Edu Connect Privacy Policy

Who is responsible for your information

Edu Connect is provided by Computime Systems (UK) Limited, a company registered in England and Wales (number 03221489), 4 Woodside Mews, Clayton Wood Close, Leeds, LS16 6QE.

Your school or trust is the data controller for the staff, student and visitor information held in Edu Connect. It decides what is recorded, why, and how long it is kept. Computime is a data processor: we run the system on the school's behalf and only use the information to provide the service, under a data processing agreement with the school.

If you have a question about your own information, please contact your school or trust first. They can check, correct or delete it.

The services this policy covers

• The Edu Connect website, used by school managers and administrators.
• The reception kiosk, used by visitors, staff and students to sign in and out.
• Card readers and sign-in terminals.
• The Fire Roll Call app, used by fire marshals.
• Event and conference registration, extra-curricular registers and room booking, where the school uses them.

Only school staff given access by their school have an Edu Connect login. Students and visitors do not.

What information is held

Staff and students

• Name, school, year group or department, tutor group or role, and assembly point.
• Date of birth, where the school records it, used to tell apart people with the same name.
• A photo, where the school provides one.
• Staff or Student ID and card number.
• Sign-in and sign-out times, and which reader, terminal or kiosk was used.
• For staff only: email address and phone numbers, where provided.
• Membership and attendance of extra-curricular activities, and room bookings they are invited to, where the school uses these.
• Fingerprint or face templates, only where a school has agreed with Computime to use biometric terminals and has obtained the consent the law requires. These are templates the terminal uses to recognise the person, not photographs. Edu Connect does not need them: people can sign in by card.

Visitors

• Name, company, email, phone, vehicle registration, reason for visit and who they are visiting.
• Answers to the school's sign-in questions, for example confirming a DBS check.
• A photo and signature, where the school has turned these on.
• Sign-in and sign-out times, and badge printing records.
• For events and pre-booked visits: the details given when registering, and a QR code sent by email to speed up sign-in.

School staff who use the website

• Name, email, password (stored only in a protected, one-way form), two-factor settings, and a record of the changes they make.

How the information is used

• To know who is on site, so everyone can be accounted for in a fire or drill.
• To let staff and students sign in at any school in their trust with one card.
• To sign visitors in and out, print badges and tell hosts they have arrived.
• To take registers for extra-curricular activities and manage room bookings, where the school uses them.
• To send the emails the school switches on, such as visitor QR codes, and a notice to a student's home school when they sign in at another school in the trust.
• To produce reports the school asks for, such as who was on site on a given day.
• To keep the system secure, keep an audit trail of changes, and provide support.

Edu Connect does not track anyone's location. A person only shows as on site when they sign in on a card reader, terminal or kiosk at the school.

Children's information

Student information is provided and controlled by the school. Students do not create accounts and are not asked for information directly by Edu Connect, apart from signing in or out with their card or at the kiosk. Children's information is never used for marketing, advertising or profiling.

Who the information is shared with

Information is shared only to run the service:

• Authorised staff at the school or trust, limited to the schools they are allowed to see.
• Computime staff providing support, whose access is logged.
• The companies that run parts of the service for us: Hyve Managed Hosting (database, UK), IONOS (web server and stored files such as photos, UK) and Postmark (sending emails).

We tell schools before adding a new company to this list.

Information is never sold.

Where the information is stored

All Edu Connect information is stored in the UK, with our hosting providers Hyve Managed Hosting and IONOS.

Emails are sent through Postmark, which is based in the United States. Postmark handles only the recipient's address and the email itself, under the safeguards UK law requires for transfers outside the UK.

How long it is kept

The school decides how long records are kept. When someone leaves, their record stays until the school deletes it, so that past sign-in and fire drill records remain complete.

If a school stops using Edu Connect, all of its information is deleted from the live system, and from backups as they expire. No copy is supplied, so a school should download any reports it needs before its service ends.

Keeping information secure

• Signing in to the website needs a password and a second step (an authenticator app or an email code). Passwords are stored only in a protected, one-way form.
• Connections between your device and Edu Connect are encrypted.
• Each school's information is kept separate from every other customer's.
• Computime staff only look at a school's information to provide support. Support access is given to a named person for a limited time, shown to the school, and logged.

Your rights

You can ask to see the information held about you, and ask for it to be corrected or deleted. Please contact your school or trust, which controls your information. You can also complain to the Information Commissioner's Office at ico.org.uk.

Contact

For questions about this policy, contact Computime at info@computimeuk.com or 0113 350 9043.

We may update this policy. The latest version is always available on this page.