Privacy Policy — Buckswood School Baku

Effective date: 24 September 2026
Last updated: 24 September 2026

Buckswood School Baku ("the School", "we", "us") operates the Buckswood School Baku mobile application ("the App") and the connected web dashboard ("the Service"). This Privacy Policy explains what information the Service collects, how it is used, and the choices you have.

The App is a school-management tool for enrolled students, parents or legal guardians, teachers, and school staff. It is not a consumer service and is not offered to the general public — an account can only be created by the School.

1. Information we collect

1.1 Account information (provided by the School)

• Full name, school email address, role (student, parent, teacher, administrator), and profile photograph.
• For students: enrollment details, class and teaching-set membership, timetable, subjects, and guardians linked to the student.
• Login credentials are issued and managed by the School. Passwords are stored only in hashed form on our servers.

1.2 School activity data (generated by using the Service)

• Attendance records, marks and grades, homework and task submissions, library activity, warnings, announcements, and timetable data.
• Chat messages you send and receive, including file and image attachments, message reactions, and read/delivery state. Chat is a school-communication feature between authorised users; it is monitored by the School under its acceptable-use rules.
• AI Tutor conversations. What you type to the AI Tutor is recorded, is associated with your account, and may be reviewed by the School. The tutor retrieves only school material your account is already entitled to read.
• Device tokens and basic device platform information (Android/iOS), used only to deliver push notifications.

1.3 Information collected automatically

• Log data when you use the Service: IP address, device type, operating system version, request timestamps, and error/diagnostic information.
• Notification delivery state (accepted/refused) for push tokens.

1.4 Information we do NOT collect

• No advertising identifiers, no ad networks, no behavioural tracking.
• No third-party analytics or profiling SDKs.
• No contact-list, location-tracking, or media-library access beyond files you explicitly attach in chat.
• We do not sell, rent, or trade personal information to anyone.

2. How we use the information

• To operate the Service: authentication, timetable, attendance, marks, homework, library, chat, and notifications.
• To deliver push notifications about school activity (messages, announcements, warnings, task updates) to your devices.
• To keep the Service secure: fraud and abuse prevention, audit logging, and enforcing the School's acceptable-use rules.
• To let the School administer accounts, review flagged activity, and meet its safeguarding and record-keeping obligations.

The legal basis for processing is the performance of the School's educational contract with enrolled families and its legitimate interest in operating a safe school platform. Student data is processed on the School's behalf as the data controller.

3. Who can see your information

• The School's authorised staff see student records, attendance, marks, and communications as part of their duties.
• Other users see only what the feature requires: chat participants see messages sent to them; teachers see their own classes; parents see only their own children's records.
• Service providers: the Service is hosted on Google Cloud Platform (Cloud Run, Cloud SQL) and push notifications are delivered through Google Firebase Cloud Messaging. These providers process data only to deliver the Service to us and are bound by their own data-processing terms.
• AI provider: AI Tutor requests are processed by Google's Gemini API under the School's enterprise arrangement; prompts may include the question you asked and the school material retrieved to answer it.

We do not share personal information with third parties except as described above or where the law requires it.

4. Children and students

The App is used by students, including children under 13, under accounts issued and supervised by the School. Student accounts exist only because the student is enrolled; no child can self-register. Parents and guardians access their child's records through their own linked accounts. We collect no more student data than the School needs to run its educational programme, and we show no advertising to anyone.

5. Data retention

• Account and school records are kept for as long as the student's enrollment continues and afterwards as required by the School's record-keeping obligations.
• Chat messages are retained on school servers; deleting a message removes it from view but a record may remain for safeguarding and audit purposes.
• Push device tokens are deleted when you sign out, when the School deactivates your account, or when a token stops working.
• You may ask the School's administration to correct or remove information that is wrong; some records cannot be deleted while the student is enrolled.

6. Security

All traffic between the App and the Service uses TLS encryption. Passwords are stored hashed. Access to data inside the School is role-restricted. No method of transmission or storage is perfectly secure; if you believe your account has been compromised, tell the School's administration immediately.

7. Your rights and choices

• Access and correction: ask the School to show or correct the personal information it holds about you.
• Notifications: you can turn off push notifications in your device's system settings; the App keeps working without them.
• Account removal: accounts are managed by the School — contact the administration to deactivate an account.
• Depending on applicable law (including the Law of the Republic of Azerbaijan on Personal Data and, where relevant, the GDPR), you may have additional rights of access, rectification, erasure, restriction, and complaint to a supervisory authority.

8. Changes to this policy

We may update this policy when the Service changes or the law requires it. The "last updated" date at the top shows the current version; material changes will be announced through the App or school communication channels.

9. Contact

Questions about this policy or your data:

Buckswood School Baku
Email: info@buckswood.az
Website: buckswood-school.academywiz.co