Privacy Policy
How School Desk collects, uses, and protects the personal data of admins, teachers, students, parents/guardians, and accountants.
Last updated: [date] · Data controller: [School / Organization legal name, address, contact email]
[like this] placeholder before publishing.1.1 Who this applies to
Admins, teachers, students, parents/guardians, and accountants using the School Desk portal (“the Service”), whether via web browser or as an installed PWA.
1.2 Data we collect
a) Account & identity data
- Full name, email address, role (admin/teacher/student/parent/accountant), class/section
- Parent–student relationship links
- Password (stored as a salted hash — never stored or logged in plaintext by the system after initial creation)
b) Academic data
- Attendance records (present/absent/late/leave, by date and class)
- Homework assignments and submissions (including any uploaded files/text)
- Exam and test results
c) Financial data
- Fee schedules, amounts due, payment records, outstanding balances
d) Communications
- Announcements/notices sent by the school
- Push-notification subscription details (device endpoint + encryption keys), used to deliver alerts such as absence or homework-due reminders
e) Files
- Any document or image uploaded through the Service (e.g. homework attachments)
f) Technical data
- Session/auth tokens, basic request metadata, and locally cached data via the browser's service worker (for offline/PWA support)
1.3 Why we process this data (purpose & legal basis)
| Purpose | Legal basis (adapt to your jurisdiction) |
|---|---|
| Provide the core school-portal service (login, attendance, homework, exams) | Performance of a contract with the school / legitimate educational interest |
| Send absence, homework, or fee alerts | Legitimate interest / consent (push notifications require explicit browser permission) |
| Process and record fee payments | Legal obligation (financial record-keeping) / contract |
| Administer accounts, reset passwords, manage roles | Legitimate interest in operating the Service securely |
| Year-end data reset/archival | Legal obligation / legitimate interest in records retention |
1.4 Children's data
Student accounts may belong to minors. We rely on the school, as the responsible educational institution, to:
- Have appropriate authority/consent (parental or otherwise, per local law) to enroll a student and create their account, and
- Act as intermediary for parental rights requests where a parent cannot act directly.
We do not knowingly permit students to self-register; accounts are created by administrators. [If your jurisdiction requires direct verifiable parental consent (e.g. COPPA in the US for under-13s), state how that consent is obtained here.]
1.5 Who we share data with
- No sale of personal data.
- Data is shared internally only as needed by role (e.g. a teacher sees their class's attendance; a parent sees only their own child's records — enforced by the app's ownership/authorization checks).
- Third-party processors used to run the Service, e.g. hosting/compute
[Cloudflare Pages/Workers], database[Cloudflare D1], file storage[e.g. Cloudflare R2 / object storage backing /api/files], and push notifications[Web Push service provider]. Each should be listed with a link to its own privacy/data-processing terms and bound by a data-processing agreement where required. - Disclosure to authorities where required by law.
1.6 Data retention & deletion
- Academic records are generally retained for
[X years / per local education record-keeping law]. - The year-reset admin function archives or clears certain academic-year data —
[describe exactly what it deletes vs. archives, and where archived data lives. In the current build it snapshots attendance/homework/exams/tests/fees/notices to the year_archive table and clears those tables; accounts, classes and subjects are untouched.] - Users may request deletion or export of their personal data, subject to the school's record-keeping obligations (see Section 1.7).
- Financial/fee records are retained per applicable tax/accounting law (
[X years]).
1.7 Your rights
Depending on jurisdiction, users (or a parent/guardian on behalf of a minor) may have the right to:
- Access the personal data held about them
- Correct inaccurate data
- Request deletion (“right to be forgotten”), subject to legal retention obligations
- Object to or restrict certain processing
- Data portability
- Withdraw consent for optional features (e.g. push notifications) at any time via browser settings
Requests can be made to [contact email]. We aim to respond within [X days, e.g. 30].
1.8 Security
- Passwords are hashed before storage; plaintext passwords generated at account creation are shown once and not retained.
- Access to student/financial data is restricted by role-based authorization checks in the API.
[Describe transport security (HTTPS), token expiry, backup practices, breach-notification process.]
1.9 Cookies & local storage
The app uses browser storage (session tokens, and a service worker for offline PWA functionality) rather than third-party ad-tracking cookies. [Confirm and detail exact mechanisms used, e.g. localStorage, IndexedDB.]
1.10 International transfers
[State where data is hosted/processed and, if data leaves the user's country/region, what safeguards apply, e.g. Standard Contractual Clauses.]
1.11 Changes to this policy
We may update this policy; material changes will be communicated via an in-app announcement or email.
1.12 Contact
[Data controller name / DPO email / postal address]