Privacy Policy

Last updated: 20 July 2026

This Privacy Policy explains what personal information Woodberry Place English Academy collects about students — and, where relevant, their parents or guardians — why we collect it, how we use it, and who else has access to it.

About us

Woodberry Place English Academy is operated as a sole proprietorship by Sandun Sandamal Ruwanpathirana, trading as Woodberry Place English Academy, from 312 C Galle Road, Nupe, Matara 81000, Sri Lanka. In this Policy, "the academy," "we," "us," and "our" all refer to the same business.

1. What we collect

When you enroll and while you remain a student, we collect and hold the following information about you:

• Your full name.
• Your National Identity Card (NIC) number, or passport number if you do not hold an NIC.
• Your date of birth.
• Your residential address.
• Your phone number and email address.
• For students who are minors, we also collect the name, phone number, and email address of a parent or legal guardian.
• Your photograph, used for your student ID card and internal identification.
• Academic records generated by your enrollment: assignment marks, mock-exam results, band scores, and teacher feedback.
• Attendance records for your classes.
• Payment information: a record of what you paid, when, for what course, and via which method. Payment card details themselves are handled by our payment gateway partner, not stored by us.

2. Enrollment of minors and guardian consent

Some of our students are under the age of 18. For minors, we require a parent or legal guardian to provide consent to enrollment and to the processing of the minor's personal data described in this Policy. Guardian contact details are collected at enrollment for this purpose and for ongoing communication about the student's course.

3. Who has access to your data inside the academy

Only Sandun Sandamal Ruwanpathirana, as the proprietor, and designated staff members of Woodberry Place English Academy have internal access to student personal data. Access is granted on a need-to-know basis. For example, a teacher can see the marks and attendance of students in their own class, and an admin can see payment records to process fees.

4. Third parties we share data with

We use a small number of trusted third-party services in order to deliver our courses. Some of your data is shared with these providers only to the extent necessary for the service to work:

• Payment gateway processor — receives the information required to process your fee payments (name, contact, amount, transaction reference).
• SMS and WhatsApp messaging services — receive your name and phone number so we can send class reminders, payment confirmations, and other course-related messages.
• Firebase (Google) — used for push notifications and mobile-app infrastructure; receives device identifiers necessary for those functions.
• Hosting provider — hosts the learning platform, application data, and backups on servers we operate through them.

We do not sell your personal data. We do not share your personal data with anyone else for their own marketing purposes.

5. How long we keep your data

Your student data is retained indefinitely, including after you complete a course or leave the academy. This lets us verify past enrollments and results if you or your guardian ever request confirmation of your studies with us.

6. Your rights

You, or your parent or guardian if you are a minor, may:

• Request a copy of the personal data we hold about you. Send your request to legal@woodberryplace.com. We will acknowledge and provide a copy within a reasonable time.
• Ask us to correct information that is out of date or inaccurate.

Please note: because we retain student records indefinitely (see Section 5), we do not honour requests to delete your student record. If you have a specific concern about data we hold about you, please contact us and we will discuss what we can do.

7. Photos and videos

From time to time we may take photographs or video during classes, events, or activities at the academy for our own internal records. We do not use these photos or videos for marketing, social media, promotional posts, brochures, or any other public-facing purpose without asking you (or your guardian, for minors) for separate explicit consent at that time. If you consent for one specific purpose, that consent does not extend to any other use.

8. Communications from us

• Transactional messages — as part of your enrollment we will send you messages related to your course: class reminders, schedule changes, payment confirmations, admin notices, and account-security notifications. These are sent via email, SMS, WhatsApp, or in-app notification and are considered a necessary part of the service.
• Marketing communications — our policy on optional promotional messages (for example, notices of upcoming courses, offers, or discounts) will be published as a separate update. Until that policy is confirmed and published, we will limit our messaging to you to the transactional communications described above.

9. Contact us about your data

For any privacy question, data-copy request, or correction request, contact:

📧 legal@woodberryplace.com

We aim to acknowledge every request within a reasonable time.