1. Introduction

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This Cookie Policy explains how Nexsy Ltd ("we", "our", or "us") uses cookies and similar tracking technologies on our AI-powered Learning Management System platform and associated websites. This policy forms part of our comprehensive Privacy Policy and should be read in conjunction with our Terms of Service.

Contact Information:

• Email: hi@nexsy.io

• Address: 128 City Road, London, EC1V 2NX, United Kingdom

• Data Protection Officer: dpo@nexsy.io

 

2. What Are Cookies

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Cookies are small text files stored on your device (computer, tablet, or mobile phone) when you visit websites or use online applications. They help websites remember information about your visit, preferences, and interactions, enabling improved functionality and personalised experiences.

Our AI-powered Learning Management System uses cookies to enhance your educational experience, maintain platform security, and provide personalised learning recommendations through our intelligent business rule engines and AI model integrations.

 

3. How We Use Cookies

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3.1 Essential Platform Functionality

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We use essential cookies that are strictly necessary for our platform to function correctly. These cookies enable core features, including secure user authentication and session management, platform navigation and user interface functionality, form submission and data processing, as well as security features such as fraud prevention and protection against malicious activity.

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Essential cookies also support our AI systems by maintaining context for personalised learning experiences, preserving user preferences and settings, and enabling seamless integration with third-party educational services, including Microsoft Teams, Zoom, and SCORM Cloud.

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3.2 Educational Experience Enhancement

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Educational cookies enhance your learning experience by providing personalised content recommendations, tracking learning progress and analytics, AI-generated lesson plan preferences, optimising assessment and grading workflows, and managing adaptive learning paths.

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These cookies enable our AI systems to provide contextually relevant tutoring support, maintain continuity of Individual Learning Plans (ILPs), and deliver intelligent educational assistance tailored to your specific learning needs and preferences.

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3.3 Performance and Analytics

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Performance cookies help us understand how users interact with our platform, allowing us to continuously improve educational features and the overall user experience. This includes page loading performance monitoring, feature usage analytics and optimisation, error tracking and resolution, and system performance measurement.

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Analytics data is aggregated and anonymised to protect individual privacy whilst providing insights for platform enhancement, AI system improvement, and educational effectiveness measurement.

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3.4 Marketing and Personalisation

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With your consent, we may use marketing cookies to deliver relevant information about platform features, educational resources, and service updates. These cookies enable personalised communication, relevant content recommendations, social media integration, and targeted educational resources.

Marketing cookies also help us understand user acquisition channels, platform adoption patterns, and educational success metrics, enabling us to improve our services and outreach effectiveness.

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4. Types of Cookies We Use

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4.1 Session Cookies

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Session cookies are temporary and are automatically deleted when you close your browser or log out of the platform. These cookies maintain your authenticated session, preserve form data during navigation, enable real-time AI tutoring interactions, and support secure platform functionality.

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4.2 Persistent Cookies

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Persistent cookies remain on your device for specified periods, enabling the platform to remember your preferences and settings between sessions. These include user interface customisation, learning preference settings, language and accessibility options, and AI personalisation data.

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Persistent cookies typically expire after periods ranging from 30 days to 2 years, depending on their specific purpose and functionality requirements.

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4.3 First-Party Cookies

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First-party cookies are set directly by Nexsy and are essential for platform functionality. These cookies enable secure authentication, personalised learning experiences, AI system optimisation, and comprehensive educational analytics.

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4.4 Third-Party Cookies

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Third-party cookies are set by external services integrated with our platform, including Microsoft Teams for virtual meetings, Zoom for video conferencing, PayPal and Stripe for payment processing, Google Analytics for usage analytics, and social media platforms for content sharing.

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Third-party cookies are subject to the privacy policies and cookie settings of their respective providers. We recommend reviewing their policies for complete information about their cookie usage.

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5. Cookie Categories and Purposes

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5.1 Strictly Necessary Cookies

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Our platform uses several essential cookies that are strictly necessary for basic functionality and security. The session_id cookie manages user authentication and session management throughout your platform experience, operating as a first-party session cookie that expires when you close your browser or log out.

