Privacy notice

Your academy decides what it needs to know about you and your children, and why. It is the one that holds your information and is responsible for it. AcademyOS provides the software and keeps the information on the academy's behalf.

AcademyOS is itself responsible for a small amount of its own business information: the people who run an academy's account, billing records, security logs and support messages.

• Who you are: your name, email address and phone number, and a parent's address if the academy asks for it.
• Your children: name, date of birth, classes, attendance, progress and results, and, only if you give it, health notes the academy needs for safety (allergies, for example) and an emergency contact.
• Money: invoices, payments and receipts. Card and bank details are entered on the payment provider's own page and never reach AcademyOS or your phone.
• Messages you send to the academy, and notices and alerts we send you.
• Photos, only where you have said the academy may use them.
• On the app: a code that identifies your phone so alerts reach it, the app version and the phone type. We do not use advertising or tracking tools, and we do not collect your location, contacts or photo library.
• Security records: when and from which device someone signed in, so that a stolen sign-in can be noticed.

Only to run your classes: to tell you about changes, take attendance, show progress, send invoices and receive payments, answer your messages, keep children safe, and keep the service secure. We do not sell information, and we do not use it for advertising or to profile anyone.

• The academy's staff, each seeing only what their work needs. A teacher sees the children in their own classes. Health notes and safety records are limited to a few people, and each time they are read it is logged.
• You, and the other parents or guardians the academy has linked to your child. A parent never sees another family's children.
• The companies that help us run the service, under contract and only for that purpose: hosting, email, text and WhatsApp messages (if the academy uses them), alerts to phones, and online payments. Some of them may handle information outside Malaysia.
• Anyone the law requires us to tell, such as a court or a regulator.

Information about a child is given by a parent or guardian, or by the academy on their behalf, and is kept to what is needed. A child has their own sign-in only when the academy sets one up, and for a child under 18 a parent's agreement is recorded. Photos need a parent's separate permission, which can be withdrawn at any time. Nothing identifies a child by their face or fingerprint.

• While your child is at the academy, and for a period afterwards that the academy sets.
• Invoices, receipts and payment records are kept for the time the law requires an academy to keep its accounts, which is usually several years. The academy confirms the exact period.
• Health notes are deleted soon after a child leaves.
• Security records are kept for up to seven years, and technical logs for a few months.
• Backups are kept for 30 days. If your information was deleted at your request, it is deleted again if a backup is ever restored.

Each academy's information is kept apart from every other academy's by the database itself. It is encrypted when stored and when sent. Health information has extra protection. Sign-ins use a code sent to you, and academy staff use a password and an authenticator app as well.

Under Malaysia's Personal Data Protection Act 2010 you may ask to see the information held about you, ask for it to be corrected, withdraw a permission you gave, and ask for it to be deleted. The academy answers within 21 days.

• To see or correct information, write to your academy's office, or to us at the address below.
• To delete your account, see how on the Delete your account page. You can do it yourself in the app and on the website.

If you are not happy with an answer you may complain to the Personal Data Protection Commissioner of Malaysia.

If we change this notice in a way that matters, the new date is shown at the top, and the app and the website show the new version.

For anything about your own child or account, your academy's office is the first place to ask. For questions about this notice or about AcademyOS itself:

Write to your academy's office. Its phone number and email address are on your invoices and receipts and in the app under More.