Privacy Policy
We are committed to protecting your privacy and ensuring the security of your personal data. This policy explains how we collect, use, and safeguard your information.
Last updated: June 2026
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Data Controller
BitCandor Technologies Limited
London, United Kingdom
Overview
Our commitment to data protection
At Scolvia, we understand that educational data is among the most sensitive information institutions handle. This Privacy Policy explains our practices regarding the collection, use, storage, and protection of personal data when you use our School ERP platform.
We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) in the European Union, the Family Educational Rights and Privacy Act (FERPA) in the United States, and other relevant regulations in the jurisdictions where we operate.
Important Note
By using Scolvia, you acknowledge that you have read and understood this Privacy Policy. If you are using Scolvia on behalf of an educational institution, you confirm that you have the authority to bind that institution to these terms.
Information We Collect
Types of data we process
We collect different types of information depending on your role and how you interact with our platform. This data helps us provide, improve, and secure our services.
Institution Information
- School name, address, contact details, and registration information
- Administrative staff details and authorization documents
- Financial and billing information for subscription management
- Institutional policies and configuration settings
Student Information
- Personal details: name, date of birth, student ID, and photograph
- Academic records: grades, attendance, assignments, and progress reports
- Guardian/parent contact information and emergency contacts
- Medical information and special requirements (when provided)
Staff Information
- Professional details: name, role, department, and qualifications
- Contact information: email, phone, and office location
- Employment records: hire date, contracts, and performance data
- Teaching assignments, schedules, and workload information
Automatically Collected Information
- Device information: IP address, browser type, operating system
- Usage data: login times, features accessed, and session duration
- Cookies and similar tracking technologies (see Cookies section)
- Error logs and diagnostic data for troubleshooting
How We Use Information
Purposes for data processing
We use the collected information for various purposes to deliver our services effectively and improve user experience. All processing is done with a valid legal basis under applicable data protection laws.
Service Delivery
Provide and maintain core ERP functionality for institutions
User Management
Manage accounts, authentication, and access controls
Communications
Send important updates, alerts, and service notifications
Analytics
Generate insights and reports for institutional improvement
Security
Detect and prevent fraud, abuse, and security incidents
Improvement
Enhance our services based on usage patterns and feedback
Legal Basis for Processing
We process personal data based on: (1) Contract - to fulfill our service agreement, (2) Legal Obligation - to comply with education and tax laws, (3) Legitimate Interests - for security and service improvement, and (4) Consent - for optional features like marketing communications.
Information Sharing
When and how we share your data
We take your privacy seriously and do not sell personal data. We only share information in limited, specific circumstances:
Within Your Institution
Data is shared between authorized users within your educational institution according to role-based access permissions.
Service Providers
We use trusted third-party services for hosting (AWS), analytics, and customer support, all bound by strict data protection agreements.
Legal Requirements
We may disclose data when required by law, court order, or to protect our rights, property, or safety.
Business Transfers
In the event of a merger, acquisition, or asset sale, personal data may be transferred with appropriate safeguards.
Data Security
How we protect your information
We implement comprehensive security measures to protect personal data from unauthorized access, alteration, disclosure, or destruction.
Encryption
AES-256 encryption for data at rest and TLS 1.3 for data in transit
Infrastructure
SOC 2 Type II certified data centers with 99.9% uptime guarantee
Access Control
Role-based access with MFA and comprehensive audit logging
Security Certifications
Our security practices are validated by independent third-party auditors. Scolvia maintains:
Data Retention
How long we keep your data
We retain personal data only as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.
Account Data
Retained for the duration of your account plus 30 days after deletion for recovery purposes.
Educational Records
Retained according to institutional policies and legal requirements (typically 3-7 years).
Usage Logs
Retained for 12 months for security analysis and system improvement.
Payment Information
Billing records retained for 7 years per tax and accounting regulations.
Data Deletion Requests
You can request deletion of your personal data at any time. We will comply within 30 days, subject to any legal obligations that require us to retain certain records.
Your Rights
Control over your personal data
Under data protection laws, you have specific rights regarding your personal information. We are committed to honoring these rights:
Right to Access
Request a copy of your personal data we hold
Right to Rectification
Correct inaccurate or incomplete personal data
Right to Erasure
Request deletion of your personal data under certain conditions
Right to Restrict
Limit how we process your personal data
Right to Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests
How to Exercise Your Rights
To exercise any of these rights, please contact us at privacy@scolvia.com. We may need to verify your identity before processing your request.
If you are unsatisfied with our response, you have the right to lodge a complaint with your local data protection authority.
Children's Privacy
Protecting young users
Scolvia is designed for educational institutions and takes special care to protect the privacy of children under 13 years of age in compliance with COPPA (Children's Online Privacy Protection Act) and similar regulations worldwide.
Parental Consent
We require verifiable parental consent before collecting personal information from children under 13, in accordance with COPPA requirements.
Limited Collection
We collect only the minimum information necessary for educational purposes and do not use children's data for marketing.
Enhanced Security
Children's data receives additional security protections and is only accessible to authorized school personnel and parents/guardians.
Parental Rights
Parents and guardians can review their child's personal information, request deletion, and refuse further collection by contacting their child's school or emailing privacy@scolvia.com.
Policy Changes
Updates to this privacy policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
Notification of Changes
We will notify you of any material changes to this policy via email or through a prominent notice on our platform at least 30 days before the changes take effect.
Effective Date
The effective date of the current version is displayed at the top of this page. Previous versions are available upon request.
Your Continued Use
By continuing to use Scolvia after changes to this policy, you acknowledge and agree to the updated terms.
Review History
To view previous versions of this Privacy Policy or track changes over time, please contact us at privacy@scolvia.com.
Contact Us
Get in touch with our privacy team
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Mailing Address
BitCandor Technologies Limited
Suite 2080A
60 Tottenham Court Road
London
United Kingdom
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