This Privacy Policy explains how AcademySystem ("we", "us", "our") collects, uses, discloses and protects personal information when you use our website and software-as-a-service platform (the "Service"). By using the Service, you agree to the practices described in this Policy.
In most cases, your academy/organisation is the Data Controller of student/parent/teacher data uploaded to the Service, and AcademySystem acts as a Data Processor providing the platform. If you are a student/parent/teacher, please contact your academy for questions about how they manage your information.
Depending on your location, we process personal information based on one or more of the following: performance of a contract, legitimate interests (e.g., securing and improving the Service), consent (where required), and compliance with legal obligations.
We do not sell your personal information. We may share information only as follows:
We retain information for as long as necessary to provide the Service and for legitimate business or legal purposes. Customers can request deletion or export of their data, subject to contractual and legal requirements. Expired never-paid trials are automatically deleted 30 days after trial expiry. Previously paid academies are automatically deleted six calendar months after paid entitlement or payment grace ends unless their subscription recovers before deletion begins. This includes tenant database data, stored files and managed custom-domain configuration. We do not create a deletion backup. A minimal operational deletion summary and protected provider-identifier digests remain to prevent late service callbacks from recreating deleted records. Shared security controls and external providers' records are outside this tenant cleanup; see the Billing Terms for the access and recovery timeline.
We use reasonable administrative, technical and organisational measures to protect information. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.
Your information may be processed in countries other than where you live, including where our hosting providers operate. We take steps to ensure appropriate safeguards for cross-border transfers where required.
Depending on your location, you may have rights to access, correct, delete, restrict or object to processing, and to receive a copy of your information. If you are using the Service through an academy, please contact your academy first; we will support them in responding to requests.
We use cookies and similar technologies to keep you signed in, remember preferences and understand usage. You can control cookies through your browser settings, but some features may not function properly if cookies are disabled.
The Service is used by academies and may contain information about students, including minors, as provided by the academy. Academies are responsible for obtaining any required consents from parents/guardians. We process such data on the academy’s instructions.
We may update this Policy from time to time. We will post the updated version with a new effective date. Material changes may be communicated through the Service or by email.
If you have questions about this Privacy Policy, contact us at [email protected].