For security protection, we implement a csrf_token cookie that guards against cross-site request forgery attacks. This first-party security cookie is only active during your session and is automatically removed when your session ends.

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The platform_auth cookie provides secure platform access and user verification, functioning as a first-party cookie that remains active for 30 days to maintain your authenticated status across return visits whilst ensuring continued security.

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Our AI-powered features utilise the ai_context cookie to preserve AI system context for personalised learning experiences. This first-party session cookie maintains the contextual information necessary for our AI systems to provide relevant educational assistance during your learning session.

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5.2 Functional Cookies

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Functional cookies enhance your platform experience by personalising and managing preferences. The user_preferences cookie stores your platform customisation and accessibility settings as a first-party cookie with a one-year duration, ensuring that your interface preferences remain consistent across sessions and devices.

Your learning journey is supported by the learning_path cookie, which maintains Individual Learning Plan progress and preferences. This first-party cookie remains active for two years, ensuring continuity for your educational progression and providing personalised learning recommendations.

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Language and accessibility preferences are preserved through the language_setting cookie, a first-party cookie with a one-year duration, which ensures that your chosen interface language and accessibility options remain active across all platform interactions.

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The ai_tutor_prefs cookie enables AI tutoring personalisation and maintains interaction history to improve the quality of educational assistance. This first-party cookie remains active for one year, allowing our AI systems to provide increasingly relevant and practical learning support tailored to your patterns and preferences.

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5.3 Analytics Cookies

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Analytics cookies help us understand platform usage and improve educational effectiveness. Google Analytics integration utilises the _ga cookie for user identification and behaviour tracking, operating as a third-party cookie with a two-year duration to provide insights into platform usage patterns whilst maintaining user privacy through aggregated data analysis.

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The _gid cookie supports Google Analytics session identification, functioning as a third-party cookie with a 24-hour duration to distinguish individual sessions whilst enabling short-term analytics that inform immediate platform improvements.

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Our internal analytics system employs the platform_analytics cookie to measure educational engagement and feature usage. This first-party cookie remains active for one year, providing detailed insights into learning patterns, feature effectiveness, and user interaction quality that inform platform development.

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Educational outcome measurement and improvement are supported by the learning_metrics cookie, a first-party cookie with a two-year duration that tracks learning effectiveness, course completion patterns, and academic success indicators to enhance our pedagogical approaches and course design.

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5.4 Marketing Cookies

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Marketing cookies, used only with your explicit consent, enable relevant communication and improve our services. The marketing_consent cookie records your permission for marketing communications, operating as a first-party cookie for one year to maintain your communication preferences and ensure compliance with your consent choices.

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Marketing campaign effectiveness is measured through the campaign_tracking cookie, a first-party cookie with a six-month duration that helps us understand how users discover our platform and which outreach methods prove most effective for educational institutions and learners.

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Social media integration and sharing functionality are enabled by the social_integration cookie, a third-party cookie with a one-year duration, which facilitates content sharing and social media connectivity while respecting your privacy preferences and social platform settings.

 

6. Managing Your Cookie Preferences

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6.1 Cookie Consent Management

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When you first visit our platform, we display a cookie consent banner that explains our cookie usage and requests your permission for non-essential cookies. You can accept all cookies, reject non-essential cookies, or customise your preferences through our cookie preference centre.

Your consent choices are remembered through persistent cookies, and you can modify your preferences at any time through your account settings or by visiting our cookie preference centre.

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6.2 Browser Cookie Controls

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Most web browsers allow you to control cookies through their settings, including blocking all cookies, accepting only first-party cookies, deleting existing cookies, and receiving notifications when cookies are set. However, disabling essential cookies may affect platform functionality and your ability to access certain features.

Browser-specific cookie management instructions can be found in your browser's help documentation, and we recommend reviewing these options to understand the available controls.

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6.3 Platform Cookie Settings

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Within your Nexsy platform account, you can manage cookie preferences through dedicated privacy settings, including granular control over different cookie categories, opt-out options for marketing and analytics cookies, and preferences for AI personalisation features.

