Privacy Policy

Important Information and Identity

Scope of Privacy Notice:

This privacy notice, in conjunction with our Terms of Use, applies to your use of:

 

  • The EduScribe platform on our website edus.scholarsphere.co.uk.
  • Any services accessible via ScholarSphere.co.uk.

 

Purpose of Notice:

This document provides insights into how ScholarSphere collects and processes your personal data through its platform and website. It should be read alongside any specific privacy or fair processing notices we provide during data collection to ensure a comprehensive understanding of how and why your data is used.

 

Data Controller:

ScholarSphere Limited, registered at 28 Dereham Road, Seaton Sluice, Whitley Bay, UK (CRN: 15034520), is the data controller responsible for your personal data, referred to as “ScholarSphere,” “we,” “us,” or “our” in this notice. For any queries regarding this policy, please contact our Data Privacy Manager, Mohaimin Chowdhury, at [email protected] or 28 Dereham Road, Seaton Sluice, Whitley Bay, UK, NE26 4BS.

 

Changes to Privacy Notice and Updates

This version was last updated on 08/01/2024. To ensure the accuracy and currency of your personal data, please inform us of any changes during your engagement with us. When we update our Privacy Notice, we will take appropriate measures to inform you. Users will be deemed to have consented to any subsequent changes by their continued use of the platform following any changes being made.

 

Information Collection

Data Types:

We collect, use, store, and transfer various personal data types, grouped as follows:

 

  • Identity Data: First name, last name, username, job title, area of teaching, telephone number, and gender.
  • For Students: Name, class name, and subjects.
  • Contact Data: Billing address, email address, telephone numbers, and school address.
  • Technical Data: Device information, IP address, login data, browser details, cookies, and location information.
  • Profile Data: Username, password, registration information, feedback, and survey responses.
  • Usage Data: Information on app or website usage, traffic data, and communication data.
  • Marketing and Communications Data: Preferences for receiving marketing and communication from us and third parties.
  • Aggregated Data: Statistical or demographic data that does not directly identify you.

 

We use a third party payment processor, Stripe, to process credit card payments made to us. Transactions are encrypted using SSL technology. We do not retain any credit card numbers ourselves. Stripe's use of your personal information is governed by their privacy policy, which may be viewed at https://stripe.com/us/privacy. 

 

No Criminal Information:

We do not collect information about criminal convictions or offenses.

 

Consent and Data Processing

Legal Basis for Processing:

We process personal data based on the following legal grounds:

 

  • Contract performance.
  • Legitimate interests.
  • Compliance with legal or regulatory obligations.

 

Consent:

Consent is obtained only for third-party direct marketing communications. You can withdraw consent anytime by contacting us.

 

Data Usage

Purposes of Use:

Legal bases for each purpose are identified, with legitimate interests explained where applicable.

 

Marketing:

We respect your choices regarding personal data usage for marketing and advertising. Personal information is not shared unless consent is given.

 

Use of AI:

Tools like EduScribe utilise AI (Chat GPT integration) for reducing teacher workload, maintaining privacy with no access to student databases.

 

Cookies

We use cookies for various purposes such as necessary operations, analytics, functionality, and targeting. Users can manage cookie settings in their browser, though disabling cookies may impact website functionality.

 

Data Security

Security Measures:

All information is stored securely on our servers. Users are responsible for keeping passwords confidential.

 

Data Breach Response:

Strict procedures are in place to prevent and address personal data breaches. Notifications will be sent where legally required.

 

Data Retention

Retention Period:

We retain personal data for the duration necessary to fulfil specified purposes, considering legal, accounting, or reporting requirements. Deletion or anonymization may occur based on circumstances.

 

Your Rights

Under data protection laws, you have rights, including access, correction, erasure, objection, restriction, and data portability. To exercise these rights or for further information, contact us.

 

Glossary

Lawful Basis:

 

  • Legitimate Interest: Balancing our business interests with your rights.
  • Performance of Contract: Processing data necessary for contract performance.
  • Legal or Regulatory Obligation: Complying with legal obligations.

 

Third Parties:

 

  • Internal Third Parties: No parent or subsidiary companies.
  • External Third Parties: Service providers listed in the Glossary, adhering to strict data protection standards.

 

International Transfers

ScholarSphere operates in the UK. If using our services from outside the EU or the UK, your data may be transferred to the UK. Adequate safeguards are maintained for international data transfers.

 

Contact Information

For inquiries about this Privacy Notice, contact Jordan Scott at [email protected].