Privacy Policy

This Privacy Policy explains how AttendMeIn collects, uses, stores, protects and, where required, shares personal data when the platform, website and related services are used.

This Privacy Policy applies to users of the platform, including, as applicable, schools, educational organisations, teachers, lecturers, tutors, parents/guardians and students.

The protection of personal data is a key priority for us, and we process personal data in accordance with applicable data protection legislation, including Regulation (EU) 2016/679 (the “GDPR”), where applicable.

Who we are

Email: [email protected]
Website: attendmein.com / app.attendmein.com

For the purposes of data protection legislation, the role of AttendMeIn and any school or educational organisation using the platform depends on the purpose and manner in which each specific processing activity is carried out.

Data controller

The relationship between AttendMeIn and a school or educational organisation depends on the specific service and processing activity being carried out.

Where a school or educational organisation determines:

• which student data will be collected;
• the purposes for which the data will be used;
• which users will have access;
• how long the data will be retained; and
• how the data will be used in the context of educational activities,

the school or educational organisation may act as the Data Controller and AttendMeIn, depending on the specific processing activity, as the Data Processor.

In other cases, AttendMeIn may act as an independent Data Controller for specific processing activities, such as, for example, managing its own account, service security, support, or management of the business relationship.

The exact role of each party is determined by the actual nature of the relevant processing activity and the contractual and organisational arrangements between the parties.

Personal data collected

Student data

This may include:

• full name;
• age or date of birth;
• student number or other identifier;
• class or section details;
• enrolment/attendance information;
• attendance and absence records;
• educational information;
• grades or assessments, where the relevant functionality is used;
• documents and supporting records that may be required for the creation and operation of the student account and/or student file, such as, where required and depending on the functionality used, birth certificates, identification documents and other relevant documents.

Parent or guardian data

This may include:

• full name;
• contact details;
• email address;
• telephone number;
• relationship to the student;
• account and login details;
• information required for communication with the school.

Teacher data

This may include:

• full name;
• contact details;
• professional or educational account details;
• classes or subjects managed;
• information relating to the use of the platform.

Account data

This may include:

• username;
• email address;
• authentication details;
• account settings;
• user role;
• account creation date.

Technical data

When you use the platform, technical information may be collected, such as:

• IP address;
• device type;
• operating system;
• browser type;
• login information;
• timestamps;
• technical logs;
• information relating to the security and operation of the service.

Communication data

When you communicate with us, we may process:

• your full name;
• contact details;
• the content of your request;
• information you provide to us during the communication.

Special categories of data

Certain personal data, such as health data or other data falling within special categories of personal data, benefit from enhanced protection.

AttendMeIn should not be used to enter or store such data unless the specific functionality has been designed and approved for that purpose and an appropriate legal basis and protective framework are in place.

Users should not upload to the platform data that is not necessary for the specific purpose.

Use of data

Personal data may be used for:

• creating and managing accounts;
• providing AttendMeIn services;
• managing students, parents and teachers;
• managing attendance;
• managing educational information;
• communication between authorised users;
• providing customer support;
• managing subscriptions and payments, where applicable;
• maintaining the security of the platform;
• preventing fraud or malicious use;
• identifying and addressing technical issues;
• complying with legal obligations;
• protecting the rights and safety of users;
• improving the functionality and reliability of the service, where permitted by law.

We do not use personal data for purposes that are incompatible with the purpose for which the data was collected, unless there is an appropriate legal basis or other lawful authorisation.

Legal basis for processing

Depending on the processing activity, we may rely on one or more of the following legal bases:

• performance of a contract;
• compliance with a legal obligation;
• legitimate interests;
• consent;
• protection of vital interests;
• another lawful basis provided for under applicable legislation.

Where processing is based on consent, consent may be withdrawn at any time, without affecting the lawfulness of processing carried out before its withdrawal.

Consent will not be requested where the processing may lawfully be based on another legal basis.

Children & students

AttendMeIn may be used in environments where personal data relating to children and students is processed.

Children benefit from specific protection under the GDPR. For this reason, information concerning the processing of their data should be presented in a clear and understandable manner, taking into account their age and level of understanding.

Access to student data is restricted in accordance with the roles and access rights established for the platform.

For example, depending on the school’s configuration:

• a parent/guardian may have access to their child’s data to the extent that they are entitled to such access;
• a teacher may have access to data necessary for their educational role;
• administrators may have access in accordance with their responsibilities.

Access should not exceed what is necessary for the specific role and purpose.

The ability of a parent or guardian to access student data depends on the relevant relationship, parental responsibility/custody rights, the child’s age and maturity, applicable legislation and the school’s policies.

Your rights

Depending on the circumstances and applicable legislation, you may have the right to:

• Access — Request access to the personal data concerning you.
• Rectification — Request the correction of inaccurate or incomplete data.
• Erasure — Request the deletion of your personal data where the relevant conditions are met.
• Restriction — Request restriction of processing in certain circumstances.
• Withdrawal of consent — Where processing is based on consent, you may withdraw your consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Submitting a data protection request

You may submit a request concerning your personal data by email: [email protected]

Your request should, where possible, include:

• full name;
• account details;
• the type of request;
• the information or data to which the request relates.

For security purposes, we may need to verify your identity before fulfilling the request.

Where a request concerns student data, additional verification of the identity and authorisation of the person submitting the request may be required.

Information security

AttendMeIn implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, alteration or disclosure.

Security measures may include, depending on the architecture and configuration of the service:

• Access control — Access to data is restricted according to the roles and permissions of each user.
• Authentication — Appropriate authentication and access-control mechanisms are implemented.
• Encryption — Where applicable, appropriate encryption technologies are used to protect data during transmission and/or storage.
• Logging and monitoring — Relevant security and access events may be logged and monitored for security purposes and incident investigation.
• Backups — Appropriate backup and recovery mechanisms are implemented in accordance with the service’s policy and technical architecture.
• Incident management — Security incidents are assessed and addressed in accordance with internal incident-management procedures.

Data retention and deletion

We retain personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by applicable legislation.

The retention period may vary depending on:

• the type of data;
• the purpose of processing;
• the user’s relationship with AttendMeIn;
• the school’s requirements;
• legal obligations;
• accounting or tax-law requirements;
• security and dispute-resolution needs.

When there is no longer a need to retain the data, it will be deleted, anonymised or securely destroyed in accordance with applicable procedures.

Cookies

AttendMeIn uses cookies where required for the operation, security and improvement of the service.

Necessary cookies may be used for:

• login and authentication;
• security;
• maintaining basic settings;
• operation of the platform.