Privacy Policy

About this Privacy Policy

This Privacy Policy applies to the OarClass website, web application, school and academy portals, mobile applications where available, customer support services and integrations that form part of the OarClass platform (collectively, the "Services").

It describes the categories of personal information we may process, the reasons we process that information, the circumstances in which information may be shared and the choices and rights available to individuals.

This policy does not govern websites, applications or services operated independently by third parties. Their own privacy policies apply to data processed independently by them.

Who we are

OarClass is a school management and learning platform designed for schools, academies and education teams. OarClass provides digital tools for school administration, teachers, students, parents or guardians, accounts teams and other authorised users.

OarClass is operated by OARCLASS, with its registered or principal business address at 3rd Floor Room N0.1 , AMDC Building Jail Road , Near Kips College Boys Campus.

Depending on the circumstances and applicable law, OarClass may act as a controller of personal information or as a processor or service provider acting on behalf of a school, academy or other institutional customer.

Schools, academies and customer data

Schools and other organisations may use OarClass to manage information relating to students, parents, guardians, teachers, employees and other members of their education community.

Where an institution decides why and how this information should be used, that institution will generally be responsible for those decisions under applicable data protection law. OarClass will generally process that information on the institution's instructions and in accordance with the applicable agreement.

Institutional customers are responsible for ensuring that they have an appropriate legal basis, authorisation or consent where required to provide personal information to OarClass and to make accounts available to users.

For information that OarClass collects for its own business purposes, such as website enquiries, account administration, platform security, billing, service communications and customer support, OarClass may determine the purposes and means of processing directly.

Information we collect

The information processed through OarClass depends on the Services used, the role of the user and the settings selected by the relevant institution.

Account and identity information

• Name.
• Email address.
• Phone number where provided.
• Profile image where provided.
• User identifier and account information.
• School, academy, campus or organisation.
• User role and permissions.
• Authentication and login information.

Student and academic information

Where provided by an authorised school or user, OarClass may process information such as:

• Student profiles and identifiers.
• Class, section and campus information.
• Attendance records.
• Academic results and assessments.
• Assignments, diary entries or academic activities.
• Timetables and schedules.
• Teacher and class relationships.
• Lectures and learning activity.
• Parent or guardian relationships.
• School communications and notices.

Fee and financial administration information

Depending on the functionality enabled by the institution, OarClass may process fee amounts, invoices, payment status, transaction references, outstanding balances and related financial administration records.

If third-party payment services are enabled, sensitive payment credentials such as complete payment card details may be processed directly by the relevant payment provider rather than by OarClass. OarClass may receive transaction references, payment status and other information necessary to maintain school payment records.

Technical and usage information

• IP address.
• Browser type and version.
• Device and operating system information.
• Session and login timestamps.
• Pages, functions or features accessed.
• Error, diagnostic and performance information.
• Security and activity logs.
• Cookie and similar technology identifiers.

Communications and support information

If you contact OarClass, we may process the information contained in your communication, including support requests, contact form submissions, emails, feedback and information you choose to provide when requesting assistance.

How we collect information

OarClass may receive personal information through several sources.

• Directly from you, when you create an account, contact us, complete a form or provide information through the Services.
• From your school or academy, when an authorised institution creates, imports or manages information through OarClass.
• From authorised users, such as teachers or administrators recording school activity.
• Automatically, through logs, cookies, security systems and other technical mechanisms when the Services are accessed.
• From connected services, where you or your organisation chooses to connect an authorised third-party integration.

How we use personal information

OarClass may process personal information for the following purposes:

• Creating, maintaining and authenticating user accounts.
• Providing the OarClass school management platform and its functions.
• Managing student and academic workflows requested by schools.
• Providing role-based access to administrators, teachers, students, parents, accounts staff and authorised users.
• Supporting school and campus administration.
• Providing communication, notification and support services.
• Maintaining account, billing and payment administration.
• Protecting accounts and the platform from unauthorised access, misuse, fraud and security threats.
• Investigating errors and improving reliability, performance and user experience.
• Responding to questions, support requests and complaints.
• Maintaining records required for contractual, regulatory or legal purposes.
• Enforcing our agreements, Terms of Service and other policies.
• Complying with applicable laws, lawful requests and legal obligations.

