Privacy Policy
How we protect student data, ensure FERPA & GDPR compliance, and maintain the highest privacy standards for educational institutions worldwide
This policy applies to the Skoolia web platform and the Skoolia mobile application (Android and iOS).
Our Commitment to Privacy
SKOOLIA (operated by BARCIDS LIMITED, Company No. IE637797) is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, store, and protect information when you use our school management platform.
We are fully committed to FERPA (Family Educational Rights and Privacy Act) compliance, GDPR (General Data Protection Regulation) compliance, and follow international data protection standards including COPPA, PIPEDA, and regional privacy laws.
Information We Collect
Student Information
- • Personal identifiers (name, student ID, date of birth)
- • Contact information (address, phone, email)
- • Academic records (grades, attendance, assignments)
- • Enrollment and demographic information
- • Parent/guardian contact information
- • Medical information necessary for educational services (with consent)
Staff Information
- • Professional identifiers (name, employee ID, position)
- • Contact and employment information
- • Payroll and benefits data
- • Professional qualifications and certifications
Technical Information
- • Usage analytics and performance data
- • Device information and IP addresses
- • Login activities and security logs
- • Platform interaction data for service improvement
FERPA Compliance
SKOOLIA complies with the Family Educational Rights and Privacy Act (FERPA), which protects the privacy of student education records. We act as a school official with legitimate educational interests when processing student data.
Student and Parent Rights
- • Right to inspect and review education records
- • Right to request amendment of inaccurate records
- • Right to control disclosure of personally identifiable information
- • Right to file complaints with the Department of Education
Directory Information
Schools may designate certain information as "directory information" which can be disclosed without consent. This typically includes name, grade level, and enrollment status. Schools control what information is designated as directory information.
How We Use Information
Educational Services
- • Student information system (SIS) and academic record management
- • AI-powered intelligent timetable scheduling and class optimization
- • Real-time attendance tracking for students and staff
- • Advanced gradebook with standards-based grading support
- • Parent communication portals and progress monitoring
- • Multi-language support for diverse educational communities
Administrative Functions
- • Process enrollment and registration
- • Manage fee collection and financial records
- • Staff payroll and benefits administration
- • Generate required reports for educational authorities
Platform Improvement
- • Analyze usage patterns to improve functionality
- • Monitor system performance and security
- • Develop new features based on user needs
- • Provide technical support and troubleshooting
Data Security & Protection
We implement industry-standard security measures to protect your data:
Technical Safeguards
- • Encryption in transit (TLS) & at rest (AES-256)
- • Multi-factor authentication
- • Regular security audits and penetration testing
- • Automated backup and disaster recovery
- • Security-audited practices and protocols
Administrative Safeguards
- • Role-based access controls
- • Employee background checks and training
- • Data access logging and monitoring
- • Secure data deletion procedures
- • Incident response protocols
Security Practices
Data encrypted in transit and at rest.
Role-based access control and row-level security.
Sensitive operations are recorded.
EU-based data hosting with a documented deletion workflow.
Information Sharing & Disclosure
We do not sell, rent, or trade personal information. We may share information only in the following circumstances:
With School Officials
Information is shared with school administrators, teachers, and staff who have legitimate educational interests.
Legal Requirements
When required by law, court order, or to protect the safety of students and staff.
Service Providers
With trusted third-party services (hosting, payment processing) under strict confidentiality agreements.
Emergency Situations
To protect the health and safety of students or other individuals during emergencies.
Data Retention
We retain personal information only as long as necessary for educational purposes and legal requirements:
Student Records
Academic records are retained according to school policy and legal requirements, typically 5-7 years after graduation.
Financial Records
Payment and financial data retained for 7 years for tax and audit purposes.
System Logs
Security and access logs retained for 2 years for security monitoring purposes.
Cookies & Browser Storage
SKOOLIA uses minimal cookies and browser storage technologies strictly for essential functionality. We do NOT use any tracking, advertising, or third-party analytics cookies.
