Kotler Marketing Institute (KMI) respects your privacy. This policy explains, in plain language, what personal data we collect, why we collect it, who we share it with and what rights you have. It applies to our website, the KMI Learning Management System (LMS), and our programmes such as CEM (Asia) and CTM (Asia).
1. Who we are
[Legal entity name of Kotler Marketing Institute], registered in [Country] with its office at [Full address], is responsible for your personal data (the "data controller").
For any privacy question, contact our Data Protection Officer at [privacy@kotlermarketinginstitute.com].
2. What information we collect
| Type of data | Examples |
|---|---|
| Identity and contact | Name, date of birth, email, phone number, address, nationality, photo ID (where needed for exams) |
| Professional and academic | CV, job title, company, years of experience, education history, professional references |
| Application and enrolment | Application form, chosen programme, Accredited Learning Center, entry pathway |
| Learning and assessment | LMS activity and progress, attendance, multiple-choice answers, capstone projects, case analyses, scores, grades, AI Declarations, certificates issued |
| Payment | Invoices and payment status. Card details are handled by our payment provider; we do not store full card numbers. |
| Technical | IP address, device and browser type, pages visited, cookie data |
| Communications | Emails, enquiries, survey responses, feedback on trainers and sessions |
| Images and recordings | Photos or video from events and live sessions, where you have been informed in advance |
We do not intentionally collect sensitive data (such as health or religious information). If you choose to share it, for example to request special arrangements for an assessment, we use it only for that purpose and delete it once it is no longer needed.
3. How we collect it
- Directly from you, when you apply, enrol, contact us, fill in forms or use the LMS.
- From our Accredited Learning Centers, when you register through one of them.
- From your employer, if your company is sponsoring your participation.
- From your professional references, as part of your application.
- Automatically, through cookies and similar technologies when you use our website.
4. How we use it and why
We only use personal data when we have a valid reason (legal basis) to do so:
| What we use it for | Legal basis |
|---|---|
| Processing your application and enrolment | Contract |
| Giving you access to the LMS, live sessions and learning materials | Contract |
| Marking assessments, issuing results and certificates | Contract |
| Sharing results with AMF so it can issue your CEM or CTM credential | Contract |
| Processing payments and keeping financial records | Contract and legal obligation |
| Answering enquiries and providing customer support | Contract or legitimate interest |
| Confirming whether a certificate is genuine when asked | Legitimate interest |
| Improving our programmes, trainers and website | Legitimate interest |
| Sending news about programmes, events and insights | Consent or legitimate interest (you can opt out at any time) |
| Preventing fraud, cheating and security issues | Legitimate interest |
| Meeting legal and regulatory requirements | Legal obligation |
6. International transfers
Our programmes run across many countries in Asia and beyond. This means your data may be transferred to and stored in countries where KMI, AMF, our ALCs or our service providers operate. When this happens, we take reasonable steps (such as contracts and security measures) to make sure your data stays protected.
7. Verifying certificates
Employers and other organisations sometimes ask us to confirm that someone holds a KMI or CEM/CTM credential. If they give us your name and certificate number, we may confirm whether the certificate is valid. We will not share other details, such as your scores, without your consent.
8. Automated processing and AI
- Multiple-choice assessments are marked automatically to ensure accuracy and consistency.
- Capstone projects and case analyses are reviewed by qualified assessors.
- We do not make decisions about you based solely on automated profiling. You may ask for a human review of any automated result.
- We do not enter your personal data into public AI tools that could expose it.
9. How long we keep your data
We keep personal data only as long as necessary. As a guide:
| Type of record | How long we keep it |
|---|---|
| General enquiries | [2 years] after our last contact |
| Application and enrolment records | [5 years] after the programme ends |
| Results and certificate records | [20 years], so we can verify your credential |
| Assessment submissions (e.g. capstone projects) | [2 years] after results are released |
| Financial and tax records | As required by law (e.g. [10 years]) |
| Live session recordings (if any) | [6 months] |
| Marketing preferences | Until you unsubscribe or ask us to delete them |
After these periods, we securely delete or anonymise your data.
10. How we protect your data
We use appropriate technical and organisational measures to protect your data from loss, misuse and unauthorised access, such as access controls, encryption and secure storage. Only authorised staff and partners who need the data to do their job can access it. No system is completely secure, so please also keep your login details safe.
12. Your rights
Depending on the laws that apply to you (for example [Indonesia's Personal Data Protection Law No. 27 of 2022] or other local laws), you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, or to limit how we use it;
- object to us using your data for marketing or based on our legitimate interests;
- withdraw your consent at any time (this does not affect anything we did before);
- receive your data in a common, portable format;
- complain to your local data protection authority.
To use any of these rights, email [privacy@kotlermarketinginstitute.com]. We will reply within [30] days. We may need to confirm your identity first. Some requests may be limited, for example we must keep certificate records to verify credentials.
13. Children
Our programmes are designed for working professionals. We do not knowingly collect personal data from anyone under 18.
14. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page with the "Last updated" date. If we make important changes, we will let you know by email or a notice on our website.
15. Contact and complaints
If you have any questions or concerns about how we use your data, please contact us first. We will do our best to help.
- Data Protection Officer, [Legal entity name of Kotler Marketing Institute]
- Address: [Full address]
- Email: [privacy@kotlermarketinginstitute.com]
If you are not satisfied with our response, you may contact the data protection authority in your country.