eMentors policies

1. Privacy Policy

Last updated: date of publishing

eMentors (ementors.lk) is an online learning service of Eminent Edification (Pvt) Ltd, No 227/4, Kandy Road, Yakkala, Sri Lanka ("eMentors", "we", "us"). We respect the privacy of our students, their parents and guardians, and visitors to our website. This policy explains what information we collect, why, and how we protect it.

1.1 Information we collect

• Student details: name, grade, school, subjects enrolled.
• Parent or guardian details: name, mobile and WhatsApp number, email address, preferred language for updates (Sinhala, Tamil or English).
• Delivery details: postal address, nearest town and a contact number for courier delivery of tute packs.
• Payment details: amounts, dates and references of payments, and bank slips you upload. Card payments are processed by our payment gateway provider; we do not store full card details.
• Learning information: class attendance, quiz and test marks, and teachers' progress notes.
• Account and usage information: LMS login details and activity, and website usage data collected through cookies and analytics tools.
• Class recordings: live classes are recorded. Recordings may include students' names, voices, chat messages and, if a student turns on their camera, their image.

1.2 How we use it

• To register students, manage classes and give access to the LMS and recordings.
• To process payments and send receipts.
• To deliver printed tute packs by courier.
• To send class reminders, timetable changes and monthly progress updates to parents, including by WhatsApp, SMS, phone call or email.
• To answer questions and provide support.
• To improve our classes, website and services, and to measure our advertising (for example, through Meta Pixel and Google Analytics).
• To keep our systems secure and prevent misuse.

1.3 Who we share it with

We do not sell or rent personal information. We share it only with:

• Authorised eMentors and Eminent Edification staff and teachers who need it to teach and support the student.
• Service providers acting for us: the payment gateway, the courier company (name, address and phone only), video-class, LMS, website-hosting and messaging providers.
• Government or legal authorities where the law requires it.

1.4 Student photos and videos

We do not use students' photos, videos, voices or full names in our advertising, website or social media. Class recordings are used only for teaching and are shared only with enrolled students. If we share feedback from parents or students, it is written and anonymous, so that no student can be identified.

1.5 How long we keep it

We keep student and parent records while the student is enrolled and for 2 years afterwards for academic and accounting purposes, unless the law requires longer. Class recordings are kept for the academic year and then deleted. Unsuccessful enquiries are deleted after 12 months.

1.6 Security

We take reasonable technical and organisational steps to protect personal information from unauthorised access, loss or misuse. Students and parents must keep LMS passwords private and tell us at once if they suspect an account has been accessed by someone else.

1.7 Your choices and rights

Parents and guardians may ask to see, correct or delete the information we hold about them or their child, or ask us to stop marketing messages, by contacting us (details below). We will respond within a reasonable time. We handle personal data in line with applicable Sri Lankan law, including the Personal Data Protection Act, No. 9 of 2022.

1.8 Children

Our students are school students under 18. We collect students' information with the knowledge of a parent or guardian, who completes or approves the registration.

1.9 Cookies

Our website uses cookies and analytics tools to work properly, understand how visitors use it, and measure our advertising. You can block or delete cookies in your browser settings; some parts of the site may then not work fully.

1.10 Changes

We may update this policy. The latest version will always be on this page, with the date it was last updated.

1.11 Contact

eMentors – Eminent Edification (Pvt) Ltd, No 227/4, Kandy Road, Yakkala, Sri Lanka · eMentors email · eMentors WhatsApp number · Hotline +94 33 224 6677

2. Terms & Conditions

Last updated: date of publishing

By registering for, paying for or using eMentors classes, the website ementors.lk or the eMentors LMS, the student and their parent or guardian agree to these terms. eMentors is a service of Eminent Edification (Pvt) Ltd.

2.1 Our services

eMentors provides live online classes for the Sri Lankan National Curriculum (G.C.E. O/L) taught in English, recordings of those classes, quizzes and tests, printed and digital tutes, and progress updates for parents.

2.2 Registration

• Registration must be completed or approved by a parent or guardian.
• Parents are responsible for choosing the correct grade, subjects and batch, and for giving accurate contact and delivery details.
• Places are subject to availability. We may decline or cancel a registration if the information given is false.

2.3 Fees and payment

Fees, payment methods, refunds and tute delivery are set out in our Payment, Refund & Delivery Policy, which forms part of these terms.

2.4 Access to classes and recordings

• Each student receives a personal LMS account. Access is for that student only and must not be shared.
• Live class links, recordings and materials are available only for the subjects and months that have been paid for.
• Recordings are normally available within 24 hours of each live class and remain available until the end of the academic year.

2.5 Technical requirements

Students need a smartphone, tablet or computer, a stable internet connection and enough mobile data. eMentors is not responsible for a student's own device, internet or power problems. If a student misses a live class for any reason, the recording is the replacement for that class.

2.6 Changes to classes

We may change class times, replace a teacher, update course content, or cancel and reschedule a session when necessary. We will notify parents as early as possible by WhatsApp or SMS. A cancelled class will be rescheduled or replaced with a recorded session.

2.7 Conduct

Students must behave respectfully in classes and chats and follow our Child Protection & Online Safety Policy. We may suspend or remove a student who disrupts classes, harasses others, shares login details or misuses class content. Fees are not refunded in these cases.

