Privacy Policy details
Information We Collect
The information collected depends on the role, school configuration, features used, and requests submitted.
Account, contact, and school information
- Name, email address and phone number
- School name, school context, and assigned user role
- Passwords are stored using one-way password hashing
School operational records
- Student, parent, guardian, staff, and academic records
- Attendance, fee, examination, communication, and campus-operation records
- Uploaded documents or files when submitted through configured workflows
Support, device, and diagnostic information
- Support enquiries and related contact details
- Device, browser, IP address, session, and diagnostic information
- Notification identifiers where notification features are used
Website analytics and AI feature information
Not every category is collected from every user.
- Analytics information where public website analytics are enabled
- AI task inputs, generated drafts, and operational metadata where AI features are used
How We Use Your Information
- Provide and manage school management services
- Support school-authorized access, roles, workflows, and parent-facing visibility
- Maintain security, diagnose issues, and prevent misuse
- Respond to support enquiries and communicate service-related updates
- Communicate updates and notifications
- Improve the public website and platform experience
- Support configured AI draft-assistance tasks when requested by authorized users
- Meet applicable operational, legal, and record-related requirements
Data Sharing & Disclosure
Schoolixa does not use public legal text to publish secret credentials, internal endpoints, or private provider configuration.
- Authorized school administrators and users according to school-controlled roles
- Hosting and infrastructure providers
- Email delivery, notification delivery, and anti-abuse or CAPTCHA providers
- Analytics providers where analytics are enabled
- AI processing providers for configured draft-assistance tasks
- Other service providers needed to operate Schoolixa
- Authorities or other parties when required for legal, security, fraud-prevention, or misuse-response reasons
Data Security
Schoolixa applies technical and organisational controls intended to protect information.
- One-way password hashing for stored passwords
- Authentication and anti-abuse checks for relevant access and form workflows
- Role-based permissions for authorized school and staff workflows
- School and user-context checks intended to limit access to authorized records
No online service can guarantee absolute security.
Data Retention
Information is retained according to operational needs, school relationships, security requirements, support needs, applicable obligations, and configured record lifecycles.
- Some records may remain in backups or logs for limited operational periods
- Support enquiries may be retained while they are needed to respond, diagnose issues, and maintain service records
- A detailed operational retention schedule remains an internal governance requirement and should not be treated as a public fixed-period promise
Student And Parent Information
Schools manage and authorize official school records in Schoolixa.
- Parent-facing access is limited to records made available through the relevant school and selected child context
- Requests from parents or guardians involving official school records may require verification and coordination with the school
- Schoolixa does not independently determine academic, attendance, fee, promotion, disciplinary, or other official school outcomes
Requests About Information
Requests concerning access, correction, deletion, or export may be submitted through Customer Support.
- Requests are reviewed according to applicable requirements and the requester's authority
- Requests involving official school records may depend on the relevant school's responsibilities and approval
- Technical, security, legal, backup, or record-retention obligations may limit how a request can be completed
Schoolixa does not promise immediate deletion, automatic export, guaranteed portability, or deletion from every backup through this public policy.
Third-Party Services
Schoolixa may use service providers needed to operate, secure, communicate, analyze, and support configured features.
- Hosting and infrastructure
- Email delivery and support communications
- Anti-abuse or CAPTCHA checks
- Analytics where enabled on the public website
- Notification delivery
- AI processing for configured draft-assistance tasks
- Other service providers needed to operate Schoolixa
Provider-specific legal terms, retention, and transfer details require confirmed operational ownership before they are stated publicly.
AI Processing
AI features support configured drafting or advisory tasks.
- Submitted context and generated output may be processed to perform the requested AI task
- Generated results require authorized human review before use
- AI does not directly publish official records or modify protected records through the configured draft workflow
- Users should avoid submitting unnecessary sensitive information to AI fields
International Data Transfers
Service providers may process information in locations where they operate, subject to applicable arrangements and requirements.
- Schoolixa does not publish unverified provider locations or transfer mechanisms in this policy
- Confirmed processor and transfer details remain an owner and counsel review item
Policy Updates
This Privacy Policy may change from time to time.
- Updates will be published on this page
- Important changes will be communicated when appropriate
Questions About Your Privacy?
If you have questions regarding this Privacy Policy, your personal information, or how Schoolixa handles data, our support team is ready to help.
Contact Schoolixa support