Learner Records and Data Access

This text is a draft for review by counsel before launch.

What this page is

Every learner at aali has a record that holds what is needed to run their study. This page explains what is in the record, who can see it, and how you can see, correct and share it. It adds to the privacy notice and does not replace it.

What is in your record

Identity details: your name as you want it on a certificate, your email and your country.
Enrolment: courses and programmes, start dates, and any deferral or withdrawal.
Study: progress, attendance, submitted work, grades and teachers' comments.
Completion: the status of each course and programme, and the certificates issued with their verification codes.
Requests: exception, accommodation and appeal requests and their decisions, kept with extra care.
Payment: receipts and refunds, without card details.

Who can see it

You, at any time from your account.
Teachers and the programme team, only as far as they need it to teach and support you.
The support and verification team, to solve your problems or check your certificate.
Your employer or sponsor, only for what you agreed to in writing.
Your cohort, who see only what you posted.

No outside party sees your record without your consent, except where the law requires it or a competent authority asks in writing and we have checked the request.

Seeing and copying your record

You can view your record from your account page. If you want a full downloadable copy, ask through the contact page and we will send it after checking your identity, within a reasonable time [reply time: to be confirmed]. The first copy is free.

Access by our staff

Our staff open records only through tools that log who opened what and when. We review these logs, and anyone who looks at a record without a work need faces disciplinary action. We tell you if we learn that your record was shown to someone not entitled to see it.

Correcting your record

If you find a mistake in your name, details or completion status, write to us with what should change and attach proof. We correct factual errors promptly. Grades and academic decisions are reviewed under the appeals policy rather than corrected directly. If your name on a certificate changes, we issue a new one and mark the old one as replaced.

Sharing your record with an employer or others

You can ask for an enrolment letter or a completion letter and give it to whomever you wish. If you want us to send your details to a particular body, tell us its name, what to send and for how long it may use it. You can withdraw your permission later, but we cannot take back what was sent before.

Accommodation and sensitive requests

Accommodation requests and the papers that come with them are kept in a file apart from your study record, seen only by those who arrange the support for you. The study record shows only what is needed to carry it out, such as extra time, without the reason. Notes on conduct cases are kept in the same way.

Recordings of live sessions

Some live sessions may be recorded for those who missed them. We will tell you before they start, and your voice or image may appear in the recording if you take part. Recordings are kept for your cohort only and deleted a set time after the course ends [period: to be confirmed]. If you prefer not to appear, use the chat instead of audio and video.

Requests from other people

We do not show your record to relatives, colleagues, lawyers or anyone else merely because they ask, even if they say they act for you. A written authorisation from you is needed, and we check it.

Adding your own statement

If you disagree with a decision in your record, such as a grade or a conduct decision, you can add a short statement of your view. It is kept and shown with the decision whenever an authorised person sees it. A statement does not change the decision itself; the appeals policy is the way to challenge it.

Organisation teams

When you study in a team that your organisation enrols, the team leader may see combined statistics on progress and completion, and sees your individual details if you agreed. In no case does the leader see your grades, your work or your messages.

Checking a certificate

The verification page lets anyone who holds a certificate's code confirm that aali issued it and that it is valid. The page shows only your name, the course or programme and the date of issue, never your grades.

Keeping and deleting

We keep your record while your account is open, and after it closes we keep the minimum: what is needed to verify your certificates and the payment records the law requires [period: to be confirmed]. We delete the rest or make it anonymous.

If you disagree

If you are not happy with what we did about your request, write to us and we will review it. You may also complain to the competent data protection authority. Contact: [contact email: to be confirmed] or the contact page.