2.8 Intellectual property

All class recordings, videos, tutes, notes, papers, presentations and LMS content belong to Eminent Edification (Pvt) Ltd or its teachers. They are for the enrolled student's personal study only. Copying, recording, screenshotting for distribution, uploading, sharing, selling or distributing any of this content without written permission is prohibited and may lead to removal from classes and legal action under Sri Lankan law.

2.9 Results

We teach to the best of our ability, but exam results depend on many factors, including the student's own effort. We do not guarantee any particular grade.

2.10 Limitation of liability

To the extent permitted by law, our liability for any claim relating to our services is limited to the fees paid for the month in which the issue arose.

2.11 Governing law

These terms are governed by the laws of Sri Lanka.

2.12 Changes to these terms

We may update these terms. The latest version will always be on this page.

3. Payment, Refund & Delivery Policy

Last updated: date of publishing

3.1 Class fees

• The class fee is LKR 2,000 per subject per month.
• Fees are paid monthly in advance, by the 5th of each month. Early-bird or multi-subject offers, if any.
• Accepted payment methods: card and mobile wallet through our payment gateway (PayHere) and bank transfer with the payment slip uploaded through the registration or payment link.
• Access to live classes, recordings and materials for a month opens once that month's payment is confirmed. If a payment is not received by the 10th, access for that month is paused until payment is made.

3.2 Refunds

• Because class access, recordings and study materials are provided as soon as payment is confirmed, fees are non-refundable once a month has started, and are not pro-rated for classes a student does not attend.
• Before classes start: if a parent cancels in writing before the first class of the month, we will refund the fee / carry it forward as credit.
• If we cancel a class and cannot reschedule it or provide a recording, the fee for that class will be credited to the next month.
• Duplicate or accidental payments verified as a technical or payment-gateway error will be refunded or credited after checking. Refunds may take several business days, depending on the bank or payment provider.
• Parents should check the grade, subjects and batch carefully before paying; we cannot refund payments made for the wrong course, but we will help move the student to the correct class where places allow.

3.3 Tute packs and delivery

• Printed tutes for all of a student's subjects are sent together in one tute pack to the address given at registration. The same tutes are also available as PDFs in the LMS.
• Tute packs are sent every two months / every month. The first pack is dispatched after the first payment is confirmed; packs for later periods are dispatched in the first week of each period for students who have paid.
• Delivery: island-wide by courier. Delivery fee: LKR 350 / 400 per pack, free for students enrolled in 3 or more subjects. The delivery fee is paid with the first payment of each pack period.
• Delivery usually takes 2 to 5 working days after dispatch. We will send the courier tracking number to the parent's WhatsApp.
• Subjects added later: tutes for a newly added subject are sent in the next weekly dispatch at no extra delivery charge.
• Failed delivery: if a pack is returned because no one was available, we will re-send it once free of charge. After that, a re-delivery fee applies, or the pack can be collected from our Yakkala office.
• Wrong address: if the address given is incorrect or incomplete, re-delivery is charged at the delivery fee.
• Damaged or missing items: please contact us within 7 days of delivery with a photo; we will replace damaged or missing tutes.

3.4 Contact

For payment or delivery questions: eMentors WhatsApp number · eMentors email.

4. Child Protection & Online Safety Policy

Last updated: date of publishing

eMentors students are children and young people. Their safety, online and offline, comes first.

4.1 Our commitment

All eMentors classes and communication channels must be safe, respectful, inclusive and suitable for school students.

4.2 How classes are run

• Live classes are held only through official eMentors class links and the LMS, and are recorded.
• Students join using their own name. Cameras are optional unless a teacher asks for them for a specific activity; students should be in a suitable place and dressed appropriately when cameras are on.
• Class chat is visible to the teacher and is moderated.

4.3 Teachers and staff

• Teachers and staff communicate with students only through official eMentors channels: the LMS, class sessions, and official eMentors WhatsApp groups or numbers that parents can see.
• Teachers do not hold private one-to-one calls or chats with students through personal accounts, and do not ask students for personal photos or personal information.
• Any one-to-one session (for example, extra help) is arranged with the parent's knowledge and through official channels.

4.4 Students are expected to

• Behave respectfully and use appropriate language.
• Never bully, harass or embarrass others in class, in chat or on social media.
• Follow the teacher's instructions.
• Keep LMS passwords and personal information private, and not share class links with anyone else.
• Never record, screenshot or share classmates' images, names or messages.

4.5 Recordings and content

Recordings and materials are for enrolled students only. Students and parents must not share recordings publicly, upload class content to social media or other platforms, or distribute materials without permission.

4.6 Parents and guardians

We encourage parents to know when their child's classes are, help them use devices and the internet safely, and talk to us about any concern.

4.7 Reporting a concern

Anyone who is worried about a student's safety, inappropriate behaviour by any person, or online misuse should report it immediately to the eMentors designated safeguarding contact: name, role, phone, email. Concerns are handled confidentially and promptly. Where a child may be at risk of harm, we will inform the parent or guardian and, where appropriate, the relevant authorities.

4.8 Policy updates

We review this policy regularly and may update it to improve student protection.