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Privacy Policy

Effective Date: January 1, 2025
Website: https://thehayesinstitute.com
Organization: The Hayes Institute, Michigan, USA

1. Introduction

At The Hayes Institute, your privacy matters to us. This Privacy Policy outlines how we collect, use, store, and share your personal information when you engage with our website, enroll in programs, or interact with our services. By using our site or enrolling in our courses, you agree to the terms of this Policy.

2. What Information We Collect

We may collect the following types of personal information:

  • Contact Information – name, email, phone, mailing address

  • Account Information – username, password, student ID

  • Payment Information – billing details, last 4 digits of payment card (processed securely via third-party processors)

  • Demographic Information – date of birth, gender, race/ethnicity (where provided voluntarily)

  • Educational Data – program enrollment, progress, and licensing eligibility

  • Website Usage Data – IP address, device type, browser, and pages visited

3. How We Use Your Information

We use your personal information to:

  • Create and manage your student account

  • Process course registrations and tuition payments

  • Deliver access to your coursework and online student portal

  • Communicate enrollment confirmations, payment receipts, updates, and reminders

  • Submit necessary documentation to state licensing or regulatory bodies

  • Improve our website and educational offerings

  • Send marketing or informational emails (with the option to unsubscribe)

4. How We Share Your Information

We do not sell your personal data. We only share your information when necessary, including with:

  • Payment Processors: Such as WooCommerce Payments, Affirm, Klarna, and PayPal, to securely process your tuition and enrollment-related transactions. These providers have their own privacy policies.

  • Learning Platforms: Including MemberPress or our integrated LMS, which host online course content, student profiles, and digital materials.

  • Government & Licensing Bodies: When required to verify student eligibility for licensure or comply with audits and state regulations.

  • Service Providers: Under contract, who help us run the site, manage student data, and support course delivery. These include web hosting providers, form integration services (e.g., WPForms, Automator), and data analytics tools.

5. Third-Party Services & Links

Some of our website tools and services are operated by third-party platforms. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you access through our site.

6. International Data Transfers

We are based in the United States, but some of our services and providers may process data in other countries. If you are located outside the U.S., your data may be transferred internationally. For EU residents, we follow standard contractual clauses and appropriate safeguards to ensure GDPR compliance.

7. Legal Basis for Processing

We rely on several legal grounds to collect and process your personal data:

  • Contractual Necessity: To fulfill obligations related to your enrollment and program access

  • Legitimate Interests: To improve services, communicate with you, and maintain platform security

  • Legal Obligations: For compliance with licensing, taxation, or other regulatory requirements

  • Consent: For marketing communications or optional surveys

8. Data Retention

We retain your data only as long as necessary:

  • Contact & Account Information: Retained for up to 7 years post-completion for licensing/audit purposes

  • Payment Information: Stored only via secure third-party processors; we do not retain full card details

  • Demographic & Education Data: Retained for the duration of your enrollment and up to 5 years thereafter

  • Inactive Accounts: If no activity occurs within 12 months of enrollment, your account may be archived or deleted, unless legally required to retain data longer

You may request earlier deletion of your account by contacting us (subject to regulatory requirements).

9. Automated Processing & Profiling

We do not engage in automated decision-making or profiling that produces legal or significant effects on individuals.

10. Student Rights & Licensing Data

If your data is shared with state boards or licensing entities, it is limited to the minimum required for verification of program completion. You may request a record of what data has been submitted on your behalf.

11. Your Rights

You have the right to:

  • Access – Request a copy of your personal data

  • Correction – Request updates to inaccurate or outdated information

  • Deletion – Request the deletion of your data (subject to licensing/legal requirements)

  • Object – Object to marketing or specific types of data use

  • Restriction – Request limited processing in certain cases

  • Data Portability – Request your data in a machine-readable format

To exercise your rights, email us at info@thehayesinstitute.com. We’ll respond in accordance with applicable law.

12. Data Security

We implement SSL encryption and use secure platforms for all financial and student data transactions. While we strive to protect your data, no system is completely secure. Please safeguard your login credentials and notify us of any suspicious activity.

13. Policy Updates

We review this policy regularly and update it as needed to reflect changes in our practices, laws, or technology. The most recent version will always be posted on our website with the updated effective date.

14. Contact Us

If you have questions about this Privacy Policy or your data rights, please contact:

The Hayes Institute
Email: info@thehayesinstitute.com
Website: https://thehayesinstitute.com