1. Responsible tutor and contact
Kevin Parra provides individual tutoring under the name Keys English Academy, based in Bogotá, Colombia. This policy covers the website, inquiries, enrollment, and English and Spanish tutoring.
Address: Carrera 90A #4-55, Bogotá, Colombia.
Email: kevin@keysenglishacademy.com
Telephone / WhatsApp: +57 320 972 7874.
Effective date: September 19, 2026. Kevin handles personal-data requests.
2. Information and purposes
Website forms request first and last names, email and program interest. The contact form also requests a telephone number, city/country and message; required fields are identified on each form. Contact and enrollment information is also collected through Google Forms.
Tutoring involves messages, assignments, written transcripts and class recordings. We use this information to respond to requested inquiries, coordinate enrollment, communicate about classes, provide tutoring and prepare personalized feedback. We do not send promotional emails or promotional WhatsApp messages. Please avoid including sensitive information unrelated to your inquiry or learning.
3. Access, providers and website technology
Kevin and approved teachers can access contact and enrollment records in Google Forms. Class recordings are made available through Google Classroom. The website uses Wix and Wix Chat for website operation and inquiries.
The website includes TWIPLA for browsing statistics. Depending on its privacy settings, this service may process device characteristics, technical visit information, pages viewed and interaction patterns. Its analytics use cookieless measurement; this does not mean the entire website is free of cookies. Wix and other features may use cookies or similar technologies. You can manage cookies through your browser; some features may be affected.
Technology services may store or process information outside Colombia. Their processing and retention rules also apply to information they receive. See the policies of Wix, Google and TWIPLA. Contact Kevin with questions about these services’ processing of your information.
4. Recordings and ChatGPT
Classes are recorded for learning and review. Recordings may include voice, an image when visible, a displayed name and contributions. Kevin and the parents of students in the class can access recordings through Google Classroom. In a group class, this access may reveal other students’ participation and requires the relevant authorization.
To prepare personalized feedback, Kevin uses OpenAI’s ChatGPT Pro with messages, assignments and written transcripts. Raw class recordings are not sent to ChatGPT. Text may contain personal information. OpenAI receives submitted content and may use it to improve its models depending on the applicable settings. Anonymization or exclusion from training is not guaranteed. See OpenAI’s privacy policy. Processing may take place outside Colombia.
5. Students under 18 and family choices
From this policy’s effective date, processing a minor’s information requires prior, informed authorization from their legal representative, respecting the student’s best interests, rights and views according to their maturity. Answers concerning minors’ or sensitive personal information are voluntary.
The authorization distinguishes tutoring records, recording, access by families in the same class, and sending written materials to ChatGPT. An inquiry, enrollment or acceptance of this policy does not itself authorize all these uses. Each representative authorizes only their own student’s information. Tutoring authorization does not include publishing images or work for advertising.
If you decline a use, contact Kevin before that activity begins to discuss available arrangements. A new authorization applies from its start date and does not replace earlier permissions.
Parent and legal representative permission: download the English form (fillable PDF) or the Spanish form (fillable PDF). Complete one language version and return it to Kevin by email before the authorized activities begin.
6. Retention periods
This policy establishes the following periods for records under the academy’s control:
Inactive inquiries: six months after the last contact.
Recordings, transcripts and assignments: six months after the course ends.
Basic enrollment records: two years after enrollment ends.
Evidence of authorization: throughout the processing it covers and for two years after that processing ends.
Records will be reviewed and deleted in line with these periods. Legal obligations or preserving evidence for a legal matter may require relevant information to be retained longer, with access limited to that purpose. These periods do not guarantee automatic or immediate deletion of provider-held copies or backups, which are also subject to providers’ retention rules.
7. Your rights and requests
You may access your information free of charge, update or correct it, request proof of authorization and information about its use, and request deletion or withdrawal where applicable. Legal or contractual obligations may limit deletion. Legal representatives may exercise minors’ rights.
Contact Kevin using the details on this page. Include your name, a reply channel, your request or relevant facts, and necessary supporting documents. We may verify identity or representation proportionately.
Information requests (consultas): a response within 10 business days after receipt. If more time is needed, reasons and a new date will be provided, no later than five additional business days.
Complaints (reclamos): a response within 15 business days from the day after receipt. A justified extension will be notified before the deadline and cannot exceed eight additional business days. Missing information is requested within five days; no response for two months after that request means the complaint is considered withdrawn. A complaint received by an inappropriate recipient is forwarded within two business days, with notice to you. Complete complaints are marked as pending within two business days until resolved.
After completing the initial inquiry or complaint process, you may contact Colombia’s Superintendencia de Industria y Comercio (SIC).
8. Policy changes
The effective date identifies this version. Material changes will be communicated before implementation. A new processing purpose requires new authorization where applicable. You may request a copy of this policy or ask Kevin questions by email.