Last Updated: Oct 6th, 2025
LOA Portal (“LOA Portal”, “LOA”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, store, and protect Personal Information, and describes the rights and choices available to you regarding your data. By accessing or using www.loaportal.com or any LOA Portal services (collectively, the “Services”), you agree to the terms of this Privacy Policy. If you do not agree, please do not use our website or services.
1. Scope
This Policy applies to all Personal Information collected or processed by LOA Portal in connection with our Website and Services, whether collected online, offline, or through third parties. It applies to applicants, students, visitors, partners, and users.
2. Operating Entities & Data Controllers
LOA Portal operates through the following legal entities. The applicable entity will usually be the data controller for your Personal Information, depending on where you receive services or where the data is collected:
- LOA Portal Inc. - operating in and responsible for activities in Canada.
- Great Canada Consulting Ltd. - operating in and responsible for activities in Vietnam.
References in this Policy to “LOA Portal”, “we”, “us”, or “our” include the applicable legal entity operating in the relevant jurisdiction. For questions about which entity is responsible for your data, contact our Privacy Officer at legal@loaportal.com.
3. Information We Collect
We collect Personal Information in several ways: directly from you, from third parties, and automatically when you use our Services.
a. Information you provide
- Identity & contact: full name, email, phone, mailing address.
- Personal profile: date of birth, gender, nationality.
- Educational & application data: education history, transcripts, CV/resume, language test scores, application preferences, supporting documents.
- Travel & immigration: travel history, arrival dates, passport, visa, and other government-issued identifiers needed for application/visa processes.
- Financial information: payment details and bank information necessary for tuition or refunds (processed via payment providers).
- Communications: messages, emails, chat transcripts, and support requests.
b. Sensitive personal information
We may collect sensitive information (e.g., health or vaccination records, biometric or special identifiers) only with your explicit consent where required to support study permit or placement processes.
c. Automatically collected data
Technical and usage data collected automatically when you visit the Website: IP address, device identifiers, browser and OS type, pages visited, session length, referring/exit URLs, cookies, and analytics data.
d. Information from third parties
We may receive data from recruitment partners, educational institutions, payment processors, identity-verification services, or social login providers (e.g., Google, Facebook) when you choose to connect those accounts.
4. Purposes and Legal Bases for Processing
We process Personal Information for legitimate business purposes, contractual performance, compliance with legal obligations, and, where required, based on your consent. Typical purposes include:
- Application & placement: to prepare and submit school/visa applications and manage your student application lifecycle (contractual necessity).
- Account management: to create and administer your LOA Portal account (contractual necessity).
- Customer support: to respond to inquiries and provide assistance (legitimate interest/contract).
- Payments: to process tuition, refunds, and invoices (contractual necessity).
- Safety & compliance: to comply with legal obligations and detect or prevent fraud (legal obligation/legitimate interest).
- Marketing & communications: to send promotional materials and newsletters only where you consent (consent).
- Service improvement & analytics: to analyze platform usage and improve Services (legitimate interest).
Where required by applicable law, we will ask for your explicit consent before processing certain categories of Personal Information.
5. Sharing & Disclosure
We may share Personal Information in the following circumstances:
- Educational institutions: to submit applications and required documentation.
- Trusted service providers: e.g., payment processors, cloud hosting, identity verification, analytics, and CRM providers - only to the extent needed to provide Services.
- Recruitment or referral partners: where you have applied via or agreed to partner submission.
- Government, regulators, or law enforcement: when required by law, regulation, or legal process.
- Corporate transactions: in the event of a merger, sale, reorganization, or acquisition (subject to confidentiality and applicable law).
- With your consent: for marketing, testimonials, or other purposes you have explicitly approved.
We do not sell or rent your Personal Information.
6. International Data Transfers & Safeguards
We store and process data on secure servers in Vietnam, Canada, the United States, and Singapore. Your Personal Information may be transferred to and processed in jurisdictions with different data protection laws. When transferring Personal Information across borders, we implement appropriate safeguards such as:
- Standard Contractual Clauses (SCCs) or other contractual protections where available;
- Encryption and technical controls; and
- Assessment of third-party security practices.
By using our Services, you consent to such transfers in accordance with this Policy.
7. Data Retention
We retain Personal Information only as long as necessary for the purposes described, or as required by law. Typical retention periods (subject to specific legal or contractual requirements):
- Application & admission records: retained for the duration of the application process and, thereafter, typically up to 7 years for recordkeeping and compliance.
- Financial and billing records: typically 7 years or as required by tax and accounting laws.
- Support and communications logs: typically 3 years.
- Analytics and usage logs: typically 12–24 months, unless longer retention is justified for business or legal reasons.
- Marketing preferences: until consent is withdrawn.
After retention periods end, data will be securely deleted or irreversibly anonymized.
8. Cookies & Tracking Technologies
We use cookies and similar technologies to operate and improve our Website, analyse usage, store preferences, and deliver relevant content. You may manage or disable cookies through your browser settings; however, disabling certain cookies may limit functionality. Continued use of the Website after the cookie notice implies consent to our cookie practices.
9. Security
We implement administrative, technical, and physical measures to protect Personal Information against loss, theft, unauthorized access, disclosure, alteration, and destruction. Measures include encryption in transit and at rest, access controls, secure development practices, and regular security assessments. No system is entirely risk-free; we continuously evaluate and enhance our safeguards.
10. Data Breach Notification
If LOA Portal becomes aware of a data breach that creates a real risk of significant harm to individuals, we will notify affected individuals and relevant authorities in accordance with applicable law and without undue delay. Notices will include available details about the breach, measures taken, and recommended steps for affected individuals.
11. Your Rights and How to Exercise Them
Subject to local law, you may have the right to:
- Access the Personal Information we hold about you;
- Request correction or update of inaccurate or incomplete data;
- Request deletion or restriction of processing;
- Object to certain processing activities (e.g., direct marketing);
- Withdraw consent where processing is based on consent;
- Request data portability (receive a copy of your data in a commonly used format); and
- Lodge a complaint with a supervisory authority.
To exercise any rights or for privacy-related questions, contact our Privacy Officer at: legal@loaportal.com. We will respond within applicable statutory timeframes. If you are unsatisfied, you may also lodge a complaint with the relevant data protection authority in your jurisdiction.
12. Children’s Privacy
Our Services are intended for users aged 18 and above. If you are under 18, you must have parental or guardian consent to use our Services. We do not knowingly collect Personal Information from children under 18 without such consent. If we become aware of having collected such information without appropriate consent, we will take steps to delete it promptly.
13. Third-Party Links & Services
The Website may contain links to third-party sites or services that are not controlled by LOA Portal. This Policy does not apply to those third parties. We recommend that you review their privacy policies before providing any Personal Information.
14. Changes to this Policy
We may update this Privacy Policy periodically to reflect legal, operational, or regulatory changes. We will post the revised Policy on www.loaportal.com/privacy-policy and update the “Last Updated” date. Where required under law, we will notify users of material changes and seek consent if necessary.
15. Contact & Privacy Officer
For privacy inquiries, to exercise your rights, or to request additional details about our processing activities, contact us at legal@loaportal.com. (Please include your full name, contact details, the jurisdiction where you reside, and a clear description of your request.)
Operating Entities: LOA Portal Inc. (Canada) and Great Canada Consulting Ltd. (Vietnam).