Privacy Policy
DigitalSchool is a school management system used by school administrations, teachers and parents. This policy explains what information we hold, why we hold it, how we protect it and the choices you have.
Last updated: 22 October 2026
Who we are and what this policy covers
DigitalSchool ("we") provides a school management system through our iPhone and Android apps, the web app at app.digitalschoolq8.com and the website digitalschoolq8.com. This policy covers all of them.
Schools use DigitalSchool to manage their own records. For that data, the school decides what to enter and who may see it, and we process it on the school's behalf and according to its settings. Your own account details and a teacher's own notebook are handled by us directly under this policy.
The information we collect
A. Your account
- Your name and email address, and a profile photo if you add one.
B. Information a school enters
- Students: name, grade and class, school number and photo, and the parents linked to them.
- Student records: attendance, behaviour notes, health information in the medical file, special education cases, disciplinary actions and expulsion records.
- Staff and parents: names, phone numbers and roles.
- School organisation: classes, subjects, timetables and cover, and the timetable files and pictures a school uploads.
C. Collected automatically
- A notification token for each device you sign in on, so the app can send you notifications. It is removed when you sign out.
- Crash reports (device model, operating system and app version) that help us fix faults. They are not linked to your account.
- Location, only when a school administrator chooses to set the school's map point from the device's current position. We do not track anyone's location.
- The camera, only when you scan a code to join a school or take a photo, and only with your permission.
D. What we do not collect
We use no advertising or analytics tools, and we do not track you across other apps or websites.
How we use information
We use information only to:
- Run the service: attendance, records, timetables, the parents' view and the notifications schools send.
- Create and protect accounts, and confirm who you are when you sign in.
- Answer your questions and provide technical support.
- Find and fix faults, and keep the service reliable.
- Tell you about important changes to the service or to this policy.
We do not sell or rent personal information, and we do not use it for advertising.
Students' information
DigitalSchool is used by school staff and parents. It is not designed for children to use, but it holds information about students that their school or teacher enters.
- The school is responsible for having the right to enter its students' information, including any consent the rules that apply to it require.
- Medical files and behaviour records are shown only to the roles the school allows to see them.
- Parents see only the information of their own children.
- We use students' information for no purpose other than providing the service to their school.
Who can see the information
- Within a school: each user sees what their role and permissions allow. The school administration manages these roles.
- Parents: only the information of their own children.
- A teacher's notebook: only the teacher who owns it.
- Our team: only authorised members, and only to run, support and protect the service.
How we protect your information
Protecting school information is central to how DigitalSchool is built. Our safeguards include:
Encryption
All information travels over encrypted connections (HTTPS) and is encrypted where it is stored.
Access checked on the server
Every read and write is checked against security rules on our servers, by school and by role, not only inside the app.
Each school kept apart
Each school's information is separated from every other school's. No school can see another school's records.
Daily backups
The database is backed up automatically every day, so it can be restored if something goes wrong.
Limited internal access
Only authorised team members can reach the service's systems and data, and only to operate and support it.
No system can be guaranteed to be completely secure. If we learn of a security incident that affects your information, we will inform the affected schools promptly and act to contain it.
Where the information is stored
The information we collect is stored on Google Cloud, and the main database is hosted in Google Cloud's Middle East region. Some services, such as notifications, crash reports and some server functions, may process it in other regions, including the United States. The same safeguards apply wherever it is processed.
How long we keep information, and deletion
- A school's information is kept while the school uses DigitalSchool. The school account's owner can ask us to delete it.
- Your account is kept until you delete it.
- Deleted information leaves our daily backups within 14 days.
- Crash reports are deleted automatically after 90 days.
Deleting your account
- In the app: Settings, then your name under Account, then Delete My Account. Your account and its notebook are deleted, and this cannot be undone.
- If you own a school's account, hand it on to a colleague first.
- By email: write to us from the address on your account and ask us to delete it.
- Records a school keeps about you, such as a staff or parent entry, belong to the school. Ask the school, or its account owner, to remove them.
The teacher's notebook
The teacher's notebook is a teacher's own space in the app for their classes, students, attendance, marks and follow-up notes.
- What is kept: for each student, a name, a number and a note the teacher writes; attendance in each lesson; marks; follow-up notes; and the teacher's week and settings.
- Imported files: an Excel, Word or PDF file is read on your device and is not uploaded. Only the names and numbers you confirm are saved.
- Who sees it: the notebook belongs to your account alone. No school, principal or colleague can see it, and nothing in it is passed to a school.
- Your responsibility: you enter your students' details as their teacher, so make sure you do so as your school and the rules that apply to you allow.
- Export and deletion: export the whole notebook to Excel at any time, or delete it from its settings, which offers you a copy first. The notebook is deleted with your account.
Your rights and choices
You can:
- See and correct your account details in the app's account settings.
- Delete your account at any time, as described above.
- Export your notebook to an Excel file.
- Turn notifications off in your device's settings.
- For information a school holds about you or your child, contact the school first. We help schools answer such requests.
- Contact us with any question or complaint about your information, and we will reply as soon as we can.
Cookies and our website
- Our website uses only essential cookies, to remember your language and your light or dark theme.
- The web app keeps your sign-in in your browser so that you stay signed in.
- We use no advertising or analytics cookies.
Payments
DigitalSchool is currently free, and we collect no payment information. If paid plans are introduced, payments will be handled by the App Store, Google Play or a licensed payment provider, and we will not store your card details.
Changes to this policy
We may update this policy as DigitalSchool develops. We will post every update on this page with its date, and we will tell you about significant changes in the app or by email.
Contact us
For any question about this policy, a request about your information, or a complaint, contact us: