Privacy Policy

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.

1. Roles: Customer vs. AcademySystem

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.

2. Information We Collect

  • Account information: name, email, phone number, login credentials and organisation details.
  • Academy data: student, parent and teacher records, enrolments, attendance, invoices, payment submissions, notes and files you upload.
  • Usage data: pages viewed, features used, actions taken, device/browser information, IP address and log data.
  • Payment/billing data: billing contact details and invoice history (payment processing may be handled by third-party providers).
  • Support communications: emails and messages you send to our support team.

3. How We Use Information

  • Provide, operate and maintain the Service.
  • Authenticate users, manage accounts and enable core features (CRM, scheduling, attendance, invoicing, payment review, inventory).
  • Process subscriptions, billing and payments.
  • Improve performance, security, usability and develop new features.
  • Respond to inquiries, provide customer support and send service-related notices.
  • Detect, prevent and address fraud, abuse and security incidents.
  • Comply with legal obligations and enforce our Terms.

4. Legal Bases (where applicable)

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.

5. Sharing and Disclosure

We do not sell your personal information. We may share information only as follows:

  • Service providers: hosting, analytics, email delivery, payment processing and support tools that help us run the Service.
  • Within your organisation: your authorised users (admins/teachers/staff) can access data based on role permissions.
  • Legal: if required by law or to protect rights, safety and security.
  • Business transfers: if we are involved in a merger, acquisition or asset sale (we will provide notice where required).

6. Data Retention

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.

7. Security

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.

8. International Transfers

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.

9. Your Rights and Choices

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.

10. Cookies

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.

11. Children’s Privacy

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.

12. Changes to This Policy

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.

13. Contact Us

If you have questions about this Privacy Policy, contact us at [email protected].