Privacy Policy
XTech Academy is an independent education and research platform committed to advancing hands-on training and scientific innovation in the life sciences. Founded with a vision to bridge academic knowledge and real-world application, XTech Academy offers workshops, advanced practical training, and research-based services for scientists, students, and professionals across Europe, Asia, and beyond.
Our academy specializes in practical biotechnology education, including areas such as genetic engineering, molecular diagnostics, and personalized health technologies. While we do not currently employ permanent staff, we collaborate with a dedicated network of freelance experts who contribute to our programs on a project basis.
The mission of XTech Academy includes:
- Delivering high-quality, hands-on training through workshops and seminars.
- Supporting emerging researchers and young professionals with access to expert-guided lab-based education.
- Creating a global learning community that supports innovation in applied life sciences.
- Providing consulting services and fostering partnerships between academia and industry.
XTech Academy operates its official website to inform the public, promote its educational programs, and provide access to learning materials and registration tools. In line with data protection regulations, we are committed to handling all personal data responsibly and transparently.
This Privacy Policy outlines how we collect, process, and protect personal information through our website. We also provide links to third-party platforms or services (e.g., payment providers or analytics tools). Please note that such third-party services have their own privacy policies. We encourage users to review those separately, as XTech Academy is not responsible for the content or practices of external sites.
I. Categories of Personal Data Collected
When you interact with XTech Academy through our website, contact forms, newsletter subscriptions, or via email, we may collect personal data relating to you or to individuals you are authorized to represent.
Common scenarios where we collect your personal information include:
- registering for one of our workshops or hands-on training sessions;
- subscribing to our newsletter or mailing list;
- submitting a request for collaboration or consultation;
- applying to participate in one of our academic or industry programs;
- or directly contacting our team for research, partnership, or support inquiries.
Depending on the purpose of your interaction with XTech Academy, the categories of personal data we may collect include:
- Full name and contact information (such as email address, phone number, postal address)
- Academic or institutional affiliation (e.g. employer or university, job title, area of study)
- Nationality and gender, for statistical purposes and diversity reporting
- CVs, certificates, motivation letters, and reference documents (in case of recruitment or program applications)
- Professional interests or areas of research focus
- Special requirements (e.g. dietary restrictions, accessibility needs, or medical requirements for event participation)
- User activity and technical information, such as IP address, browser type, operating system, and cookies (see Section vi: Use of Cookies)
- Login and profile data, for users who create accounts on our platforms
By submitting your information, you enable us to deliver the services or opportunities you have selected. XTech Academy is committed to handling your data responsibly, securely, and transparently in line with relevant data protection laws.
II. Purposes of Personal Data Collection
XTech Academy collects and processes personal data only for clearly defined, lawful purposes directly related to our educational, research, and service missions.
If we intend to use your data for any purpose not listed below, we will inform you in advance and give you the opportunity to withhold or withdraw your consent.
The purposes for which we may use your personal data include:
- Subscription services, including newsletters, course updates, and event announcements
- Registration for workshops, training programs, and educational events
- Processing of applications for collaboration, freelance work, or recruitment
- Providing support, managing user accounts, and responding to inquiries
- Contacting participants with updates or changes related to services and events
- Informing you about our services, future activities, or relevant website changes
- Personalizing content presentation on our website based on user interests or behavior
- Analyzing and improving website performance, user experience, and online learning services
- Using IP addresses to identify user locations, prevent misuse, and generate visitor statistics across regions
- Supporting academic and scientific collaborations with relevant institutions or partners
- Generating aggregated, anonymized reports for strategic planning or institutional reporting purposes
Data collected may be used in aggregated form (without identifying individuals) to improve services and strategy.
XTech Academy remains committed to transparency and the protection of your personal information in all data-handling processes.
III. Categories of Recipients to Whom Personal Data May Be Disclosed
XTech Academy treats your personal data with strict confidentiality. We will only share your information where it is legally required, expressly permitted by you, or necessary to fulfill the purpose for which the data was collected.
The categories of potential recipients of your personal data include:
- Service providers and contractors who process data on our behalf (e.g., web hosting, CRM systems, email marketing platforms), strictly bound by confidentiality and data protection agreements
- Educational and scientific partners with whom we collaborate on workshops, joint research, or co-hosted events (e.g., universities, research institutes)
- Third-party platforms involved in managing registrations, payments, or communication tools (e.g., Stripe, PayPal, Mailchimp) – only where necessary
- Government authorities or legal bodies, if required by law or in the context of a legal obligation or enforcement request
- Freelancers or external trainers engaged in delivering specific educational content or services, with limited access based on role
- International collaborators or institutions, in cases where joint programs or shared facilities are used, and with your explicit consent
We do not sell, rent, or trade your personal data to any third parties. Any sharing of data is performed with a clear legal basis and under strict privacy safeguards.
IV. Period for which personal data will be stored
XTech Academy retains your personal data only for as long as necessary to fulfill the specific purposes for which it was collected. The storage period may be determined based on the following factors:
- The duration needed to deliver services or respond to your inquiries
- Any period specified in a contractual agreement (if applicable)
- Compliance with legal obligations or internal data retention policies
If you delete your user account or request removal of your personal data, we will either delete the information entirely or ensure that it is no longer visible or accessible to others, unless retention is required for legal reasons.
In certain cases (such as participation in surveys or submission of scientific data to publicly accessible platforms), your information may be stored permanently. In such cases, you will be informed beforehand.