Essential Cookies
sidebar:state
Remembers sidebar open/closed preference
Authentication Cookies
HTTP-only session cookies for secure login (managed by Supabase Auth)
Local Storage (Browser)
Data stored locally on your device for personalization. This data never leaves your browser.
- • Language preference - Your selected interface language (EN/FR/AR)
- • Theme preference - Light/dark mode setting
- • Numeral format - Western or Arabic-Indic numerals
- • Cookie consent- Whether you've accepted this notice
Session Storage (Temporary)
Temporary data cleared when you close your browser tab.
- • User role cache for faster navigation
- • Onboarding progress state
- • Temporary UI preferences
No Third-Party Tracking
We do not use Google Analytics, Facebook Pixel, or any other third-party tracking services. Your browsing behavior is not tracked or shared with advertisers.
Mobile Application
The Skoolia mobile app gives parents, students, and teachers secure access to the same school data described above. The app processes the same account information as the web platform and is governed by this Privacy Policy. Below is what the app does — and does not — do on your device.
Data Stored on Your Device
- • Login session — a secure authentication token (managed by Supabase Auth) so you stay signed in.
- • Biometric unlock (optional) — if you enable Face ID / fingerprint, it is handled entirely by your device's operating system. We never receive, store, or transmit your biometric data.
- • Preferences — language and theme, stored locally on the device.
Device Permissions
The app requests only the permissions it needs for features you use, and explains each one at the time it is requested. It does not access your contacts, and it does not track your location in the background.
No Advertising or Third-Party Tracking
The Skoolia app contains no advertising SDKs and no third-party analytics or tracking libraries. We do not collect the Android Advertising ID, and we do not share personal data with advertisers or data brokers.
International Data Transfers
SKOOLIA operates globally with data centers in multiple regions. We ensure adequate protection for international transfers through:
- • Standard Contractual Clauses (SCCs) approved by the European Commission
- • Adequacy decisions for data transfers to approved countries
- • Additional safeguards for high-risk jurisdictions
- • Regional data residency options upon request
Your Rights & Choices
Depending on your jurisdiction, you may have the following rights regarding your personal information:
Access & Portability
- • Access your personal information
- • Receive a copy in a portable format
- • Know how your data is being used
Correction & Deletion
- • Correct inaccurate information
- • Request deletion (subject to legal requirements)
- • Restrict processing in certain circumstances
Note: Some rights may be limited for educational records under FERPA or when retention is required by law.
Delete your account and data
You can request deletion of your account and personal data at any time. See our Data & Account Deletion page for how to request it and what is removed.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Data Protection Officer
privacy@skoolia.com
Mailing Address
BARCIDS LIMITED
Data Protection Department
County Cork, Ireland
Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify schools and users of significant changes through email notifications and platform announcements. The "Last Updated" date at the top of this policy indicates when the most recent changes were made.
Frequently Asked Questions
- How does SKOOLIA comply with FERPA regulations?
- SKOOLIA acts as a school official with legitimate educational interests. We implement strict security measures, limit data access to authorized personnel, and only share student data as authorized by schools or required by law.
- Is student data encrypted and secure?
- Yes, we use industry-standard AES-256 encryption for data at rest and encryption in transit (TLS) for data transmission. All data is stored in secure data centers with security-audited practices.
- Can parents access their child's educational records?
- Under FERPA, parents have the right to inspect and review their child's education records. Schools control access permissions, and SKOOLIA provides secure parent portals when authorized by the institution.
- How long does SKOOLIA retain student data?
- We retain student academic records according to school policy and legal requirements, typically 5-7 years after graduation. Data retention periods comply with local education regulations and can be customized per institution.
- Is SKOOLIA GDPR compliant for European schools?
- Yes, SKOOLIA is fully GDPR compliant. We implement appropriate technical and organizational measures, respect data subject rights, and use Standard Contractual Clauses for international transfers.
- Can schools export their data if they leave SKOOLIA?
- Absolutely. Schools maintain ownership of their data and can export all information in standard formats. We provide comprehensive data export tools and migration assistance during the transition process.