In plain words
- School ERP helps schools manage admissions, fees, attendance, staff, payroll and accounts.
- The information in a school’s records belongs to that school. We only handle it to run the service for them.
- We do not sell personal information and we do not show advertisements.
- Google Drive backup is optional. If a school connects it, we can only create and manage the backup files we ourselves put there. We cannot see anything else in that Google Drive.
1. Who we are and what this covers
School ERP (“we”, “us”) provides a web-based school management service at schoolerp.f-25.tech. This policy explains what information we handle when you visit our website or when a school uses the service, and the choices you have.
Two situations are covered:
- Visitors and school staff who use our website and sign in to the service.
- School records (students, parents, staff, fees and so on) that a school enters into the service. For these records the school decides what is stored and why, and we act on the school’s behalf to store and process them.
2. Information we handle
Information about the school and its users
- School name, city, the school code, the plan chosen and the trial or subscription dates.
- The name, phone number and email address of the person who registers the school, and the usernames of people the school creates. Passwords are stored only in a scrambled form that cannot be turned back into the password.
Information a school enters into the service
- Records the school chooses to keep, such as student and parent or guardian details, admissions and enquiries, attendance, marks and report cards, fee records and receipts, staff and payroll records, transport, store and purchase records, accounts, and any photos or documents the school uploads.
- Each school’s records are kept in a separate database for that school.
Technical information
- Like most web servers, ours keeps basic logs such as the time of a visit, the browser and the internet address it came from. We use these to keep the service secure and working.
When you contact us
- If you ask for a demo or write to us, we keep the details you give us so we can reply.
3. How we use it
- To provide the service: sign-in, storing and showing a school’s records, reports, certificates and so on.
- To keep the service safe, fix problems, and give support when a school asks.
- To make backups so a school’s records can be recovered after a fault.
- To contact the school about its account, trial, plan or service changes.
We do not sell personal information, we do not use it for advertising, and we do not use a school’s records for anything other than running the service for that school.
4. Cookies and browser storage
- Sign-in cookie. When you sign in, we set a cookie that keeps you signed in. It is protected from scripts, is sent only over secure connections, and expires automatically.
- School code. Our website and sign-in page may remember your school code in your browser so you do not have to type it again. It stays on your device.
- Fonts. Our website loads its fonts from Google Fonts, so your browser contacts Google’s servers to download them.
We do not use advertising cookies or third-party analytics trackers.
5. Backups
We make automatic backups of the service every night. Daily backups are kept for about 30 days, and monthly copies are kept for about a year. Because of this, a record that has been deleted from the live service can remain in our backups until they expire.
6. Google Drive backup (optional)
A school administrator can choose to connect a Google account so that a copy of the school’s backup is saved to that account’s Google Drive each night. We also use the same feature for our own backups of the service. This is optional, and nothing is sent to Google Drive unless someone connects it.
What we ask Google for
- Permission to create and manage files that School ERP itself creates in the connected Drive (Google’s “drive.file” permission). This lets us save backup files in a folder we create. It does not let us see, open, change or delete any other file in that Drive.
- The email address of the connected Google account, shown on the settings screen so you can see which account is connected.
What we store
- A secure connection token for that Google account, stored encrypted on our server and linked only to the school (or to our own backup) that connected it. We use it only to save backup files to that Drive.
- The backup files themselves are stored in the connected Drive and belong to the account owner.
How we use it
- Only to save and tidy up School ERP backup files in that Drive. We do not read other Google data, we do not share it with anyone, we do not use it for advertising, and no person reads it.
Disconnecting
- You can disconnect at any time from the backup settings in School ERP. When you do, we delete the stored connection token.
- You can also remove our access from your Google account at myaccount.google.com/permissions.
- Backup files already saved in your Drive stay there until you delete them.
8. How we protect it
- The website and service are accessed over an encrypted (HTTPS) connection.
- Passwords are stored in a scrambled form.
- Each school’s records are kept in a separate database, and inside a school each person only sees the parts of the service their role allows.
- Signed-in sessions expire automatically.
- Automatic nightly backups and regular checks that backups can be read.
No online service can promise perfect security, but we work to protect the information we hold and to fix problems quickly. Please keep your password private and tell us if you think your account has been misused.
9. How long we keep it and deleting it
We keep a school’s records while its account is active. A school can ask us to give it a copy of its records or to delete them. We will remove them from the live service promptly, and from our backups as those backups expire (see section 5). If a Google Drive connection is removed, we delete the stored connection token.
10. Children’s information
Schools naturally keep information about children. That information is entered and controlled by the school, which is responsible for having the right to collect it, for example parents’ or guardians’ consent where the law requires it. The service is designed for school staff to use. We do not contact children and we do not use their information for marketing or advertising.
11. Your choices and rights
If you are a parent, guardian or staff member and want to see, correct or delete information a school holds about you or your child, please ask the school first, because the school controls those records. If you contact us, we will pass your request to the school or help the school act on it. For information we hold ourselves, such as your account or enquiry details, you can write to us and we will help.
12. Changes to this policy
We may update this policy as the service changes. The “last updated” date at the top shows when it was last changed. If a change matters a lot, we will tell schools in the service or by email.
13. Contact us
Questions about this policy or about your information? Reach us here: