Privacy Statement

Version 3

This Privacy Statement explains how International School Administration ("ISA", "we", "us") collects, uses, stores, and protects personal information when you use our school administration platform, including the website and the ISA Admin mobile applications (together, the "Service").

Effective date: 27 July 2026 | Version: 3

1. Who this statement applies to

This statement applies to staff, parents/guardians, and students (or their guardians) who create an account or otherwise use the Service on behalf of a school that has registered with ISA.

2. Information we collect

Depending on your role, we may process:

Account details — username, email address, password (stored hashed), and user type.
Staff profile data — name, contact details, emergency contacts, address, profile photo where provided, and related employment/profile fields entered by you or your school.
Student and parent data — learner profiles, class and timetable information, attendance, behaviour records, academic marks, media consent flags, and parent/guardian contact details.
Communications — messages in school chat groups, in-app notifications, and suggestions or complaints submitted through the Service.
Push notification data — when you use the ISA Admin mobile app and allow notifications, we store a device push token (and platform, such as Android or iOS) so we can deliver alerts about notifications, messages, and school events. You can disable notifications in your device settings at any time; we may then stop using that token.
Advertising / AdMob data (mobile app) — the ISA Admin mobile app may display advertisements through Google AdMob (for example a banner and occasional full-screen ads). In connection with showing ads, Google and its advertising partners may process advertising identifiers (such as the Android Advertising ID), IP address, device and app information, and approximate location or other signals used for ad serving, measurement, and fraud prevention. ISA does not sell your school account profile or learner records to advertisers.
Technical data — session information, device/browser type where provided by your client, app diagnostics as needed to keep the Service reliable, and IP address when you accept this statement (for audit purposes).
Analytics (where enabled) — limited usage analytics to understand how the Service is used and to improve it. This may include aggregated or pseudonymous event data.

3. How we use information

We use personal information to:

Provide and operate the school administration features your school has enabled;
Authenticate users and protect accounts;
Support teaching, learning, safeguarding, and school administration workflows;
Communicate service-related notices, including push notifications on mobile devices when you have granted permission;
Display advertising in the ISA Admin mobile app to support the Service (via Google AdMob);
Maintain security, troubleshoot issues, and improve the Service;
Meet applicable legal and regulatory obligations.

We do not sell personal information such as learner records, parent contacts, or staff account details. Advertising in the mobile app is delivered by Google AdMob and may use advertising identifiers and related technical data as described in this statement and Google’s advertising privacy documentation.

4. Legal basis / lawful processing

Where data protection laws require a lawful basis, we process information as needed to perform our contract with your school, to comply with legal obligations, and where appropriate on the basis of legitimate interests in operating a secure school administration platform and supporting the mobile app through advertising. Schools remain responsible for the personal information they enter about learners and families and for obtaining any consents required under local law (for example media consent). Push notifications on mobile devices are sent only after you grant notification permission on your device. Where required by law for personalised advertising, Google or the device platform may provide consent or opt-out controls (for example advertising ID reset or “Opt out of Ads Personalization” on Android).

5. Sharing of information

Personal information is shared only as needed to operate the Service:

With authorised users at your school according to their roles and permissions;
With service providers who host or support the platform under confidentiality and security obligations;
Google (Firebase Cloud Messaging) — to deliver push notifications to your device. Google processes device push tokens and related delivery metadata as our processor for this purpose. Google’s processing is subject to Google’s applicable terms and privacy documentation for Firebase / Cloud Messaging;
Google (AdMob / advertising partners) — to serve, measure, and improve ads in the ISA Admin mobile app. Google and participating ad partners may receive advertising identifiers and related device/app signals. See Google’s privacy policy and AdMob documentation for details of their processing;
Google Analytics (where enabled) — limited analytics events may be processed by Google to help us understand Service usage;
When required by law, regulation, or a valid legal process;
In connection with a reorganisation or transfer of the Service, subject to appropriate safeguards.

6. Retention

We retain personal information for as long as your school account remains active and as otherwise required for legal, archival, or legitimate operational purposes. Device push tokens are retained while your account remains active and the token remains valid; invalid or unused tokens may be removed automatically. Advertising identifiers and related ad data processed by Google are retained according to Google’s policies. Schools may request correction or removal of records they control, subject to retention rules that apply to educational records in their jurisdiction.

7. Security

We apply administrative, technical, and organisational measures designed to protect personal information, including access controls, encrypted transport (HTTPS), and hashed passwords. No method of transmission or storage is completely secure; please use a strong unique password and keep your login details confidential.

8. Your rights

Subject to applicable law, you may have rights to access, correct, update, or request deletion of personal information, or to object to or restrict certain processing. Because much of the data in ISA is managed by your school, please contact your school administrator first. You may also contact ISA using the details below. You may withdraw mobile notification permission at any time in your device settings. For advertising preferences on Android, you can reset your advertising ID or opt out of ads personalisation in your device settings; this may limit personalised ads but may not remove all ads.

9. Children

The Service may include learner information entered by schools and parents/guardians. Student accounts, where enabled, are intended for use under school and parental/guardian oversight in accordance with local education and privacy rules. The ISA Admin mobile app is intended for authorised school users (typically staff and parents/guardians); it is not directed at children for independent use without appropriate oversight. Advertising in the app is configured for a general audience of authorised school users; schools should ensure student use complies with local rules and school policy.

10. International transfers

Service providers (including hosting, Google Firebase, and Google AdMob) may process data in countries other than where you or your school are located. Where required, we rely on appropriate safeguards and contractual protections with those providers.

11. Changes to this statement

When we update this Privacy Statement, we will publish a new version in the Service. You will be asked to review and accept the new version before continuing to use the app or website. Continued use after acceptance confirms that you agree to the updated statement. The current version is also published at our public privacy policy URL for store and public reference.

12. Acceptance

By selecting Accept, you confirm that you have read and understood this Privacy Statement and agree to the processing of personal information as described. If you select Reject, you will be signed out and will not be able to use the Service until you accept the current version.

13. Contact

For privacy questions about the ISA platform, contact your school administrator or email support@isa-admin.com.