Privacy Policy

1. Who this policy covers

The portal serves participating schools, school administrators, facilitators, parents or guardians, and students. Schools normally provide the initial student records and invite parents or guardians to oversee linked children.

2. Information we process

• Names, email addresses, phone numbers, roles, school, class, and account status.
• Student identifiers, Portal Student ID, securely protected login PIN, year group, class, curriculum, and term enrolment.
• Lesson progress, checkpoint activity, home-challenge files and versions, facilitator feedback, mid-term quiz scores, CBT attempts, and results.
• Parent-child links, guardian contact details, live-class schedules, attendance-related activity, support requests, notifications, and parent-visible activity records.
• School seat purchases, payment status, and uploaded payment evidence. Payment card or bank credentials are handled by the chosen payment provider and are not stored by the portal.
• Security and technical records such as sign-ins, account changes, administrative actions, device or browser information, error records, and audit logs.

3. Children and school-provided information

The portal is designed for school learning and therefore processes children's educational information. Participating schools and parents or guardians must have the appropriate authority to provide student information and should give students suitable notice. Where consent is required, the responsible school or parent or guardian must obtain it before the student uses the portal. We do not use children's information for behavioural advertising or sell it.

4. Why we use information

• Provide accounts, lessons, resources, submissions, assessments, and results.
• Unlock term content and record each student's independent learning progress.
• Help facilitators review work, provide feedback, and support assigned classes.
• Give authorised schools and parents appropriate progress and activity visibility.
• Schedule live support classes and communicate operational notices.
• Protect accounts, investigate misuse, maintain audit history, and improve reliability.
• Manage school enrolment, payment status, reporting, and service administration.

5. Google Calendar and Google Meet data

When an authorised Code Ambassadors administrator connects a Google account, the portal requests permission to manage calendar events. Although the permission can cover events in the connected calendar, the portal uses it only to create, retrieve, update, or cancel live-class events created for the school programme and to generate their Google Meet joining information.

Event titles, class schedules, facilitator assignments, and attendee email addresses may be sent to Google so calendar events, Meet links, and invitations can be provided. We do not request Gmail, Google Drive, or Google Contacts access. We do not sell Google user data, use it for advertising, or use it to train or improve general-purpose AI models. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

The connected administrator can revoke access from their Google Account permissions. We retain the secure authorization token while the connection is active and retain portal event identifiers as needed to keep scheduled classes synchronized.

6. When information is shared

We share information only as needed to operate the portal:

• With authorised schools, facilitators, parents, and platform administrators according to their roles and assigned students or classes.
• With service providers that support hosting, email delivery, video delivery, file storage, calendar and video meetings, security, and payment processing. These currently include DigitalOcean, Resend, Mux, Cloudinary, and Google where the relevant feature is used.
• When required by law, necessary to protect a person, or needed to investigate fraud, abuse, or a security incident.

We do not sell personal information.

7. Storage, retention, and international processing

Information is retained for active school terms, educational reporting, account support, security, dispute handling, and applicable record-keeping needs. Retention periods vary by record type. When information is no longer required, we delete or de-identify it subject to secure backups and lawful obligations. Our service providers may process information in countries outside the user's location using appropriate contractual and security safeguards.

8. Security

We use role-based access, encrypted web connections, protected credentials, private service networks, audit records, restricted administrative access, and service-provider security controls. No online service can guarantee absolute security. Users should keep passwords and student PINs private and report suspected misuse promptly.

9. Access, correction, and deletion requests

Parents, guardians, adult users, and authorised school representatives may ask to access, correct, or delete relevant personal information, subject to identity checks, school record responsibilities, and applicable law. Students should normally make requests through their parent, guardian, or school.

10. Contact and policy changes

Privacy questions or requests may be sent to codeambassadorsng@gmail.com. We may update this policy as the portal changes and will publish the revised date on this page.

See also our Terms of Service.