Privacy Policy

Privacy Policy for Cohort Conversations
Last updated: June 2025
 

1. Introduction
Welcome to Cohort Conversations (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, disclose, and protect the personal information you provide when you visit and use our website (www.cohortconversations.com) (the “Site”), register for interview calls, enroll in our online English language courses, or otherwise interact with us. We are committed to safeguarding your privacy and complying with applicable Indian data protection laws, including the Information Technology Act, 2000, and its rules.

By accessing or using our Site and services, you agree to the collection and use of your information as described in this Privacy Policy. If you do not agree with our practices, please do not use our Site or services.
 

2. Definitions

• “Personal Information” means any information that identifies you as an individual or relates to an identifiable person, including but not limited to name, email address, phone number, payment details, and any other information you voluntarily provide.

• “Data Controller” means Cohort Conversations (contact details in Section 13).

• “Data Processor” means any third-party service provider (e.g., payment gateways, scheduling tools) that processes Personal Information on our behalf.
   

3. Information We Collect
We collect two types of information:

1. Information You Provide Directly

   • Registration & Booking: When you book a 15-minute interview call (via Calendly or Google Calendar embed), we collect your name, email address, phone number, time-zone, and any additional details you share (e.g., your English proficiency level or expectations).

   • Account Creation & Enrollment: If you enroll in a cohort-based course, we collect your billing information (payment method details processed solely by our payment gateway), residential address (for billing or invoicing purposes), emergency contact (if needed), and any written answers you provide in application forms or short assessments.

   • Communication & Support: When you contact us by email, chat, or phone (for queries or support), we collect the content of your messages, your email address, and any attachments or information you voluntarily share.

   • User-Generated Content: If you submit testimonials, feedback, or course assignments, we collect that content and any associated personal details you include (e.g., your photograph or video recording when giving video feedback).

2. Automatically Collected Information

   • Usage Data: When you visit or navigate our Site, we automatically collect certain technical data, including IP address, browser type, device type (desktop, mobile), operating system, pages viewed, duration of visit, clickstream data, and referring/exit pages.

   • Cookies & Tracking Technologies: We use cookies, web beacons, and similar technologies (collectively, “Cookies”) to track your activity on our Site. Cookies help us remember login status, language preferences, and your location to provide localized content.
      

4. How We Use Your Information
We use the information we collect for the following purposes:

1. Providing & Improving Services

   • To register and authenticate you as a student, schedule interviews, enroll you in courses, and manage your account.

   • To process payments (in INR or other currencies) via our payment gateway (Stripe, Razorpay, or PayPal). Payment details are processed directly by the gateway; we do not store full credit/debit card numbers.

   • To communicate with you about course materials, schedules, and administrative updates (e.g., changes in cohort timing, refunds, invoices).

   • To improve our Site’s functionality, troubleshoot technical issues, and personalize your user experience (e.g., showing relevant course recommendations).

2. Communications & Marketing

   • To send periodic emails (course reminders, newsletters, promotional offers) if you opt in. You can always unsubscribe via the link provided in those emails.

   • To respond to your inquiries, comments, and requests (support, feedback, or general questions).

3. Legal & Security Compliance

   • To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

   • To detect, prevent, and address technical issues, fraud, or other malicious activity.

4. Analytics & Quality Assurance

   • To analyze how users access and use our Site (using tools like Google Analytics) so we can measure Site performance, improve navigation, and monitor traffic patterns.

   • To collect aggregated, anonymized data for statistical or research purposes.
      

5. Sharing & Disclosure of Your Information
We do not sell or rent your Personal Information. We may share your information with:

1. Service Providers & Processors

   • Payment Gateways: Stripe, Razorpay, or PayPal to process payments securely. These processors handle your payment data in accordance with their own privacy policies and PCI-DSS standards.

   • Scheduling Services: Calendly or Google (for Google Calendar) to facilitate interview bookings.

   • Email & Hosting Providers: Zoho Mail (or Google Workspace) to host our email communications.

   • Analytics Providers: Google Analytics or other analytics services to help us understand Site usage.

   • Cloud Hosting & IT Vendors: (e.g., Wix, AWS, or other hosting services) for Site hosting, maintenance, and backup.

2. Legal Authorities & Compliance

   • To comply with applicable laws, regulations, court orders, or governmental requests (e.g., tax authorities, law enforcement).

   • To enforce our Terms of Service or protect against misuse of our Site (e.g., if we suspect fraudulent activity).