V. When will XTech Academy contact me?
XTech Academy may contact you in specific situations that are relevant to our educational and scientific mission. These include:
- When you register for a service, workshop, or online content, to provide access or support
- If you have opted in to receive newsletters, announcements, or further communication
- In relation to any data or information you submitted through our forms or website
- To invite you to participate in surveys regarding our services or events (participation is always optional)
- For educational marketing or outreach purposes, only if you have given prior consent
- To manage any recruitment or collaboration process if you applied or contacted us
- To handle registration and participation in our training programs or events
- To follow up on specific requests or inquiries you sent us directly
VI. Cookies
A. What is a cookie?
A cookie is a small text file that contains a small amount of data, often including a unique identifier. It is sent from a website to your browser and stored on your device’s hard drive (computer, tablet, or smartphone). Cookies are commonly used to improve website functionality and personalize the browsing experience.
Each website can only access its own cookies—not those set by other websites. Your browser may allow or block cookies based on your privacy preferences. Many websites, including ours, use cookies to track user behavior and to better understand how visitors navigate their content.
At XTech Academy, cookies help us remember your preferences and customize content that may be relevant to your interests. You can adjust your browser settings to:
- Accept all cookies,
- Notify you when cookies are being used, or
- Block all cookies.
Please note: Blocking cookies may limit access to some personalized features or interactive content on our website. For more information on how to manage cookies, consult your browser’s “Help” section.
B. How do we use cookies?
Cookies allow us to better understand our website visitors by collecting anonymized information about how users interact with our content. This helps us improve user experience. For example, if you frequently access a particular workshop page, our site may prioritize similar content or highlight updates that align with your interests during future visits.
C. Third-party cookies on our pages
Some pages on our website may contain embedded content or features from third-party services (e.g., YouTube, Vimeo, Google Maps). These external services may place their own cookies in your browser when their content is displayed.
XTech Academy has no control over these cookies. We recommend reviewing the privacy and cookie policies of those third-party platforms to understand how your data may be used.
D. Managing or rejecting cookies
You can choose to manage or reject cookies at any time via your browser settings. Depending on your location, our site may also present a cookie consent banner where you can:
- Accept or reject all cookies,
- Choose specific categories of cookies (e.g., analytics or marketing), or
- Withdraw your consent at any time.
To maintain transparency, we also provide a list of essential cookies we use and their functions in our [Cookie Policy].
VII. Offensive or Inappropriate Content on Our Websites
If you post, upload, or send any offensive, inappropriate, or otherwise objectionable content through the XTech Academy website or engage in disruptive or abusive behavior during interactions with our services, we reserve the right to use your personal information to address or prevent such conduct.
In cases where we have reasonable grounds to believe that your actions may violate the laws of the country associated with your IP address (for example, through defamatory or harmful content), we may disclose your personal data to appropriate third parties. These may include your internet service provider, employer, educational institution, or relevant law enforcement authorities.
We are committed to fostering a respectful and professional environment across all of our platforms, including social media and communication tools. Please refer to our Community Guidelines for more information on acceptable behavior and user-generated content policies.
VIII. Your Choices
At XTech Academy, we respect your rights regarding your personal data. Whenever you provide your personal information through our website, we clearly indicate which data is required and which is optional, along with the consequences of not providing certain details.
You have the following rights regarding your data:
- Right to access: You may request access to the personal data we hold about you.
- Right to correction: You may request the correction or updating of your personal information if it is inaccurate or incomplete.
- Right to object: You may object, at any time and free of charge, to the use of your data for specific purposes such as receiving newsletters or marketing content. If you unsubscribe or opt out, we may retain minimal data to record and respect your preference.
- Right to restrict processing: In certain situations, you may request that we limit the way we process your personal data.
- Right to withdraw consent: Where we rely on your consent for data processing, you may withdraw your consent at any time.
We are committed to handling all data requests promptly, transparently, and in compliance with applicable data protection laws.
IX. Important Information
XTech Academy is headquartered in Germany and operates with partners and collaborators across Europe and beyond.
Due to the international nature of our activities, your personal data may, at times, be transferred across borders, always in accordance with data protection laws and solely for the purposes outlined in this Privacy Policy.
All such transfers will be done securely, and where applicable, under data processing agreements or adequate safeguards (such as GDPR-compliant mechanisms).
X. Security
XTech Academy applies appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction.
These measures are designed according to the nature of the data we collect and process and include:
- Secure servers and encrypted communication
- Access controls and role-based data permissions
- Regular monitoring and updates of security protocols
- Data minimization and secure backup storage
Despite our best efforts, please be aware that no system can guarantee absolute security. We recommend that you also take precautions to protect your personal data when using the internet.
XI. Image Credits
All images and visual materials used on this website are either:
– Created or downloaded using our licensed Canva.com account, or
– Officially sourced from the BioLabs Heidelberg website (www.biolabs.io), in accordance with their public media usage policy.
We ensure that all visual content is used in compliance with the respective copyright and licensing terms.
If you have any questions or concerns about image usage, please contact us at: hello@xtechacademy.com.
XII. How to Reach Us
If you have questions or concerns about this Privacy Policy or how your personal data is handled, or if you wish to exercise your data rights, please contact us:
Data Protection Contact – XTech Academy
Nikola-Tesla-Str. 1
69124 Heidelberg
Germany
Email: hello@xtechacademy.com
Phone: +49 172 8088508
We will respond to your inquiry promptly and in accordance with applicable data protection regulations.
XIII. Changes to This Document
This Privacy Policy may be updated from time to time to reflect changes in legal requirements, operational practices, or service offerings.
- The latest version will always be available on our website.
- If we make significant changes to how we handle your data, we will inform you through a prominent notice on the site.
- By continuing to use our website after changes are posted, you accept those changes.
- Archived versions of the policy will be made available for reference upon request.
Last updated: 02 July 2025