Legal bases for processing

Where applicable data protection law requires a legal basis for processing, OarClass may rely on one or more of the following, depending on the activity involved:

• Contract: processing necessary to provide Services requested under an agreement.
• Legitimate interests: operating, securing, supporting and improving OarClass, provided those interests are not overridden by applicable privacy rights.
• Consent: where consent is requested and is the appropriate legal basis.
• Legal obligation: processing necessary to comply with applicable law, regulation or legally binding requests.

Where OarClass processes personal information solely on behalf of a school or academy, the institution is generally responsible for identifying the appropriate legal basis for that processing.

Students and children's information

OarClass is designed for education environments and may therefore process personal information relating to children or students where that information is provided or managed by an authorised school, academy, parent, guardian or other authorised party.

Schools and organisations using OarClass are responsible for meeting applicable requirements relating to student information, including obtaining parental or guardian consent where such consent is legally required.

OarClass does not intend to use student educational records to create advertising profiles or to sell such records for advertising purposes.

Children should not independently provide personal information to OarClass outside an authorised school or account process unless this is permitted by applicable law and, where required, by their parent, guardian or institution.

If you believe information relating to a child has been provided to OarClass without appropriate authority, please contact us using the details at the end of this policy.

Meta, Facebook, WhatsApp and other integrations

OarClass may allow institutions or users to connect services provided by Meta Platforms, Inc. or its affiliates, including Facebook, Facebook Login, WhatsApp or other authorised Meta products where those integrations are enabled.

When you choose to connect a Meta service, OarClass may receive and process information permitted by the relevant Meta product, your settings, the permissions granted and the functionality being used.

Depending on the integration, this information may include:

• Meta or Facebook user identifiers.
• Name or profile information.
• Email address where authorised.
• Profile image where authorised.
• Authentication or access tokens required to maintain an authorised connection.
• Business, Page or account identifiers where required by the connected service.
• Phone numbers, message content, message status or related metadata where an institution has enabled an authorised WhatsApp or Meta messaging integration.
• Other information specifically required for functionality that the user or institution has chosen to enable.

OarClass uses information received through Meta only to provide, authenticate, maintain, secure or support the connected functionality, or for another purpose clearly disclosed to the user and permitted by the relevant platform terms.

OarClass does not request or collect your Facebook or Meta account password. Authentication credentials are entered through the authentication process provided by Meta where applicable.

Information obtained through Meta platforms is also subject to the applicable Meta platform rules and requirements.

How we share personal information

OarClass does not disclose personal information simply because another organisation requests it. Information may be shared where necessary for the operation of the Services or where permitted or required by law.

Depending on the circumstances, information may be shared with:

• The school, academy or institution associated with the relevant account.
• Authorised administrators, teachers, parents, students, accounts staff or other authorised users as determined by role and permissions.
• Cloud hosting and infrastructure providers.
• Email, notification and communication service providers.
• Authentication and identity service providers.
• Payment providers where payment functionality is enabled.
• Security, monitoring, diagnostics and technical service providers.
• Professional advisers such as lawyers, auditors or accountants where reasonably necessary.
• Government bodies, regulators, courts or law enforcement where disclosure is lawfully required.
• A successor organisation in connection with a merger, acquisition, restructuring or transfer of all or part of the OarClass business, subject to appropriate safeguards.

Service providers that process personal information on our behalf are expected to process that information only for authorised purposes and subject to appropriate contractual and security obligations.

Sale of information and advertising

OarClass does not sell school or student educational records for monetary consideration.

We do not use student educational records to build targeted advertising profiles for third-party advertising.

