect personal information. No method of transmission over the Internet is completely secure; please use strong passwords and protect your devices.

10. Children and families

Our programs may involve minors. Where a parent or guardian creates or manages an account, or where school or program rules apply, we rely on authorised adults and program agreements to ensure appropriate consent and use of children’s information.

11. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or export certain personal information, or to object to or restrict some processing. To make a request, contact us using the details below. We may need to verify your identity before responding.

12. Changes to this policy

We may update this policy from time to time. We will post the updated version on this page and adjust the “Last updated” date below. Please review this page periodically.

13. Contact us

For privacy questions or requests regarding personal information processed through the Services, contact us at theesimajefoundation@gmail.com.

Legal note: This policy is provided for transparency. It is not legal advice. If you are unsure how the law applies to you, consider speaking with a qualified adviser.