EarthTree LMS Privacy Policy

Purpose of this Policy

This policy outlines how Earthtree Pvt Ltd and its affiliated companies, including Earthbanc and ETDS (“we”, “our”, or “EarthTree”) collects, uses, stores, shares, and processes personal information when individuals (“you’’, “your” or “users”) access the EarthTree Learning Management System (LMS) for training purposes. 

 We respect your privacy, and are committed to protecting and handling your information in accordance with applicable data protection laws including, Information Technology Act, 2000 (IT Act, 2000) and Sensitive Personal Data or Information (SPDI) Rules, 2011.

Effective Date: November 2025

EarthTree LMS Privacy Policy

1. Purpose of this Policy

This policy outlines how Earthtree Pvt Ltd and its affiliated companies, including Earthbanc and ETDS (“we”, “our”, or “EarthTree”) collects, uses, stores, shares, and processes personal information when individuals (“you’’, “your” or “users”) access the EarthTree Learning Management System (LMS) for training purposes. 

 We respect your privacy, and are committed to protecting and handling your information in accordance with applicable data protection laws including, Information Technology Act, 2000 (IT Act, 2000) and Sensitive Personal Data or Information (SPDI) Rules, 2011.

2. What Data We Collect

We collect and receive personal data only for lawful purposes connected to the provision of training services including but not limited to:

  • First Name

  • Last Name

  • Email Address

  • Phone Number

  • Password

  • Technical information such as device type and user agent, Internet Protocol (IP) address, system logs, connection data, and usage logs.

 

3. How we collect and receive data

We collect and receive your personal data when you interact with the Learning Management System (LMS). This may include, but is not limited to:

  • Registering to access training or enrolling in the LMS (including through the WhatsApp tokenised link).

  • Updating or modifying personal details in your account.

  • Accessing training content and completing course activities.

  • Generating engagement records, such as login activity, time spent on modules, progress tracking, and completion status.

  • Submitting posts or messages through the platform, including surveys, questionnaires, forms, assessments, or responses to interactive features.

 

4. Why We Collect Your Data

We use the information collected only where it is necessary for lawful purposes, including to:

  • Deliver and administer training programs;

  • Enable secure access, and authenticate users to LMS and assigned training modules;

  • Monitor participation, track progress, and completion of learning activities;

  • Respond to enquiries, troubleshoot issues, provide support, and handle grievances;

  • Comply with applicable legal and regulatory obligations.

 

5. How Long We Retain Your Data 

  • Personal data is retained only as long as necessary for lawful purposes and to comply with applicable legal and regulatory obligations, following which it will be securely deleted in accordance with our data retention policy and applicable laws.

  • System and access logs are retained for 180 days, then securely deleted unless needed for compliance.

  • Training records may be retained as long as required for compliance, unless earlier deletion is requested.

  • Accounts inactive for 12 months may be deleted, and we will notify you before deletion.

6. Disclosure of Information

We do not sell, rent, or publish your personal information. Data may be disclosed only to:

  • Our authorised employees of a related entity under contractual safeguards;

  • Service provider, including moodle, ensuring equivalent protection;

  • Law enforcement or regulators if required by law or valid legal process;

Third parties receiving data are prohibited from further disclosure.

 

7. Data Hosting and Transfers

We keep all data in secured servers. Some data may also be transferred outside your country of residence in compliance with applicable data protection laws.

All such transfer shall be undertaken solely for lawful purposes under this policy and subject to equivalent confidentiality, integrity, and availability safeguards.

By using the LMS, you consent to your data being transferred and stored in jurisdictions with different privacy laws.

 

8. Data Security Measures

We employ reasonable security practices and procedures as required under Rule 8 of the IT (SPDI) Rules, 2011, including:

  • Role-based access control;

  • Secure login protocols and session management;

  • Data encryption and SSL/TLS communication;

  • Logging and audit trails;

  • Regular backups;

  • Retention and deletion policies;

 

9. Consent 

We obtain your consent in writing or electronically before collecting or using your personal information. By accepting enrollment and participating in training, you acknowledge this  privacy policy.

 

10. User Rights

 You may have the right to:

  • Access your personal data and training records;

  • Correct or update inaccurate or outdated information;

  • Withdraw consent at any time by notifying us in writing;

  • Request deletion or anonymisation of your data (subject to legal obligations).

Once a deletion request is made, all data will be removed within 30 days.

However, please note that doing so may limit our ability to provide or manage the training required for your role

To exercise these rights or If you have questions or concerns about this Privacy Policy please contact: privacy@earthtree.in

 

11. Policy Updates

We may update or modify this Policy at any time, and changes will be posted on our communication channels. Significant updates or new policies will require users to review and provide consent upon their next login. Minor formatting changes will not require renewed consent but will be logged and timestamped for transparency.

I agree to the EarthTree LMS Privacy Policy
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