Privacy policy

Who is responsible for what

Your institution decides what to record about its students, staff and guardians, and who at the institution may see it. iSkooll stores and processes that information on your institution's instructions — we are the system it runs on, not the owner of what is in it.

Separately, we hold a small amount of information about the institution itself as our customer: the name, address, the contact people, and our billing records.

What is held

Depending on which parts of iSkooll your institution uses, that can include:

• Students — name, photograph, date of birth, class and section, roll, admission and enrolment history, address, and identifiers such as a birth registration number where the institution records one.
• Guardians — name, relationship, phone number, occupation and address.
• Academic records — attendance, marks, grades, results and any documents the institution issues.
• Money — fee assignments, invoices, discounts, payments recorded by your office and the receipts issued against them.
• Staff — employment details, salary structure and payroll records where the institution uses those parts.
• Users — the email or phone used to sign in, the role held, and a record of actions taken in the audit trail.

Why it is held

To run the institution: to keep a roll, take attendance, hold exams and publish results, bill and receipt fees, pay staff, issue documents, and show guardians their own children's information. We do not use it for anything else. We do not sell it, rent it, share it with advertisers, or use it to train any system.

Who can see it

• Staff at your institution, limited by the role your institution gives them.
• Guardians, for their own children only, through the guardian portal.
• iSkooll staff, only when it is necessary to operate the service or to help you with a problem you have raised. Access of this kind is limited and recorded.
• Nobody else, unless the law requires it or your institution instructs us to.

Children's information

Most of what iSkooll holds is about children, and it is held because a school, college or madrasa needs it to teach and look after them. We do not send marketing to students or guardians, and we do not build profiles of them.

Where it is stored

On Google Cloud infrastructure in the Singapore region (asia-southeast1). Data is encrypted in transit, passwords are stored as bcrypt hashes, and sensitive identifiers are encrypted before storage.

How long it is kept

While your institution is a customer, its records are kept so that history — past results, past receipts, past attendance — stays intact, because that is exactly what an institution needs years later.

While your institution is not a customer any more, we keep its records for 90 days, so an account can be reopened or a last export taken. After that we delete them from the live system, and the backups holding them are overwritten within a further 30 days.

You can ask us to delete sooner. Tell us in writing, export whatever you want to keep first, and we will delete within 30 days of the request and confirm to you when it is done.

What you can ask for

• A copy. You do not need to ask — students, guardians, invoices, payments and attendance export to Excel from inside the application at any time.
• A correction. Your institution can correct any record directly; changes are recorded in the audit trail.
• Deletion. Write to us and we will delete what you ask us to, subject to anything we are legally required to keep.

If you are a guardian or a member of staff, raise these with your institution first — they hold the records, and they can act on them immediately.

Changes to this policy

If this policy changes in a way that matters, we will say so rather than quietly changing the date at the top.