Privacy Policy

This Privacy Policy explains how personal data is collected, used, stored and protected when you use the bilixhub.com website, the my.bilixhub.com platform, Bili AI, BilixHub training programmes, events, registration forms and related services.

In this Policy, “BilixHub”, “BILIX”, “we”, “us” or “our” means the following service provider:

Legal name

[full name of the legal entity or individual entrepreneur]

Legal form

[LLC / individual entrepreneur]

Taxpayer Identification Number (VÖEN)

[VÖEN]

State registration details

[registration details]

Registered address

[registered address]

Email

[privacy email]

Telephone

[telephone number]

BilixHub acts as the owner and, where applicable, the operator of the personal data you provide.

This Policy applies when you:

• visit our website;
• apply for a training programme or event;
• create a BilixHub account and use your personal dashboard;
• participate in an online or in-person training programme;
• submit an assignment, project, test or other material;
• communicate with Bili AI or send a file to it;
• contact the support team or a trainer;
• make a payment; or
• consent to receive marketing communications.

Third-party websites and services may have their own privacy rules. When you follow a link to such a service, its own rules will also apply separately.

Depending on the service you use, we may collect the following data.

3.1. Identity and contact data

• first name and surname;
• email address;
• telephone number;
• employer and job title, if you provide them;
• selected training programme and format;
• account and profile data; and
• where the participant is a minor, data relating to the legal representative.

3.2. Account and security data

• user identifier;
• a protected technical representation of the password;
• login history;
• account verification and recovery data; and
• security and access-control logs.

We do not see or store your password in plain text.

3.3. Training activity data

• registration and participation status;
• attendance;
• course progress;
• test and assessment results;
• assignments, projects and presentations;
• trainer reviews and feedback;
• data required for certification; and
• training-related communications and support requests.

3.4. Bili AI data

• prompts you submit to Bili AI;
• responses generated by the system;
• conversation history;
• files and materials you submit;
• training, lesson and assignment context; and
• technical usage logs used for service quality and security.

Do not submit to Bili AI any trade secret, confidential employer information, special-category personal data or third-party data that you have no right to share.

BilixHub does not seek to intentionally collect through Bili AI health data, biometric data, religious beliefs, criminal-conviction data, family-life data or other data classified as special category data under applicable law. If we discover that such data has been submitted without authorisation, we may restrict access to it, delete it or anonymise it, unless we have a legal duty to retain it.

3.5. Online lessons and recording data

Online lessons and certain events may be recorded after prior notice. A recording may include:

• your name and display name on the platform;
• your voice;
• your image when your camera is enabled;
• your screen sharing; and
• your chat messages, questions and contributions.

If you do not wish to appear in a recording, you may switch off your camera and microphone, submit your question in the chat or notify us in advance. If active oral participation is essential to the training, we will try to agree an appropriate alternative with you separately.

3.6. Payment and transaction data

• selected service and amount paid;
• payment date and status;
• receipt, invoice and refund data; and
• payer name and transaction identifier.

When you pay by card, the full card number, CVV/CVC code and other sensitive card data are processed by the bank or payment service. BilixHub does not directly store this data.

3.7. Technical data

• IP address;
• device, operating system and browser data;
• language and time zone;
• pages viewed and time of use;
• error, security and performance logs; and
• data obtained from cookies and similar technologies.

We obtain data primarily from you directly—for example, when you complete a registration form, create an account, join a training programme, submit an assignment or use Bili AI.

We may also obtain certain data from:

• your employer or the customer commissioning a corporate training programme;
• a payment service or bank;
• videoconferencing, email and other technical services;
• publicly available sources where permitted by law; and
• partners and referral channels to which you have consented.

Where data is received from a third party, we inform you or obtain your consent where required by law.

We may process personal data to:

• receive and respond to your application;
• create an account, enable access and protect the account;
• provide the selected training programme and related services;
• monitor course progress, attendance and results;
• assess assignments and provide feedback;
• prepare certificates and other training documents;
• provide training-related support through Bili AI;
• conduct online lessons and make recordings available to the relevant group;
• confirm payments, issue receipts and process refunds;
• resolve enquiries, complaints and technical problems;
• ensure the security and operation of the platform;
• prevent fraud, misuse and breaches of rules;
• comply with legal and financial obligations;
• prepare anonymised and aggregated statistics to improve services; and
• send you information about news, training programmes and promotions where you have separately consented.

We collect data only for predetermined, lawful purposes that have been communicated to you. We seek not to request data that is unnecessary for those purposes.

5.1. Automated processing and learning analytics

BilixHub may generate learning analytics and recommendations based on course progress, attendance, test results and platform usage. This data is used for training support, feedback and programme improvement.

Bili AI and other automated functions do not independently make decisions about a participant that produce legal effects or concern recruitment, dismissal, credit, insurance or other high-impact matters. Appropriate human oversight is applied to significant training decisions.

We process data in accordance with the laws of the Republic of Azerbaijan on the following grounds:

• your consent;
• necessity for providing a service you requested or purchased;
• tax, accounting, security and other obligations arising under law; and
• other circumstances permitted by law.

Where processing is based on consent, you may withdraw that consent in the manner prescribed by law. Withdrawal does not automatically invalidate lawful processing carried out before the date of withdrawal. We will, however, stop future processing that depends on consent and, unless another lawful retention ground exists, delete or anonymise the data.

