WWES Online 3.0

Version 1.1, 6 October 2026. This notice covers moodle.wwes.ca (the WWES Commons and WWES 3.0 courses). It will be updated before courses open.

Who is responsible for your data

WWES International Education Society, a society registered in Nova Scotia, Canada (reg. no. 3269309), which runs Worldwide Evangelical Seminary (WWES). Contact: office@wwevangelical.ca. We follow the European Union's General Data Protection Regulation (GDPR) as our standard for every student, wherever you live.

What we keep about you

• Your account: name, email address, city and country, from your application. You sign in with Google or Microsoft. They tell us your name, your email address and that you signed in. We never see or store a password.
• Your profile photo: a clear, recent photo of your face is required before your courses can start. It lets teachers and fellow students know who they are studying with, and it confirms your identity at the supervised Year examination. An AI model (Google Gemini, processed in the European Union) checks automatically that the photo clearly shows one person's face; it does not identify you. The result is shown in your profile. If you disagree with it, write to the office and a person will review it. Your photo is shown to staff and other students.
• Your profile text: a short description of you and your ministry, shown to other students and staff. When you are admitted, we prepare a first draft of it from your application answers with an AI model (Google Gemini, processed in the European Union). It is yours to check, edit or delete at any time.
• What you do here: your posts, messages, answers, submissions, quiz attempts, grades and course progress.
• Technical records: the date, time and internet address of your visits. We keep these to protect the site and to solve problems.

Why we use it

• to give you access to the WWES Commons and, later, your courses;
• to send you WWES 3.0 updates and course notices, by email and in the site;
• to support you when you ask for help;
• to confirm your identity and keep your academic records.

The legal reason is our agreement with you as an admitted student. Optional extras, such as newsletters outside your studies, are sent only if you agree.

Who else sees it

• WWES staff who need it: admissions, academic advisors, teachers, support.
• Other students see your name, photo, profile text and what you post in shared spaces. They do not see your email address unless you choose to show it.
• Service providers who work for us under our instructions: our hosting provider Hetzner (servers in Helsinki, Finland); Google or Microsoft for sign-in; our own mail server for email; if you use the Moodle app, Moodle's notification service for messages to your phone; and, for the profile draft only, OpenRouter, which forwards your application answers to Google's Vertex AI in the European Union (Google may not use them to train its models).

We do not sell your data. We do not show advertising. We do not track you on other websites.

How long we keep it

Studies at WWES often take many years, and students come back after long breaks, so we keep your data for as long as you are a WWES student:

• Your academic record is kept permanently, so that you can always prove your studies and return to them. It holds your application and admission, enrolments, completed courses, grades, examination results, transcripts and certificates.
• Your account, photo and study work (profile, posts, messages, submissions and feedback) are kept while you are a student. We do not delete them just because you have been away. If we have heard nothing from you for 15 years, we write to you first. If you do not answer within 90 days, we close your account and delete your study work, but we keep your academic record, so you can still come back.
• Technical records of visits are deleted after 24 months.

You can ask us to delete your data at any time. We then keep only your academic record and anything needed for an open case.

Your rights

You can ask to see your data, to receive a copy, to correct it, to delete it (except the records we must keep), or to object to how we use it. Write to office@wwevangelical.ca from your registered email. We answer within 30 days. You can also complain to a data protection authority. In Canada that is the Office of the Privacy Commissioner; in the European Union, the authority of your country.

Changes

When this notice changes, we tell you on the site and ask you to read the new version.