Academy participant privacy notice

Controller and contact

Terra Vita Global B.V., Noordzijdsedijk 27, 3194 TA Hoogvliet Rotterdam, the Netherlands, KvK 98856332. Privacy or participant-rights requests may be sent through Academy support or to t.vanderwalt@terravita-global.com.

Data categories

• Participant identity and cohort data: name, email, organisation, role, language and cohort reference.
• Account and security data: status, credential issuance and expiry, login and session events, support requests and security actions.
• Learning records: module and simulation activity, selected answers, scores, practice signals, workbook or knowledge-check submissions, feedback and coaching notes.
• Governance records: notice acknowledgement, administrator review, certificate issue, correction, reissue, revocation and public-safe verification fields.
• TV-AI interaction data: the question, chosen language, recent conversation context and current Academy route when a participant voluntarily uses TV-AI. These messages are not written into progress, assessment or certificate records by the Academy function.

Purposes and legal bases

Data is used to provide and secure Academy access, deliver training, give feedback, administer cohorts, respond to support requests, review completion, issue and verify certificates, prevent misuse and meet applicable legal obligations. Depending on the enrolment route, processing is based on performance of a contract or steps requested before a contract, Terra Vita’s documented legitimate interests in secure and accountable training administration, and legal obligations where applicable. Optional marketing requires a separate choice.

Recipients and providers

Access is limited to the participant, authorised Terra Vita Academy administrators and, where agreed, authorised representatives of the contracting institution. Hosting, database, email and AI service providers may process data under the configured service arrangement. Cohort reporting scope must be agreed before launch.

International transfers

Where a provider processes personal data outside the European Economic Area, Terra Vita or the contracting controller must document the relevant transfer basis and safeguards before that processing is enabled for the cohort.

Retention

An institution-specific schedule may be agreed. If none is agreed, operational participant and learning records are reviewed for deletion or anonymisation 24 months after cohort close; access and security events are reviewed after 12 months; support enquiries are reviewed after 12 months; and bounded certificate-registry data is retained while public verification remains required, subject to correction, revocation and applicable legal obligations.

Automated support and human decisions

Automated scoring and TV-AI provide formative learning support only. They do not make a legal or similarly significant decision. Certificate issue, correction and revocation require an authorised human administrator.

Participant rights

Subject to applicable law, participants may request access, correction, deletion, restriction, portability or objection, and may withdraw consent where consent is the basis used. Identity may be verified before a request is completed. Participants may also complain to the Dutch Data Protection Authority or another competent supervisory authority.

Security and incidents

Terra Vita uses role separation, hashed access codes, signed time-limited sessions, no-store controls for private routes and controlled certificate verification. No online service can promise absolute security. Suspected unauthorised access or disclosure should be reported through Academy support without including credentials in the message.