myOlympiad.kz · Legal

Privacy Policy

1. Who We Are

myOlympiad.kz is an academic olympiad organization platform based in Almaty, Kazakhstan. We connect K–12 students with local, national, and international academic competitions, and provide study resources, certification, and delegation support.

Contact: info@myolympiad.kz  ·  Almaty, Republic of Kazakhstan

2. Information We Collect

We collect the following categories of information depending on how you use our platform:

2.1 Information You Provide Directly

• Account registration: Full name, email address, date of birth, city, school name, grade level, and selected role (student, parent, teacher, school).
• Profile information: Subject preferences, competition history, uploaded profile photo.
• Parent/guardian data: Contact name, phone number, and relationship to the student (for users under 18).
• School registration: Official school name, administrator name, contact email, school type, and city.
• Communications: Messages you send us via support forms, email, or the platform’s messaging features.
• Payment data: If applicable, payment information is processed by a third-party provider. We do not store card details on our servers.

2.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URL, pages visited, and time/date of access.
• Device data: Device identifier, screen resolution, and language settings.
• Cookies and tracking: Session cookies, preference cookies, and analytics identifiers. See Section 7 for full cookie details.
• Usage data: Features used, olympiads viewed or registered for, practice problems attempted, time spent on pages.

2.3 Information from Third Parties

• If you register via Google or a school SSO portal, we receive your name, email, and profile picture as shared by that provider.
• Partner organizations (e.g., the Ministry of Education, NIS Network) may share participant data with us for official olympiad administration purposes.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account and provide access to platform features.
• Register you for olympiads and process your competition entries.
• Issue official participation certificates and diplomas.
• Send you transactional emails (registration confirmations, results, deadline reminders).
• Send newsletters and platform updates if you have opted in (you may opt out at any time).
• Personalize your study recommendations and competition suggestions.
• Administer national selection processes and compile delegation lists.
• Improve our platform features, user experience, and content through analytics.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with applicable legal obligations under the laws of the Republic of Kazakhstan.
• Respond to your support requests and communications.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract performance: Processing necessary to provide the services you signed up for.
• Legitimate interests: Platform security, analytics, fraud prevention, and service improvement.
• Consent: Marketing communications and optional cookies. You may withdraw consent at any time.
• Legal obligation: Compliance with Kazakhstan law, Ministry of Education reporting requirements, and official olympiad administration.

5. Sharing Your Information

We do not sell your personal data. We share information only in the following circumstances:

• Official olympiad partners: Your name, grade, school, and competition results may be shared with the Ministry of Education of the Republic of Kazakhstan, IMO Foundation, IPhO Committee, and other official olympiad governing bodies for competition administration and official rankings.
• Your school: If you register via a school code, your registration status and results are visible to your school’s designated administrator.
• Service providers: Third-party vendors who assist with hosting, email delivery, analytics, and payment processing — bound by data processing agreements.
• Legal requirements: When required by Kazakhstani law, a court order, or to protect the rights and safety of our users.
• Business transfer: In the event of a merger or acquisition, user data may be transferred to the new entity under the same privacy commitments.

We never share your data with advertisers or sell it to data brokers.

6. Children’s Privacy

myOlympiad.kz serves students from Grade 5 onward, many of whom are under 18. We take the privacy of minors seriously:

• Students under 18 must provide a parent or guardian email during registration. The parent receives a notification and can review or revoke the account.
• We do not display advertising to users under 18.
• We do not use the data of minors for profiling or marketing purposes.
• Parents may request access to, correction of, or deletion of their child’s data by contacting info@myolympiad.kz.
• Schools registering students in bulk are responsible for obtaining appropriate parental consent under applicable law.

7. Cookies

We use the following types of cookies:

• Essential cookies: Required for the platform to function (login sessions, security tokens). Cannot be disabled.
• Preference cookies: Store your language selection, theme preference, and display settings.
• Analytics cookies: Help us understand how users navigate the platform (e.g., Google Analytics). These are anonymized and can be opted out.
• Marketing cookies: Used only with your explicit consent. Not used for advertising to minors.

You can manage cookie preferences through your browser settings or our cookie consent banner. Withdrawing consent for non-essential cookies will not affect your ability to use core platform features.

8. Data Retention

We retain your data for the following periods:

• Active accounts: Data is retained for as long as your account is active.
• Deleted accounts: Personal data is deleted within 30 days of account deletion, except where legal retention obligations apply.
• Official competition records: Olympiad results, diplomas, and rankings are retained permanently as official academic records.
• Financial records: Payment data is retained for 5 years in compliance with Kazakhstani tax law.
• Support communications: Retained for 2 years.

9. Your Rights

Under applicable law, you have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Correct inaccurate or incomplete information.
• Right to erasure: Request deletion of your data (subject to legal retention requirements).
• Right to restriction: Ask us to limit processing of your data in certain circumstances.
• Right to data portability: Receive your data in a structured, machine-readable format.
• Right to object: Object to processing based on legitimate interests or for marketing purposes.
• Right to withdraw consent: Withdraw any previously given consent at any time without affecting prior processing.

To exercise any of these rights, contact us at info@myolympiad.kz. We will respond within 30 days. Identity verification may be required.

10. Data Security

We implement industry-standard security measures to protect your data:

• All data is transmitted over HTTPS (TLS 1.2 or higher).
• Passwords are stored using bcrypt hashing — never in plain text.
• Servers are hosted in secure, access-controlled environments.
• Access to personal data is limited to staff who need it to perform their duties.
• Regular security audits and vulnerability assessments are conducted.

In the event of a data breach affecting your rights, we will notify affected users within 72 hours of becoming aware, in accordance with applicable law.

11. International Transfers

Our primary servers are located in Kazakhstan. Some service providers (e.g., email delivery, analytics) may process data in other countries. We ensure such transfers are protected by standard contractual clauses or equivalent safeguards. By using our platform, you acknowledge that your data may be transferred internationally as described.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top of this page and, where the changes are significant, notify registered users via email or an in-platform notice. Continued use of the platform after any changes constitutes your acceptance of the updated policy.