Privacy Policy

01 Information We Collect

• Account information for staff who administer or use Schoolise (name, email, role)
• Student, guardian and staff data entered by your organisation (such as names, contact details, attendance, academic records, and, where the Safeguarding package is used, welfare and concern records)
• Usage data, such as how the platform is used and system logs
• Technical data, such as IP address, browser type and device information

02 How We Use Your Information

We use the information we collect to:

• Provide and operate the Schoolise platform and any packages your organisation has enabled
• Manage organisation accounts and user access
• Deliver core features such as timetabling, attendance, communication and reporting
• Communicate with you, including support and service updates
• Maintain the security of the platform and prevent misuse

03 Legal Basis for Processing

We process personal data under UK GDPR on the following bases:

• Contractual necessity — to provide the service your organisation has signed up for
• Legitimate interests — to maintain and improve the security and reliability of the platform
• Legal obligation — where we’re required to process or retain data by law
• Consent — where specifically requested, such as for certain optional communications

04 Data Sharing

We do not sell personal data. Data may be shared with:

• Trusted sub-processors who support the platform, such as hosting and email delivery providers
• Your organisation, which acts as the data controller for its own students, guardians and staff
• Optional third-party integrations you choose to enable, such as Google Workspace, Microsoft 365, Zoom, Stripe, or an AssessMap integration for Assessments — only for the data required to make that integration work
• Authorities or regulators, where we’re required to by law

05 Data Security

Schoolise is built with data protection as a core requirement, not an afterthought:

• Connections between your organisation and Schoolise are SSH encrypted
• Organisation data is backed up daily
• Each organisation’s data is kept in its own logically separated space, so one organisation cannot access another’s records
• Sensitive records, such as safeguarding and welfare data, are held behind restricted, role-based access, separate from everyday admin data

06 Data Retention

We retain personal data for as long as your organisation uses Schoolise, and for a limited period afterwards where required for legal or legitimate operational reasons. Your organisation can request deletion of its data at any time — see our Data Processing Agreement for more detail on how this works when you’re the data controller.

07 Your Rights

Under UK GDPR, individuals have the right to:

• Access the personal data held about them
• Request correction of inaccurate data
• Request deletion of their data, subject to legal and operational limits
• Restrict or object to certain processing
• Request data portability

Requests should generally go through your organisation first, since they act as the data controller for student, guardian and staff information. Where you’re contacting us directly, use our contact page and we’ll respond within 30 days, in line with UK GDPR requirements.

08 Cookies

Schoolise uses a limited number of cookies to keep the platform running securely and to remember basic preferences. Full detail is in our Cookies Policy.

09 International Data Transfers

Personal data is processed within the UK or EEA wherever possible. Where a sub-processor is located elsewhere, appropriate safeguards — such as standard contractual clauses — are put in place before any transfer.

10 Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised “last updated” date, and we’d encourage checking back periodically.

11 Contact Us

Questions about this Privacy Policy, or about how your organisation’s data is handled, can be sent through our contact page.