If OarClass introduces materially different advertising or data-use practices in the future, this Privacy Policy will be updated and additional notices or choices will be provided where required by law.

International data transfers

OarClass, its infrastructure providers and other service providers may process information in countries different from the country in which the user or institution is located.

Where applicable law requires specific safeguards for international transfers, OarClass will use appropriate legal or contractual mechanisms designed to protect the transferred personal information.

Data security

OarClass uses technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Depending on the system and context, these measures may include:

• Authentication controls.
• Role-based permissions.
• School and tenant boundaries.
• Encryption during transmission where appropriate.
• Restricted administrative access.
• Security and activity logging.
• Monitoring, vulnerability management and technical safeguards.
• Backup and recovery processes where appropriate.

No information system can guarantee absolute security. Users are also responsible for protecting their login credentials and for notifying OarClass or their institution if they believe an account has been compromised.

How long we keep information

OarClass retains personal information only for as long as reasonably necessary for the purpose for which the information was collected, unless a longer period is required or permitted by applicable law.

Retention periods may depend on:

• How long the institution or user maintains an active OarClass account.
• Contractual requirements.
• The nature and sensitivity of the information.
• Security, fraud-prevention and dispute-resolution needs.
• Financial, tax, accounting or legal record-keeping requirements.
• Instructions received from the relevant school or data controller.

When personal information is no longer required, OarClass may delete, anonymise or otherwise remove it from active systems, subject to applicable legal obligations and reasonable backup retention cycles.

Data deletion

Users may request deletion of personal information associated with their OarClass account.

A deletion request can be submitted through our dedicated Data Deletion page:

oarclass.com/legal/data-deletion/

You may also contact us at: privacy@oarclass.com

School-managed accounts

If your account or information is controlled by a school or academy, OarClass may need to refer the request to that institution or confirm its instructions before deleting records that the institution is legally or contractually required to maintain.

Meta and Facebook data deletion

If you connected OarClass to Facebook, Meta, WhatsApp or another Meta service, you may request deletion of information OarClass received through that integration using the same Data Deletion page.

Where deletion is required and no lawful retention obligation applies, OarClass will delete or de-identify the relevant information within a reasonable period and will take reasonable steps to address copies held by service providers acting on our behalf.

Your privacy rights

Depending on where you live and the law that applies, you may have rights regarding your personal information.

These rights may include the right to:

• Request access to personal information about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information.
• Request restriction of certain processing.
• Object to certain processing.
• Withdraw consent where processing is based on consent.
• Request a portable copy of certain information where applicable.
• Submit a complaint to an appropriate privacy or data protection authority.

These rights are subject to applicable legal limitations and exemptions.

Where information is controlled by a school or academy, requests relating to that information may need to be handled by or in cooperation with the relevant institution.

We may need to verify your identity before fulfilling certain privacy requests in order to protect accounts and personal information from unauthorised access.

Cookies and similar technologies

OarClass may use cookies, local storage and similar technologies for purposes including authentication, security, user preferences, functionality, performance and analytics.

Some technologies are necessary for the operation and security of the Services. Other technologies may be optional depending on the service, jurisdiction and consent settings.

More information will be available in our Cookie Policy .

Third-party services and links

OarClass may contain links to or integrations with websites, applications and services operated by third parties.

Where a third party independently determines how it processes personal information, its own privacy policy and terms apply. OarClass is not responsible for the independent privacy practices of third-party services.

We encourage users and institutional customers to review the privacy information provided by connected third-party services before enabling an integration.

Changes to this Privacy Policy

We may update this Privacy Policy as OarClass develops, our processing activities change, new services or integrations are introduced or legal requirements change.

When we update the policy, we will publish the revised version on this page and update the Last updated date.

Where required by applicable law, we may provide additional notice or obtain consent before a material change becomes effective.

Contact OarClass about privacy

If you have questions about this Privacy Policy, want to exercise a privacy right, want to request deletion of personal information or want to raise a privacy concern, please contact us.