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Privacy Policy

Last updated: December 26, 2025

At e‑pencil / Asā Hithena Science, we are committed to protecting the privacy and security of our learners. This Privacy Policy explains how we collect, use, and safeguard your information when you visit or use our learning platform. By using our website or LMS, you consent to the practices described in this policy.

Information We Collect

When you use our website or LMS, we may collect the following types of information:

Personal Identification Information

Information you provide during registration, enrollment, or account creation, such as:

  • Name and contact information (email address, phone number).
  • Student ID or identification number.
  • Profile picture (if uploaded).
  • Address and location information (for physical materials or communication).
  • Educational background and learning preferences.

Payment and Billing Information

Information needed to process payments and manage enrollments, including:

  • Payment method details (e.g., card type, masked card number).
  • Billing address and transaction history.
  • Payment receipts and invoice references.

Note: Payments are processed securely by trusted third‑party processors. We do not store your full card details on our servers.

Learning and Usage Information

Data generated while using our LMS, such as:

  • Course enrollment and completion status.
  • Video watch progress and attendance tracking.
  • Quiz and exam scores, assignments, and performance metrics.
  • Certificates earned and progress reports.
  • Time spent on lessons and platform usage patterns.

Browsing Information

Technical information collected automatically via cookies and similar technologies, including:

  • IP address, device type, and browser information.
  • Operating system and language settings.
  • Pages viewed, buttons clicked, and time spent on each page.
  • Referring website or campaign links.

How We Use Your Information

We use the information we collect to:

  • Process enrollments and manage your classes and LMS access.
  • Communicate about schedules, course updates, and important announcements.
  • Provide technical support and respond to your questions.
  • Personalize your learning journey and recommend suitable courses.
  • Track progress, generate reports, and issue certificates.
  • Improve our website, LMS, and teaching based on usage analytics.
  • Send newsletters or promotions when you have given consent.
  • Prevent fraud, misuse, or unauthorized access to the platform.
  • Comply with legal requirements and enforce our terms and policies.

Information Sharing

We do not sell or rent your personal data. We may share information only in these situations:

Trusted Service Providers

With third‑party partners who help us run our services, such as:

  • Payment gateways and banks.
  • Cloud hosting and LMS infrastructure providers.
  • Email and SMS service providers.
  • Analytics tools to understand usage and improve the platform.
  • Delivery partners (if physical materials are sent).

These partners are required to protect your data and use it only for the purposes we specify.

Legal Requirements

When required by law or to protect rights, we may share information in response to:

  • Court orders, subpoenas, or lawful requests by authorities.
  • Investigations into suspected fraud or illegal activity.
  • Situations involving safety of students, staff, or the public.

Business Transfers

If our business is merged, acquired, or restructured, your information may be transferred to the new entity under the same privacy protections described here.

Data Security

We use industry‑standard measures to protect your information from unauthorized access, loss, or misuse, including:

  • Encrypted connections (SSL/TLS) for data in transit.
  • Secure storage and backups for important data.
  • Access controls and authentication for staff and systems.
  • Regular monitoring and basic security reviews.
  • Staff awareness on privacy and data protection practices.

No system can be 100% secure, so we also encourage you to use strong passwords and keep your login details private.

Cookies and Tracking

We use cookies and similar technologies to keep you logged in, remember preferences, and understand how students use the site. These may include:

  • Essential cookies for login, security, and basic features.
  • Analytics cookies to measure traffic and improve the experience.
  • Preference cookies to remember language, theme, or other settings.
  • Marketing cookies when we run campaigns (used only with appropriate consent).

You can control cookies through your browser settings. Disabling some cookies may affect certain features, such as staying signed in.

Your Rights

Depending on your location, you may have rights to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your data where legally allowed.
  • Request a copy of your data in a portable format.
  • Object to or restrict certain types of processing.
  • Opt out of marketing emails at any time.

To exercise any of these rights, please contact us using the details in the Contact Us section.

Children’s Privacy

Our platform is intended for students using it with the knowledge of a parent, guardian, or school. We do not knowingly collect personal information from children below the applicable age of consent without appropriate permission. If you believe we have collected such data in error, please contact us and we will remove it.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or best practices. The “Last updated” date at the top will indicate the latest version.

Significant changes may be communicated via email or a clear notice on our website or LMS. Your continued use of our services after changes are posted means you accept the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your information, please contact us:

Contact information:

  • Email: privacy@epencil.lk
  • Support: support@epencil.lk
  • Help Center: Visit Help Center
  • Typical response time: 24–48 hours.

By using our website, classes, or LMS, you confirm that you have read and understood this Privacy Policy and agree to the collection and use of information as described above.