PRIVACY POLICY
When Still Online — Privacy Policy
Effective October 15, 2026
When Still Online is operated by Nixon Tran.
This Privacy Policy explains how When Still collects, uses, stores, and shares personal information in connection with the website, online courses, student accounts, live sessions, 1:1 Studio appointments, certification services, and related communications.
Information we collect
When you create an account, enroll, submit work, attend a live session, schedule an appointment, or contact When Still, we may collect:
name
email address
account information
course enrollment and progress
Sogetsu ID or previous-teacher information where relevant
assignment photographs
lesson information
written reflections
evaluations
certification history
appointment information
live-session participation
course correspondence
Payment information
Payments are processed through third-party payment providers.
When Still may receive information such as purchaser name, email address, amount paid, payment status, refund status, and transaction reference.
When Still does not need to receive or store complete card details where these are processed directly by the payment provider.
How we use information
Information may be used to:
provide courses
administer accounts
evaluate student work
schedule appointments
operate live sessions
process certification applications
maintain academic records
provide support
prevent misuse
fulfill financial and legal obligations
improve When Still Online
Student work remains the student’s property
Students retain ownership of their own ikebana designs, photographs, written reflections, and other original creative work.
Enrollment does not transfer ownership of student work to When Still.
Internal retention of student work does not automatically give When Still permission to publish it publicly.
Optional permission to share student work
When Still will request separate optional consent before using a student’s submitted work publicly.
Permission may include educational materials, exhibitions, editorial content, the When Still website, and social media.
If a student provides an Instagram handle for public credit, When Still will use that handle when sharing approved work.
If no handle is provided, approved work may be shared without public attribution.
Declining permission does not affect course access, critique, certification, or participation.
Permission may be withdrawn for future use by contacting hello@whenstill.com.
Withdrawal does not necessarily remove material already published, printed, exhibited, or produced before the request.
Written reflections and testimonials
Permission to publicly share a student’s written reflection, testimonial, or other personal commentary will be requested separately.
Guided Study recordings
Guided Study sessions are recorded for educational use.
Recordings may include a student’s voice, camera image, shared screen, questions, photographs, or designs.
Students are not required to keep their camera on.
Separate permission is required before identifiable live-session participation is used publicly for promotional purposes.
Academic records
When Still may retain assignment photographs, written reflections, evaluations, course-completion information, certification history, and related academic records after course access ends.
Records may be retained where reasonably necessary to support future study, certification, study verification, legal obligations, dispute resolution, or academic recordkeeping.
Access to your course record
Students may request available course records, including completed lessons, written evaluations, and certification history, by contacting:
Identity verification may be required.
Deletion requests
Students may request deletion of their account and personal information.
When Still will delete or anonymize information where reasonably possible, subject to records that must be retained for certification, financial transactions, legal obligations, dispute resolution, fraud prevention, or legitimate academic recordkeeping.
Email communications
Operational emails necessary to administer enrollment, accounts, course changes, assignments, appointments, certification, payments, or support may be sent as needed.
Promotional or marketing emails require a separate optional opt-in.
Subscribers may unsubscribe from marketing at any time.
Third-party service providers
When Still may use third-party services for:
website hosting
member accounts
payment processing
video conferencing
scheduling
email delivery
forms
file storage
analytics
administrative services
These may include services such as Squarespace, Zoom, scheduling platforms, payment processors, email providers, and cloud-storage providers.
Information may be processed through these services where reasonably necessary to provide When Still Online.
Analytics and advertising measurement
When Still may use analytics to understand website traffic and usage.
When Still may also use Meta conversion measurement to understand the effectiveness of Instagram and Facebook advertising.
Where required, optional analytics or advertising technologies will be activated only after the visitor provides consent.
When Still does not intentionally provide private learning information such as assignment photographs, evaluations, certification records, or private course activity to advertising platforms.
Cookies
Necessary cookies may support account login, course access, checkout, security, and other required site functions.
Optional analytics and marketing cookies may be used where appropriate consent has been provided.
Visitors may be offered controls to manage optional cookie preferences.
We do not sell personal information
When Still does not sell student personal information, academic records, assignment content, or learning data to advertisers, data brokers, or other third parties.
International processing
When Still may serve students in multiple countries and use providers located in different jurisdictions.
As a result, personal information may be processed or stored outside the student’s country of residence.
Security
When Still will take reasonable administrative and technical measures to protect personal information under its control.
No online service can guarantee absolute security.
Students are responsible for maintaining the security of their own account credentials.
Changes to this Privacy Policy
When Still may update this Privacy Policy as the program, technology, business operations, or legal requirements change.
The current version will be published with an effective or last-updated date.
Contact
Privacy and legal inquiries
Nixon Tran
When Still Online
nixontran@gmail.com
Course support
hello@whenstill.com