Privacy Policy

1.Introduction

ScholaGrid ("we", "us", or "our") operates the ScholaGrid website, web application, mobile applications, and related services (together, the "Platform"). This Privacy Policy explains how we collect, use, store, share, and protect personal information when people use the Platform.

The Platform helps schools manage day-to-day operations and gives authorised school administrators, teachers, accountants, parents or guardians, and students access to the features appropriate to their roles. We recognise that educational information, particularly information about children, requires careful handling.

This Policy applies to information processed through the Platform and through ScholaGrid support services. It should be read together with the applicable terms of service and the Cookie Notice.

2.Schools’ role and responsibilities

A subscribing school decides what student, parent, staff, and school information it enters into the Platform and how it uses the Platform for its educational and administrative activities. For that information, the school is generally responsible for providing the necessary notices, establishing a lawful basis for processing, keeping records accurate, assigning access appropriately, and responding to requests from its community.

ScholaGrid provides the technology and processes this information to deliver, secure, support, and improve the Platform in accordance with the school’s instructions and applicable law. A school must ensure that each person it authorises to use the Platform is entitled to do so.

3.Information we collect

We collect information that is reasonably necessary to operate, secure, support, and improve the Platform. We do not intentionally collect information that is not needed for these purposes.

• Account and school information, such as names, email addresses, phone numbers where supplied, user roles, school affiliation, school details, and authentication information.
• Educational and school-operation information entered by a school, such as student and parent or guardian details, class and enrolment information, attendance, grades, results, assignments, learning resources, and school reports.
• Fee and financial-operation information used by the Platform, such as fee structures, invoices, payment status, transaction references, expense records, and financial reports. We do not process, manage, calculate, pay, or account for a school’s payroll.
• Communication and support information, such as messages, announcements, support requests, ticket conversations, and information provided when a user contacts us.
• Technical and security information generated when the Platform is used, such as session information, activity and audit records, IP address or device and browser information where technically generated, and records used to detect errors, fraud, abuse, or unauthorised access.

4.How we use information

We use personal information only for purposes connected with the Platform, including to create and maintain accounts; provide role-appropriate access; manage school administration, academic, communication, and fee-management functions; provide support; send service communications; maintain security; prevent misuse; investigate technical issues; and meet applicable legal obligations.

Where required, we rely on the school’s instructions, performance of a contract, consent, legitimate interests such as securing the Platform, or another lawful basis permitted by applicable law. We do not use student or school data for advertising, nor do we sell, rent, or trade personal information for third-party marketing.

5.Who can access information

Access within the Platform is controlled by role and school affiliation. Users must access only information they are authorised to see. Schools cannot access another school’s records through their school account.

6.When we share information

We may share information only where necessary to provide the Platform, at a school’s direction, with the person or organisation to whom the information relates, or where required or permitted by law.

• Within a school, with authorised users according to their roles and the school’s access settings.
• With carefully selected service providers that help us host, operate, secure, communicate about, or support the Platform. They may process information only to provide services to us and subject to appropriate confidentiality and security obligations.
• With payment, communications, authentication, or other services selected or enabled by a school, where needed to complete the requested function. Those services may have their own privacy notices.
• With regulators, law-enforcement authorities, courts, or other parties when disclosure is required by law or reasonably necessary to protect the rights, safety, security, or integrity of ScholaGrid, schools, users, or the public.
• As part of a corporate transaction, such as a merger, acquisition, financing, or sale of assets, subject to appropriate safeguards and any notice required by law.

7.Children’s information

The Platform may process information about students who are under the age of majority. Schools are responsible for obtaining any permission, consent, or other authority required before they provide children’s information to the Platform and for ensuring that parent or guardian access is correctly assigned.

We process children’s information only to provide and protect the Platform and related school services. We do not knowingly use children’s information for behavioural advertising or sell it for marketing purposes. Parents or guardians should contact their school first to correct or update school records about their child; they may also submit a privacy support request to ScholaGrid.

8.Retention and security

We retain personal information only for as long as it is reasonably necessary to provide the Platform, meet the school’s operational needs, comply with legal or accounting obligations, resolve disputes, and enforce agreements. When information is no longer required, we take reasonable steps to delete it or anonymise it, subject to applicable retention requirements.

We use reasonable technical and organisational safeguards designed to protect information. These include role-based access controls, separation of school access, authentication and session controls, audit records for relevant activity, and protections for information transmitted through the Platform. No system can be completely secure, and users and schools must also protect their credentials and devices.

9.International transfers

Our service providers or technical infrastructure may process information in countries outside the country where a user or school is located. When this happens, we take reasonable steps to use appropriate safeguards and to limit access to authorised persons, consistent with applicable data-protection law.

10.Your privacy rights and requests

Depending on applicable law, a person may have rights to be informed about the processing of their personal information; request access, correction, deletion, restriction, objection, or portability; withdraw consent where consent is the basis for processing; and complain to a relevant data-protection authority.

To make a request about Platform or support information, use the verified support form and choose the Privacy category. We may need to verify the requester’s identity and may refer a request about school-controlled information to the relevant school. We will respond within the timeframe required by applicable law.

11.Cookies and similar technologies

The Support Portal uses strictly necessary cookies for secure staff and ticket-tracking sessions, and stores a display-theme preference in local storage. It does not use analytics or advertising cookies in the portal. Please read our Cookie Notice for the current details; the wider Platform may use additional essential technologies needed to provide its features.

12.Platform boundaries and responsible use

ScholaGrid is not an employer, payroll provider, accountant, or payroll processor for a school. Each school remains solely responsible for its payroll, payroll accounting, employment decisions, financial records, and compliance obligations.

We are not a party to, and will not mediate or be responsible for resolving, disputes or disagreements between users, schools, parents or guardians, students, staff, or other third parties. Schools remain responsible for addressing matters within their school community.

Users and schools must use the Platform lawfully, protect their credentials, and ensure that the information they submit is appropriate and accurate. To the extent permitted by applicable law, ScholaGrid is not responsible for loss, harm, or unauthorised disclosure resulting from a user’s or school’s misuse of the Platform, credentials, or access rights. This does not limit any obligation that cannot lawfully be excluded.

13.Changes and contact

We may update this Privacy Policy as the Platform or applicable requirements change. We will publish the revised version here and update the Last Updated date. Where a material change requires notice, we will provide it through the Platform or another appropriate channel.

For questions, concerns, or requests about this Privacy Policy or our information practices, submit a request through the ScholaGrid Support Centre and choose the Privacy category. You may also contact your school administrator for questions about records controlled by your school.