Next Matter Pro Academy
1Who We Are
Next Matter Pro Academy is the online training portal of Next Matter Pro ("we," "us," or "our"). For the personal data described in this notice, we are the personal information controller under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173).
Next Matter Pro
181 Padre Burgos Street
Brgy. Sipi, Daraga, Albay 4501, Philippines
Email: clientcare@nextmatterpro.com
Data Protection Officer. Questions, requests, and complaints about your personal data go to our Data Protection Officer at clientcare@nextmatterpro.com. Please use the subject line "Data Privacy Request."
2What This Notice Covers
This Privacy Policy covers the Next Matter Pro Academy training portal at nextmatterpro.com/training (also reachable at training.nextmatterpro.com) and the Next Matter Pro Academy Android app. It explains what personal data we collect, why, who we share it with, how long we keep it, and your rights.
Our main website, nextmatterpro.com, has its own privacy policy.
Our Pabulong desktop app has its own Pabulong Privacy Notice. It does not send your audio or recordings to us.
3Personal Data We Collect
| Category | What it includes | Where it comes from |
|---|---|---|
| Account details | Full name, email address, password (stored only as a one-way hash), your role (student or admin), and whether your account is pending, active, or inactive. When you register, we email you a verification link; the link's token is kept until it is used or expires, and the date you confirmed your email. | You, when you register |
| Profile details (optional) | Phone number, address, occupation, and profile photo | You, if you add them to your profile |
| Background details (optional) | Your birthday (only if you tick the consent box), current and past jobs, years of VA experience, the areas and tools you have worked with, education, learning goals, and the VA job you are aiming for. Your résumé file and the text read from it, if you upload one. When you choose a résumé, your browser reads it to fill in these fields; it is only saved when you press Save. | You, if you add them to your profile |
| Learning records | Courses and classes you are enrolled in, lesson progress, completion status, and certificates (certificate number, your name, course title, and issue date) | Created as you use the portal |
| Coursework and community | Work you hand in for assignments (text, files, and links) and your trainer's feedback, questions and replies you post on lesson pages, and ratings and reviews you submit | You and our trainers |
| Class recordings | Recordings of paid live classes, which may include your name, voice, video, and chat messages if you take part | Recorded by us during the class |
| Intake practice calls | If your class includes the intake desk: the audio recording of each practice call (your voice and the simulated caller's), a written transcript, what you type into the practice intake form, the outcome you choose, the date, time, and length of the call, the automated score and comments, your trainer's score and feedback, and the date you accepted the practice call notice | You, the intake desk, Google's Gemini API, and our trainers |
| Records practice desk | If your class includes the records desk: the audio recording of each practice call (your voice and the simulated staff's), a written transcript, the documents you upload, what you enter on the desk (requests, call log entries, faxes, emails, portal actions) and when, the automated score and comments, your trainer's score and feedback, and the date you accepted the records desk notice | You, the records desk, Google's Gemini API, and our trainers |
| Demand practice desk | If your class includes the demand desk: the audio recording of each practice call (your voice and the simulated staff's or adjuster's), a written transcript, the documents you upload (including the demand letter you draft), what you enter on the desk (the inventory, issues, chronology, ledger, wages, liens, notes, faxes, emails, portal actions) and when, the automated score and comments, your trainer's score and feedback, and the date you accepted the demand desk notice | You, the demand desk, Google's Gemini API, and our trainers |
| Resume builder | If you use the resume builder: the resumes you make (the role, your contact details, jobs and your answers about them, the bullets, training, education, skills, languages, summary, and work setup you enter), the work setup and languages you choose to save to your profile, the short code for your training verification link, and a record of each use of the AI tools (the date, which tool, and whether it worked, but not the text) | You, your profile, and your Academy records |
| Referrals | Your referral code, who referred you or whom you referred, and referral discounts earned or used | Created when you share or use a referral code |
| Messages and support | Messages and file attachments you send to instructors or classmates, and support tickets (name, email, priority, subject, and message) | You |
| Live sessions | Your name and email, used to identify you when you join a live class | Your account |
| Payments | The class purchased, amount, payment status, and payment reference numbers. Your card or e-wallet details are entered directly with PayMongo; we do not receive your full card number. | You and PayMongo |
| Newsletter (optional) | Your name and email, only if you tick the newsletter box | You |
| Technical data | IP address, browser and device type, pages requested, date and time, and our login session cookie. A record of each time you log in (date and time, device type, and IP address) and when you were last active. In the Android app, a push-notification token for your device. | Your browser or device |
Sensitive personal information. Your birthday shows your age, which the Data Privacy Act treats as sensitive personal information. We collect it only if you choose to add it and tick the consent box, and we use it only to tailor classes to age groups. Our trainers see your age, not your birthday. We do not ask for other sensitive personal information such as government ID numbers, health, religion, marital status, or financial account details. Please remove it from your résumé before uploading, and do not include it in messages, uploads, support tickets, or practice calls. If you do, we use it only to handle that request. On the intake desk, the injuries and health details you discuss belong to the fictional caller, not to you. On the records desk, the patients and medical records are fictional too. On the demand desk, the client, the records, and the insurance claim are fictional too.
4How We Use Your Data and Why We Are Allowed To
We process personal data only when the Data Privacy Act gives us a lawful basis. The table shows each purpose and its basis.
| Purpose | Lawful basis |
|---|---|
| Creating and approving your account, logging you in, and keeping it secure | Fulfilling our agreement with you (the Terms and Conditions) |
| Delivering courses, tracking progress, running live classes, and issuing certificates | Fulfilling our agreement with you |
| Messaging, support tickets, and service emails and app notifications (account approval, password resets, ticket updates, class and session reminders, feedback on your work, answers to your questions) | Fulfilling our agreement with you |
| Tailoring classes and course content to your experience, age group, and goals, and understanding our students as a group | Your consent, which you give by adding these optional details (and, for your birthday, by ticking the consent box). You can withdraw it at any time by removing them from your profile. |
| Reviewing handed-in work and answering questions on lesson pages | Fulfilling our agreement with you |
| Publishing reviews you submit, after we check them | Your consent, given when you submit a review |
| Recording paid live classes and letting students enrolled in that class watch the recording in the portal | Fulfilling our agreement with you, and our legitimate interest in letting enrolled students rewatch a class |
| Running practice intake calls: recording and transcribing them, scoring them automatically, and letting your trainer review them | Fulfilling our agreement with you for classes that include the intake desk, and your consent, which you give by accepting the practice call notice before your first call |
| Sending practice call audio, transcripts, and form entries to Google's Gemini API, which under Google's terms may use them to improve its products | Your consent, which you give by accepting the practice call notice before your first call. You can withdraw it by not using the intake desk and asking us to delete your practice calls. Withdrawing does not undo what Google already received. |
| Running the records desk: recording and transcribing practice calls, storing your uploads, scoring your shifts automatically, and letting your trainer review them; sending call audio, transcripts, call log entries, uploaded documents, and the emails you write to Google's Gemini API, which under Google's terms may use them to improve its products | Fulfilling our agreement with you for classes that include the records desk, and your consent, which you give by accepting the records desk notice before your first shift. You can withdraw it by not using the records desk and asking us to delete your shifts. Withdrawing does not undo what Google already received. |
| Running the demand desk: recording and transcribing practice calls, storing your uploads, scoring your shift automatically, and letting your trainer review it; sending call audio, transcripts, call log entries, and the demand letter you upload to Google's Gemini API, which under Google's terms may use them to improve its products | Fulfilling our agreement with you for classes that include the demand desk, and your consent, which you give by accepting the demand desk notice before your shift. You can withdraw it by not using the demand desk and asking us to delete your shift. Withdrawing does not undo what Google already received. |
| Running the resume builder: filling it in from your profile and Academy records, writing bullets and summaries from your answers, checking the wording, and making the Word, PDF, and text files you download | Fulfilling our agreement with you |
| Sending resume text to Google's Gemini API when you press one of the resume builder's AI tools (improve the wording of a bullet or the summary, or suggest bullets for a job), which under Google's terms may use it to improve its products | Your consent, which you give each time you press an AI tool. The resume builder works fully without them. |
| Showing your certificates on the public page your training verification link opens | Your consent, which you give by adding the link to your resume. You can stop using it at any time. |
| Giving referral discounts and rewards | Fulfilling our agreement with you (the referral offer in the Terms) |
| Processing payments and enrolling you after payment | Fulfilling our agreement with you |
| Keeping payment and tax records | Complying with legal obligations |
| Letting anyone with a certificate number confirm that the certificate is genuine | Our legitimate interest, and yours, in certificates that can be trusted |
| Preventing fraud, abuse, and security incidents | Our legitimate interest in keeping the portal safe |
| Seeing when students last logged in and how often they use the portal, to support students who stop logging in, spot shared accounts, and improve classes | Our legitimate interest in running and securing the portal |
| Sending the newsletter | Your consent, which you can withdraw at any time |
| Showing ads on public portal pages (see Section 6) | Our legitimate interest in funding free content, and your consent where the law requires it |
5Who We Share Your Data With
We do not sell your personal data. We share it only with the parties below, and only as far as each needs it:
| Recipient | Why | What they receive |
|---|---|---|
| Instructors and classmates in the same thread or class | Messages and group classes | Your name, profile photo, and the messages and files you send them |
| Other students taking the same course | Questions and replies on lesson pages | Your first name and last initial, and what you post |
| Students enrolled in the same paid class | Class recordings | The recording, which may include you if you took part |
| Your trainers and Academy admins | Reviewing your practice intake calls | The recording, transcript, practice form entries, and scores of your practice calls |
| Your trainers and Academy admins | Reviewing your records desk shifts | The recordings, transcripts, uploads, desk entries, and scores of your shifts |
| Your trainers and Academy admins | Reviewing your demand desk shift | The recordings, transcripts, uploads, desk entries, and scores of your shift |
| Anyone who visits a class page, and students on course pages | Published reviews | Your first name and last initial, your rating, your review, and the month it was published |
| The student whose referral code you used | Telling them their referral worked | Your first name and last initial, when you enroll in a paid class |
| Anyone with your certificate number | Certificate verification | Your name, the course title, and the issue date |
| Anyone with your training verification link (printed on your resume) | Showing employers the training you completed | Your name, and the title and issue month of each valid course and learning track certificate. Not your practice desk results or contact details. |
| Hostinger | Web hosting, database, and email delivery | All portal data, stored on its servers on our behalf |
| PayMongo | Payment processing | Payment details you enter, and the class and amount |
| Google (Gemini API) | Running the simulated callers on the intake desk, transcribing practice calls, and scoring them | Your voice during the call, the transcript, and your practice form entries. Under Google's Gemini API Additional Terms, Google may use this content to provide, improve, and develop its products, and people at Google may review it. Google keeps what it receives under its own terms and Privacy Policy. |
| Google (Gemini API) | Running the simulated provider staff and callers on the records desk, transcribing practice calls, and scoring calls, letters, and emails | Your voice during calls, the transcripts, your call log entries, the documents you upload, and the emails you write on the desk. Under Google's Gemini API Additional Terms, Google may use this content to provide, improve, and develop its products, and people at Google may review it. Google keeps what it receives under its own terms and Privacy Policy. |
| Google (Gemini API) | Running the simulated staff and adjuster on the demand desk, transcribing practice calls, and scoring calls and the demand letter | Your voice during calls, the transcripts, your call log entries, and the demand letter you upload. Under Google's Gemini API Additional Terms, Google may use this content to provide, improve, and develop its products, and people at Google may review it. Google keeps what it receives under its own terms and Privacy Policy. |
| Google (Gemini API) | The resume builder's AI tools, only when you press one | The text of the bullet or summary you want improved, or the answers and lines of the job you want bullets for. Your name and contact details are not sent. Under Google's Gemini API Additional Terms, Google may use this content to provide, improve, and develop its products, and people at Google may review it. Google keeps what it receives under its own terms and Privacy Policy. |
| 8x8 (Jitsi as a Service) | Running live video classes | Your name and email when you join a session. We do not record or transcribe sessions. |
| Google Firebase Cloud Messaging | Push notifications in the Android app | Your device's notification token and the notification text |
| Our email newsletter provider (Brevo or MailerLite) | Sending the newsletter, only if you opted in | Your name and email |
| Google AdSense | Ads on public portal pages | Cookie and device data collected by Google (see our Cookies Policy) |
| Government agencies, courts, or law enforcement | When the law requires us to | Only what the request lawfully requires |
Our service providers process personal data under their own security and privacy commitments and may not use it for their own purposes except as their terms and the law allow.
Inside Next Matter Pro, only our trainers and admins can see your background details, résumé, handed-in work, and practice calls. We do not share them with employers or anyone else outside Next Matter Pro unless you ask us to.
6Cookies and Ads
The portal uses one essential cookie to keep you logged in. Public portal pages may also show Google AdSense ads, and Google may set its own cookies to show and measure those ads. The Cookies Policy has the details and your choices.
7Data Stored Outside the Philippines
Some of our providers, including Google, 8x8, Brevo, and MailerLite, may store or process data outside the Philippines, for example in the United States or the European Union. When this happens we remain responsible for your data, as the Data Privacy Act requires. We use providers that commit to protecting it at a level comparable to Philippine law. The exception is the Google Gemini service used by the intake desk: Google may use what it receives for its own products, as explained in Sections 4 and 5.
8How Long We Keep Your Data
| Data | How long |
|---|---|
| Account, profile, background details, résumé, learning records, handed-in work, questions, reviews, messages, and support tickets | While your account is open. After you ask us to close it, we delete or anonymize this data within 30 days, except the records listed below. |
| Birthday and résumé you remove yourself | Deleted when you remove them from your profile |
| Class recordings | Until we remove the recording from the portal |
| Intake practice calls (recordings, transcripts, form entries, and scores) | While your account is open. After you ask us to close your account, or ask us to delete your practice calls, we delete them within 30 days. Copies Google received are kept under Google's own terms. |
| Records desk shifts (recordings, transcripts, uploads, desk entries, and scores) | While your account is open. After you ask us to close your account, or ask us to delete your shifts, we delete them within 30 days. Copies Google received are kept under Google's own terms. |
| Demand desk shift (recordings, transcripts, uploads, desk entries, and scores) | While your account is open. After you ask us to close your account, or ask us to delete your shift, we delete it within 30 days. Copies Google received are kept under Google's own terms. |
| Resumes you make in the resume builder | Until you delete them. A deleted resume can be restored for 30 days, then it is removed. Text Google received from the AI tools is kept under Google's own terms. |
| Registrations that are never approved | Deleted within 90 days |
| Certificates | Kept so that certificates you earned can still be verified, unless you ask us to withdraw them |
| Payment and tax records | For the period Philippine tax and accounting rules require |
| Newsletter subscription | Until you unsubscribe |
| Login history (date and time, device type, and IP address) | 180 days, then deleted automatically |
| Server and security logs | Kept only as long as needed to run and secure the portal, then deleted |
9How We Protect Your Data
We use organizational, physical, and technical safeguards, including encrypted connections (HTTPS), passwords stored only as one-way hashes, role-based admin access, login and permission checks before private files and messages are shown, and restricted access to server files and keys.
No system is perfectly secure. If a personal data breach occurs that is likely to put you at real risk of harm, we will notify you and the National Privacy Commission within 72 hours of discovering it, as NPC rules require.
10Your Rights
Under the Data Privacy Act you have the right to:
- be informed about how your personal data is processed;
- access the personal data we hold about you;
- object to processing, including direct marketing;
- correct inaccurate or incomplete data;
- erasure or blocking of data that is no longer needed or was processed unlawfully;
- data portability: a copy of your data in a commonly used electronic format;
- withdraw consent at any time, where processing is based on consent. You can remove your birthday, résumé, and other background details yourself on your profile page;
- have a trainer review the automated score of a practice call. The automated score is training feedback. It does not decide your enrollment, payments, or certificates on its own;
- damages if you are harmed by inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your personal data;
- file a complaint with the National Privacy Commission.
To exercise any right, email clientcare@nextmatterpro.com from the address on your account. We may ask you to confirm your identity. We aim to respond within 15 working days.
If you are not satisfied with our response, you can contact the National Privacy Commission at privacy.gov.ph.
If you live outside the Philippines, you may also have rights under your local law, such as the GDPR in the EU and UK or state privacy laws in the United States. Contact us and we will honor them where they apply.
11Newsletter and Service Emails
The newsletter is optional. You join only by ticking the newsletter box, and you can unsubscribe at any time with the link in any newsletter or by emailing us. Unsubscribing does not affect your account.
Service emails, such as account approval, password resets, support ticket updates, and class notices, are part of running your account. They are not marketing, so they have no opt-out.
12Age Requirement
The portal is for people aged 18 and over. We do not knowingly collect personal data from anyone under 18. If we learn that someone under 18 has registered, we will close the account and delete their data.
13Changes to This Policy
We may update this Privacy Policy. When we do, we will change the "Last updated" date. For significant changes, we will also tell registered users by email or with a notice in the portal before the changes take effect.
14Contact Us
For questions, requests, or complaints about this policy or your personal data, contact our Data Protection Officer:
Next Matter Pro
181 Padre Burgos Street
Brgy. Sipi, Daraga, Albay 4501, Philippines
Email: clientcare@nextmatterpro.com (subject: "Data Privacy Request")