Access to your data is limited to persons who need it for their work. We may share a limited amount of data with:

• authorised BilixHub employees and trainers;
• platform hosting, database, authentication and technical-support providers;
• videoconferencing and lesson-recording services;
• email, SMS and other communication services;
• payment services, banks and accounting providers;
• artificial-intelligence and cloud-service providers supporting Bili AI;
• security, analytics and performance services;
• legal, audit and other professional advisers;
• competent public authorities and courts where legally required; and
• relevant parties in a reorganisation, merger or transfer of the business, in accordance with applicable law.

We provide service providers only with the data necessary for the particular service and require them to protect it.

We do not sell your personal data for advertising purposes.

The principal data processors are:

When a provider changes, the table and the “Last updated” date must be updated.

When a training programme is commissioned by your employer or another organisation, the following data may be provided to that organisation to the extent communicated to you in advance:

• registration and attendance;
• training progress;
• assessment and completion status;
• certificate data; and
• reports agreed for the corporate programme.

The individual indicators to be disclosed to a corporate customer must be communicated to the participant before training and clearly specified in the corporate agreement. Reports are provided in aggregated form where possible.

The full content of your private Bili AI conversations, personal enquiries and assignments is not provided to your employer without separate notice, necessity and an appropriate legal basis. If an employer uses data from the BilixHub platform for a decision affecting employment, the employer is responsible, within its authority, for the legal basis of that decision and for informing the participant.

The servers and teams of certain technical services we use may be located outside the Republic of Azerbaijan. In that case, your personal data may be processed and stored in another country.

We carry out cross-border transfers only in compliance with applicable law, using appropriate contractual and technical safeguards and, where required, your explicit consent. The volume of data transferred is limited to what is necessary for the particular service.

We do not retain data longer than necessary for its purpose. Our standard retention periods are:

• data of applicants who do not complete registration — 12 months after the application;
• account and profile data — while the account is active and for 3 years after closure;
• attendance, training-completion and certificate records — 5 years after completion of the training;
• assignments, projects, results and feedback — 2 years after completion of the training;
• Bili AI conversations and submitted files — 12 months after the last activity;
• online lesson recordings — 6 months after the programme ends, unless a longer period is stated on the programme page;
• support requests and complaints — 2 years after the matter is closed;
• security and technical logs — 12 months;
• marketing data — until consent is withdrawn or after 2 years of inactivity; and
• payment, tax and accounting records — for the period required by law.

Relevant data may be retained longer where there is a dispute, investigation or legal requirement. When the applicable period expires, the data is deleted, securely destroyed or transformed into a form that does not identify an individual.

The website and platform may use cookies and similar technologies to:

• keep you logged in and maintain your session;
• ensure security;
• remember language and other preferences;
• identify errors and measure performance; and
• conduct usage analytics and marketing where you have consented.

Certain website and platform functions may not operate without strictly necessary cookies. If analytics and marketing cookies are used, they must be managed separately from necessary cookies and, where required, activated only on the basis of the user’s choice. You can manage other cookies through the cookie panel or your browser settings.

We implement appropriate technical and organisational measures to protect data against unauthorised access, loss, alteration, disclosure and destruction. These measures may include restricted access permissions, authentication, encryption capabilities, backups, security logs and service-provider due diligence.

To the extent applicable, security measures include role-based access, multi-factor authentication, encrypted data transmission, backups, audit logs, confidentiality obligations for employees and trainers, service-provider assessment, vulnerability remediation and an incident-response plan.

No internet system is completely risk-free. If a security incident creates a serious risk to your personal data, we will act in accordance with applicable law and, where required, notify you and the competent authority.

To the extent provided by law, you have the right to:

• learn whether data about you is held;
• know the purposes, manner and duration of processing;
• obtain information about the source of the data and the recipients with whom it has been shared;
• request access to your personal data;
• require inaccurate or incomplete data to be corrected;
• require data to be deleted or destroyed where there is no lawful basis for retaining it;
• object to or request a prohibition on the collection and processing of data;
• withdraw your consent;
• require the protection of your data; and
• apply to the competent public authority or a court if your rights are infringed.

You may send a request to [privacy email]. We may request additional information to verify your identity and that the account belongs to you. We respond in the manner and within the period prescribed by law, generally no later than 7 business days. Where consultation with a third party is required, this period may be extended to the extent permitted by law.

The BilixHub professional training programmes covered by this document are intended for persons aged 18 and over. Unless BilixHub announces a separate youth programme, a person under 18 may not independently create an account, use Bili AI or make a payment. Where such a programme is offered, verified consent from a parent or legal representative, an age-appropriate privacy notice and additional safeguards will apply.

If we learn that data relating to a minor has been collected without the necessary consent, we will take steps to delete the data or obtain lawful consent.

We send marketing communications about training programmes, events and news only through the channels you select. You may opt out at any time by using the unsubscribe link in an email, through your personal dashboard or by contacting [contact email].

Registration confirmations, lesson schedules, security notices and payment notices necessary for providing a service are not marketing communications.

We may update this Policy when our services or applicable law change. A new version will be published on the website and the “Last updated” date will be changed. We may separately notify you through an appropriate channel of a change that materially affects your rights.

For enquiries concerning privacy, personal data or your rights:

Email

[privacy email]

Telephone

[telephone number]

Address

[registered address]