3. Business Transfers

   • In the event of a merger, acquisition, bankruptcy, or sale of our assets, your Personal Information may be transferred to a successor entity. We will notify you before any such transfer and advise of any choices you may have regarding your information.
      

6. Cookies & Tracking Technologies

1. What Are Cookies?

   • Cookies are small data files stored on your device (computer or mobile) when you visit a website. They help us recognize returning visitors and remember your preferences (e.g., language or region).

2. Types of Cookies We Use

   • Strictly Necessary Cookies: Required for basic Site functionality (e.g., keeping you logged in, enabling secure checkout).

   • Performance & Analytics Cookies: Collect anonymous data on how you interact with our Site, pages visited, and any errors encountered. This helps us improve Site performance.

   • Functionality Cookies: Remember choices you make (e.g., your preferred language or region) to provide a more personalized experience.

   • Targeting & Advertising Cookies: We do not currently use third-party advertising on our Site, so we do not deploy targeting cookies. If this changes (e.g., we add Google Ads), we will ask for your consent.

3. Managing Cookies

   • Most browsers allow you to control or disable cookies via their settings (e.g., Chrome Settings → Privacy & Security → Cookies and Other Site Data).

   • Disabling cookies may affect your ability to use certain Site features (e.g., staying logged in, scheduling interviews).

7. Data Security
We take reasonable technical, administrative, and organizational measures to protect your Personal Information from unauthorized access, loss, misuse, or alteration. These measures include:

1. Encryption: We use HTTPS (SSL/TLS) encryption across our Site to protect data in transit.

2. Access Controls: Only authorized personnel have access to your Personal Information, granted on a need-to-know basis.

3. Secure Storage: We store data on secure servers with firewalls and industry-standard security controls.

4. Regular Audits: We periodically audit our systems, conduct vulnerability scans, and update software to guard against emerging threats.

However, no method of transmission over the Internet or electronic storage is 100 % secure. While we strive to protect your Personal Information, we cannot guarantee absolute security. If we detect a data breach that poses a risk to your rights, we will comply with applicable breach-notification laws and inform you promptly.

8. Data Retention

• We retain your Personal Information only as long as necessary to fulfill the purposes outlined in this Privacy Policy or to comply with legal, tax, or accounting requirements.

• For example, we retain billing and payment records for at least six (6) years to comply with India’s Goods and Services Tax (GST) regulations.

• If you request us to delete your account or Personal Information, we will permanently erase it from our active systems, except where retention is required by law (e.g., financial records for audits) or to defend against legal claims.

9. Children’s Privacy
Our services are intended for learners aged 18 years or older, or under parental supervision. We do not knowingly collect Personal Information from minors under 18. If we learn we have inadvertently gathered information from someone under 18, we will delete it promptly. If you believe we may have any data from a minor, please contact us immediately (see Section 13).

10. Your Privacy Rights
Depending on applicable law, you may have the following rights regarding your Personal Information:

1. Right to Access & Portability: You can request a copy of the Personal Information we hold about you in a structured, machine-readable format.

2. Right to Rectification: You can correct inaccurate or outdated Personal Information.

3. Right to Erasure (“Right to be Forgotten”): You can ask us to delete your Personal Information, subject to legal exceptions (e.g., financial records for tax).

4. Right to Restrict Processing: You can request limitations on how we process your data (e.g., for direct marketing).

5. Right to Object to Processing: You can object to certain processing activities if there is no overriding legitimate interest for us to continue processing.

6. Right to Data Portability: You can request that we transfer your data to another data controller if technically feasible.

To exercise any of these rights, please email us at albert@cohortconversations.com (see Section 13). We typically respond to verified requests within 30 days. If we cannot comply, we will explain why.

11. Third-Party Links & Services
Our Site may include links to third-party websites (e.g., YouTube, Substack, social media platforms) or embed code (e.g., Calendly). This Privacy Policy does not cover those third parties. We encourage you to review the privacy policies of any external sites or services before providing your personal data. We are not responsible for their data practices or content.

12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business practices, technology, or legal requirements. When we do, we will post the revised policy on this page with a new “Last updated” date (at the top).

• If the changes are material (e.g., changing the way we share data), we will notify you via email (if you have an account) or through a prominent notice on our Site.

• You are encouraged to review this Privacy Policy each time you visit our Site.

13. Contact Us
If you have any questions or concerns about this Privacy Policy, or if you want to exercise your privacy rights, please contact us:

Cohort Conversations
Email: albert@cohortconversations.com
 

By using Cohort Conversations, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your Personal Information as described herein. If you do not agree, please discontinue use of our Site and services immediately.