Privacy Policy

Last updated: April 2025

GameXVibes Academy is operated by Initbod Limited, a technology company registered in Nigeria. This Privacy Policy explains how personal data and learning-related information are collected, processed, stored, and protected when you use the GameXVibes platform at lms.gamexvibes.com.

GameXVibes is designed as an evidence-led digital learning environment, supporting both instructional delivery and research-oriented pilot activities. All data practices follow principles of lawfulness, fairness, transparency, data minimisation, and purpose limitation.

By using the platform, you agree to the practices described in this policy. If you do not agree, please discontinue use of the platform.

1. Information We Collect

1.1 Registration & Account Information

When you register as a learner, lecturer, parent/guardian, or institutional user, we may collect:

• Full name and email address
• Phone number (optional)
• Country, curriculum type, and grade or level
• Parent or guardian contact details (for K-12 learners)
• Institution name, department, or role (for institutional users)
• Self-reported learning or neurodiversity preferences (optional and non-diagnostic)

All registration data is collected solely for account creation, access control, learning delivery, and support.

1.2 Learning Interaction & Activity Data

During learning sessions, the platform may process:

• Lesson progress, quiz responses, XP, and achievement markers
• Session timestamps and duration
• Real-time attention or engagement signals derived from facial expression or voice prosody — processed locally within the user’s device

1.3 Payment Information

All payments are processed securely by Flutterwave. GameXVibes does not store card numbers or bank details. We retain only:

• Transaction reference IDs
• Subscription plan type
• Payment status (successful, pending, failed)

This information is used strictly for billing, compliance, and customer support.

1.4 Lecturer Media Assets

Lecturers who upload portrait images or voice samples explicitly consent to their use only for generating personalised instructional content within GameXVibes. These assets are not reused, redistributed, or applied to any external datasets or AI models.

2. How We Use Information

Collected data is used for the following purposes:

• Platform operation and account management
• Delivery and personalisation of learning experiences
• Generation of progress summaries for learners and parents
• Institutional reporting using aggregated, non-identifiable data
• Subscription management and transaction confirmation
• Internal analysis to improve learning design and platform effectiveness
• Research-oriented pilots conducted under ethical and consent frameworks
• Compliance with legal and regulatory obligations

3. Data Minimisation & Retention

GameXVibes collects only data necessary for defined educational and operational purposes.

• Real-time facial and voice signals are not stored
• Aggregate learning indicators may be retained in learner profiles
• Account data is retained only while an account remains active

Users may request data deletion at any time by contacting support@gamexvibes.com, subject to legal or contractual retention requirements.

4. AI Systems & Research Use

GameXVibes does not use personal or learner data to train AI models without explicit, informed consent.

Where research, pilot studies, or learning design experiments involve user data:

• Participation is clearly disclosed in advance
• Data is anonymised or pseudonymised where possible
• Ethical review or institutional approval is applied where required
• Separate consent mechanisms are used for research participation

5. Data Sharing & Disclosure

GameXVibes does not sell personal data. Data may be shared only with:

• Payment processors — for transaction handling only (Flutterwave)
• Educational institutions — aggregated cohort-level insights only
• Legal or regulatory authorities — where required by applicable law

6. Children’s Privacy

GameXVibes supports K-12 learners. For users under 18 years of age:

• Parental or guardian consent is required at registration
• Parents may access, review, or request deletion of their child’s data
• Data is processed solely for educational delivery and progress reporting

7. GDPR & International Users

For users located in the European Economic Area (EEA) or the United Kingdom, you have the right to:

• Access your personal data
• Request correction or deletion
• Restrict or object to processing
• Request data portability where applicable

Requests can be made by contacting support@gamexvibes.com.

8. Security Measures

We implement appropriate technical and organisational safeguards, including:

• HTTPS (TLS) encryption for all data in transit
• Secure password hashing — passwords are never stored in plain text
• Role-based access controls limiting internal data access
• Restricted server and database access policies

While no system is completely secure, we continuously review and improve our security practices.

9. Cookies

GameXVibes uses minimal, essential cookies for session management and user preferences only. We do not use advertising cookies, tracking pixels, or third-party behavioural analytics.

10. Policy Updates

This Privacy Policy may be updated periodically. Material changes will be communicated via email or prominent platform notices. Continued use of the platform after changes constitutes acceptance of the updated policy.

11. Contact Information

For privacy-related questions, data access requests, or concerns: