Privacy Policy

1. Introduction

Acadya is a school management platform used by schools and other educational institutions to manage academic operations such as admissions, student records, attendance, assessments, timetables, communications, and billing. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

In most deployments, the subscribing institution (for example, your school) is the data controller of student and staff information entered into Acadya, and Acadya processes that information on the institution’s behalf to provide the service.

2. Information We Collect

The categories of information collected depend on how your institution configures Acadya and which modules are enabled. Common categories include:

Student Data

Identification and enrollment details (for example: full name, admission number, class/stream, date of birth, guardians/parents where applicable).
Academic records (for example: subjects, grades, report cards, exam results, promotion history).
Attendance and timetable information.
Wellbeing, discipline, and medical-related notes where your institution chooses to record them.

Teacher and Staff Data

Profile details (for example: name, staff number, role/department, contact information provided by the institution).
Work assignments (for example: classes, subjects, lesson plans, tasks, schedules, and appraisals where configured).

Account and Login Information

Account identifiers (for example: username, email address) and authentication data (such as password hashes).
Security and access logs (for example: login attempts, IP address, device/browser information, session identifiers).

Uploaded Files and Content

Documents, images, and other files uploaded to the platform (for example: certificates, letters, invoices, supporting documents).
Content generated by users (for example: messages, notes, announcements, and templates) depending on enabled features.

3. How We Use Data

We use collected information to:

Provide, operate, and maintain Acadya services and features requested by your institution.
Authenticate users, enforce access controls, and protect accounts from unauthorized access.
Process institutional workflows such as admissions, assessments, invoicing, payments, reporting, and communications.
Improve performance, reliability, and user experience, including troubleshooting and support.
Comply with legal obligations and enforce our Terms & Conditions.

4. Data Protection and Security

We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, alteration, disclosure, or destruction. These measures may include access controls, role-based permissions, audit logs, secure authentication, and regular backups.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact your institution administrator and email us at [email protected].

5. Cookies Usage

We use cookies and similar technologies to enable essential functionality and improve user experience. For example, cookies may be used to:

Maintain your session after you sign in.
Remember your preferences (such as theme settings) where available.
Support security features (for example, protecting against fraudulent or automated activity).

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the platform.

6. Third-Party Services

Acadya may integrate with or rely on third-party services to provide functionality and support operations (for example: email delivery, SMS notifications, payment processing, and cloud storage integrations such as Google Drive where enabled by your institution). These third parties process data only to provide their services and are subject to their own privacy practices.

7. Data Retention

We retain information for as long as necessary to provide Acadya services to the subscribing institution, to comply with legal obligations, resolve disputes, and enforce agreements. Retention periods can vary depending on the type of data, the institution’s policies, and legal requirements.

8. User Rights

Depending on applicable law and your relationship to the subscribing institution, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal information.

Because schools typically manage records within Acadya, requests relating to student or staff records are usually handled by your institution’s administrator. You can also contact us at [email protected] and we will direct you to the appropriate process.