Privacy policy

Who we are

HobbyLearn is operated by HOBBYLEARN SDN. BHD., a company registered in Malaysia (registration 202501011914 (1613328-T)). We organise educational group trips for schools. In this policy, "we" and "us" mean HobbyLearn.

This policy explains what personal information we collect through hobby-learn.com, the school portal and our emails, why we use it, and the choices you have. Contact us at info@hobby-learn.com or +60 11-1300 0693.

What information we collect

We collect only what we need to plan and deliver school trips:

• Account details: your name, email address, preferred language and a password (stored only in scrambled, hashed form). If you sign in with Google, we receive your name and email address from Google, and nothing else.
• School and contact details: school name, country and city, the contact person's name, email, phone number and preferred way to be contacted.
• Trip details: destination, dates, number of days and nights, number of students and accompanying adults, age range, interests, budget, room and meal preferences, and general dietary needs for the group.
• Messages and documents you send us through the portal, and records of quotations, acceptances, bookings and payments (such as bank transfer references and amounts).
• Technical information: the IP address and time when a quotation is accepted (as a record of the acceptance), sign-in records used to keep accounts secure, and standard server logs.
• Newsletter: your email address and language, only if you subscribe and confirm.

What we do not collect

In this version of the platform we do not collect students' names, passport details, medical records or other sensitive information about participants. Please do not include such details in messages or notes. We never ask for or store card numbers on our website.

How we use it

We use your information to:

• create and secure your account and let your school's team work together;
• review trip requests, prepare itineraries and quotations, and confirm bookings;
• communicate with you about your requests, quotations, bookings and payments;
• keep records required for accounting, tax and legal purposes;
• protect the platform against misuse (for example limiting repeated sign-in attempts);
• send our newsletter, only if you subscribed and confirmed it.
• understand which pages are useful and improve the website, with Google Analytics, only if you accept analytics cookies.

We use these details to provide the service you asked for, to meet legal obligations, for our legitimate interest in running and protecting our business, or, for the newsletter and analytics, with your consent. We do not sell personal information and we do not use it for advertising.

Who we share it with

We share information only with the service providers that help us run the platform and deliver trips, and only what they need:

• Hostinger, which hosts our website and database on servers in Germany (European Union);
• Resend, which delivers our emails;
• Google, only if you choose to sign in with Google;
• Google, which provides Google Analytics, only if you accept analytics cookies (it receives information about your visit, such as pages viewed, device and approximate location, but not your account details or anything from the school portal);
• trip suppliers such as hotels, transport companies and venues, which receive the booking details needed to provide their services (for example group size, dates and room needs);
• authorities, when the law requires it.

Some of these providers are located outside your country. Where we transfer information internationally, we use providers that protect it in line with applicable data protection laws.

How long we keep it

We keep account and trip information for as long as your account is active and as long as needed for the purposes above, including the periods required by accounting, tax and other laws. Backups of our database are kept for 14 days on our server and, encrypted, for 30 days in a separate backup store (Google Drive), and then deleted automatically. Newsletter addresses are kept until you unsubscribe.

Cookies

We use cookies that the website needs to work: one to keep you signed in securely, small cookies that remember your language and light or dark theme, and one that remembers your analytics choice.

With your consent, we also use Google Analytics cookies to understand how the public website is used. Google Analytics is switched off on the school portal and staff pages, and we have turned off Google signals and ad personalisation. If you decline, no analytics cookies are set. You can change your choice at any time with "Cookie settings" at the bottom of every page. We do not use advertising cookies.

Security

We protect information with encrypted connections (HTTPS), hashed passwords, access limited by role (school staff see only their own school; HobbyLearn staff see only what their role needs), two-step sign-in for HobbyLearn staff, and regular backups. No system is completely secure, but we work to protect your information and will act promptly if a problem occurs.

Your rights

Depending on the laws that apply to you, including Malaysia's Personal Data Protection Act 2010, Saudi Arabia's Personal Data Protection Law and, where applicable, the EU General Data Protection Regulation, you can ask to access, correct or delete your personal information, object to or restrict certain uses, withdraw consent (for example for the newsletter) and receive a copy of your information.

To make a request, email info@hobby-learn.com from the address linked to your account. We may need to confirm your identity. You can also contact your local data protection authority.

Children

Our portal is used by school staff and other adults who organise trips. It is not meant for children to create accounts, and we do not knowingly collect personal information about students through it.

Changes to this policy

We may update this policy as our services change. We will show the date of the latest version on this page and, for important changes, let account holders know by email or in the portal.

Contact

HOBBYLEARN SDN. BHD. · info@hobby-learn.com · +60 11-1300 0693