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Changes to cookie settings take effect immediately, though some preferences may require a logout and login to fully implement across all platform features.

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7. Educational Data and AI Processing

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7.1 AI System Cookies

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Our AI-powered features utilise specific cookies to maintain context and personalisation across learning sessions. These cookies enable our business rule engines to provide appropriate prompts to underlying AI models, ensuring pedagogically sound and contextually relevant responses.

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AI system cookies do not store personal conversations or sensitive educational content; instead, they maintain preference settings, learning style indicators, and contextual parameters necessary for practical AI assistance.

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7.2 Learning Analytics Cookies

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Educational analytics cookies help us measure learning effectiveness, platform engagement, and improvements in academic outcomes. These cookies aggregate usage patterns to enhance our AI algorithms whilst protecting individual privacy through anonymisation and data protection measures.

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Learning analytics data supports evidence-based improvements to educational features, AI system enhancement, and personalised learning recommendation optimisation.

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7.3 Integration Cookies

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Third-party service integrations require specific cookies for seamless functionality. Microsoft Teams integration uses cookies for meeting authentication, Zoom requires cookies for video conference access, and payment processors use cookies for secure transaction processing.

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Integration cookies are managed according to the policies of third-party providers, and users can control these through individual service settings or browser preferences.

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8. Data Protection and Privacy

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8.1 GDPR Compliance

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Our cookie usage complies with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. This includes obtaining appropriate consent for non-essential cookies, providing clear information about cookie purposes, enabling easy withdrawal of consent, and implementing privacy by design principles.

We process cookie data in a lawful, transparent manner, adhering to data protection principles, and maintain appropriate security measures and retention policies.

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8.2 Children's Privacy

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Given our educational focus, we implement enhanced privacy protections for users under 18 years of age. This includes parental consent requirements where applicable, restricted data collection and processing, limited use of marketing cookies, and additional security measures for the protection of educational data.

Educational institutions using our platform are responsible for obtaining the necessary consents and managing student data according to their policies and applicable laws.

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8.3 International Data Transfers

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Some cookies may involve international data transfers, particularly for third-party services. We ensure appropriate safeguards are in place, including adequacy decisions, Standard Contractual Clauses, or other approved transfer mechanisms to protect your data during international processing.

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9. Cookie Updates and Changes

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9.1 Policy Updates

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This Cookie Policy is regularly reviewed and updated as necessary to reflect changes in our cookie usage, new features, regulatory requirements, or modifications to third-party services. Significant changes are communicated through platform notifications and updated consent requests.

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9.2 New Cookie Implementation

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When implementing new cookies or cookie categories, we obtain the necessary consent where required and update this policy to reflect the new usage. Essential cookies necessary for platform functionality may be implemented without additional consent, but users are informed through policy updates.

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9.3 Third-Party Changes

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Third-party service providers may update their cookie policies independently. We monitor these changes and update our integration practices accordingly, informing users of significant changes that affect their privacy or cookie preferences.

 

10. Contact and Support

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10.1 Cookie Policy Queries

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For questions about our cookie usage, privacy practices, or data protection:

Subject: Data Protection Officer
Email: hi@nexsy.io

Subject: General Enquiries
Email: hi@nexsy.io
Address: 128 City Road, London, EC1V 2NX, United Kingdom

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10.2 Consent Management Support

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For assistance with cookie preferences, consent management, or browser settings:

Subject: Technical Support
Email: hi@nexsy.io

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10.3 Regulatory Information

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For information about your data protection rights, regulatory compliance, or formal complaints:

Subject: Privacy Rights Requests
Email: hi@nexsy.io

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You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe our cookie practices violate data protection regulations.

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11. Additional Resources

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11.1 Related Policies

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• Privacy Policy: Comprehensive data protection and privacy information

• Terms of Service: Platform usage terms and conditions

• Acceptable Use Policy: Guidelines for appropriate platform usage

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11.2 External Resources

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• ICO Cookie Guidance: https://ico.org.uk/for-organisations/guidance-index/cookies/

• Browser Cookie Settings: Check your browser's help documentation

• Third-Party Privacy Policies: Available through respective service provider websites