PRIVACY, REFUND, AND EXCLUSION POLICY

Privacy and data protection policy

1. Introduction

The Virtual University of Gabon (UNIVGA) is committed to protecting the privacy and security of the personal data of its students, teachers, staff, and other stakeholders. This privacy and data protection policy describes the types of personal data we collect, how we use, protect, and disclose it, and the rights and choices you have regarding your personal data.

2. Collection of personal data

UNIVGA collects personal data as part of its academic and administrative activities, including:

• Registration information, such as name, email address, postal address, phone number, and date of birth.
• Academic information, such as grades, assessments, educational and professional backgrounds, and degrees obtained.
• Financial information, such as payment information, scholarships, and financial aid.

3. Use of personal data

UNIVGA uses personal data to:

• Manage registrations, admissions, and academic programs.
• Provide services and support to students, teachers, and staff.
• Communicate with you regarding updates, events, and information relevant to your study program.
• Comply with legal and regulatory requirements.

4. Sharing of personal data

UNIVGA will not share your personal data with third parties, except in the following cases:

• With your consent.
• When necessary to provide services or support you have requested.
• When required by law or to respond to legitimate requests from government or judicial authorities.

5. Data security

UNIVGA implements appropriate technical and organizational measures to protect personal data against loss, unauthorized access, disclosure, alteration, or destruction. We limit access to your personal data to employees and service providers who need this information to perform their functions.

6. Data retention

UNIVGA will retain your personal data for as long as necessary to fulfill the purposes described in this privacy policy, unless the law requires or permits a longer retention period.

7. Your rights and choices

You have the right to request access to your personal data, to request the correction of inaccurate or incomplete data, to request the deletion of your personal data, and to object to the processing of your personal data in certain circumstances. To exercise these rights, please contact UNIVGA using the contact details provided in the 'Contact Us' section below.

8. Changes to the privacy policy

UNIVGA reserves the right to modify this privacy policy at any time. Changes to this policy will be posted on our website and, if necessary, communicated to you by other appropriate means. By continuing to use our services after the publication of these changes, you accept the updated privacy policy.

9. International Data Transfers

As part of our international activities, we may transfer your personal data to recipients located in countries other than the one in which you reside. These countries may have data protection laws that differ from those in your country. We will take steps to ensure that your personal data is protected in accordance with this privacy policy and applicable laws.

10. Cookies and Other Tracking Technologies

We use cookies and other tracking technologies on our website to enhance your user experience, analyze the usage of our website, and provide social media features. You can manage your cookie preferences using your browser settings or by following the instructions provided in our cookie policy.

11. Links to Other Websites

Our website may contain links to other websites that are not operated by UNIVGA. We are not responsible for the privacy policies of these third-party sites and encourage you to review their privacy policies before providing your personal data.

Refund Policy

The refund policy of the Virtual University of Gabon aims to define the conditions under which enrolled students can request a refund of tuition fees and other fees paid. This policy is designed to be fair and transparent while considering the costs incurred by the university to provide educational services.

1. Refund Before the Start of Classes 

 Students who cancel their enrollment before the start of classes may request a full refund of the tuition fees paid. Refund requests must be submitted in writing to the university administration, specifying the reasons for the cancellation.

2. Refund After the Start of Classes 

 Students who withdraw from the university after the start of classes may request a partial refund of tuition fees, according to the following schedule:

• Withdrawal within 14 days of the start of classes: 75% refund of tuition fees.
• Withdrawal between the 15th and 30th day after the start of classes: 50% refund of tuition fees.
• Withdrawal after the 30th day following the start of classes: no refund will be granted.
• Registration fees are non-refundable.

Refund requests must be submitted in writing to the university administration, specifying the reasons for the withdrawal.

3. Refund in Case of Withdrawal for Medical Reasons or Force Majeure

Students who withdraw from the university due to unforeseen circumstances, such as serious health issues or force majeure events, may request a full or partial refund of tuition fees, depending on the circumstances. Refund requests must be accompanied by supporting documents, such as medical certificates or official statements.

4. Refund in Case of Non-Compliance with Admission Conditions

If a student is enrolled at the university without meeting the admission conditions, the university reserves the right to cancel the enrollment and fully refund the tuition fees paid.

5. Refund of Other Fees

Fees other than tuition fees, such as registration fees, material fees, and examination fees, are generally non-refundable. However, the university may decide, on a case-by-case basis, to refund these fees based on specific circumstances.

6. Refund Request Procedure

Students wishing to request a refund must submit a written request to the university administration by email to re***********@****ga.org, specifying the reasons for the refund and providing the appropriate supporting documents. Refund requests will be reviewed and processed in a reasonable timeframe, and students will be informed of the university's decision in writing. No verbal refund requests or requests through other communication channels such as WhatsApp, Facebook, LinkedIn… will be approved. The request must be sent by email.

7. Refund period

If the refund request is approved, the university will process the refund within 45 days from the date of approval. The refund will be made using the same payment method used to pay the initial fees, unless otherwise agreed between the student and the university.

8. Refund policy modification

The Virtual University of Gabon reserves the right to modify this refund policy at any time to adapt to the changing needs of the institution and the students. Students will be informed of any changes made to the refund policy and will be required to comply.

Exclusion policy:

Reasons for exclusion:

Students may be temporarily or permanently excluded from the virtual university for various reasons, including:

1. Academic fraud: cheating, plagiarism, falsification of documents or information, participation in unauthorized activities, or violation of examination rules.
2. Inappropriate behavior: harassment, discrimination, bullying, threats, or any other behavior harmful to the learning environment or the well-being of other members of the university community.
3. Non-compliance with university rules and policies: violation of the terms of use of online resources, misuse of materials or facilities, non-compliance with intellectual property rights, or non-payment of tuition fees.
4. Criminal activity: involvement in criminal activities or behavior that could harm the reputation of the university.

Exclusion procedures:

1. Investigation: When an incident is reported, the university conducts an investigation to determine the facts and gather evidence. The students involved will be informed and will have the opportunity to present their version of the facts.
2. Warning: If the investigation reveals a breach of university rules, a written warning may be issued, specifying the nature of the violation and the consequences in case of recurrence.
3. Suspension: In serious or repeated cases, the student may be temporarily suspended from the virtual university, with a prohibition on accessing courses, exams, and other online resources.
4. Permanent exclusion: If the student's behavior continues to be problematic despite warnings and suspensions, or if the violation is particularly serious, the student may be permanently excluded from the virtual university.

Appeal:

1. Students have the right to contest exclusion decisions by submitting a written appeal to a committee designated by the university.
2. The appeal committee will review the evidence and arguments presented by the student and will make a final decision.