We never sell data
Personal information is not sold or shared for unrelated marketing.
Role-based access
Parents, teachers, admins, accountants and proprietors see only what their role allows.
Your school stays in control
Schools decide what records are entered and who can access them.
Requests are welcome
Ask about access, correction or deletion at [email protected].
Introduction
Skultem is a school management platform designed to help schools manage academic activities, attendance, communication, personnel and financial records in one place.
This Privacy Policy explains how personal information may be collected, used, stored, accessed and disclosed when you visit our website or use Skultem.
Because schools use Skultem to manage information about students, parents, teachers and other staff, protecting that information is an important responsibility.
This policy should be read together with our Terms of Service and any applicable agreements between Skultem and the school using the platform.
Who We Are
In this policy, “Skultem”, “we”, “us” and “our” refer to the Skultem service and its operator.
For legal or registered-address details about the operator of Skultem, please contact us using the details below.
Depending on the circumstances and applicable law, a school may be responsible for deciding why and how student or staff information is processed, while Skultem may process that information to provide its services. The precise responsibilities depend on the relationship and applicable agreements.
Information We Collect
The information processed through Skultem depends on the features a school uses, the information it enters, and how users interact with the platform.
Student information
Schools may enter and manage information needed for educational administration, including:
- Student names and school identification details.
- Class, subjects, academic records, grades and report cards.
- Attendance, behaviour and relevant school records.
- Other information a school is authorized to maintain for educational purposes.
Parent and guardian information
Information may include:
- Names and contact details.
- Relationships to students and relevant school communication records.
- Information needed to access a parent account and view authorized school records.
Teacher and staff information
Schools may maintain:
- Names, contact details, roles and employment-related records.
- Class assignments, attendance and leave records.
- Payroll and other personnel information where the relevant features are used.
Financial and administrative information
Depending on the features used, this may include:
- School fees, payment records and student account balances.
- Transactions, expenses, payroll records and financial reports.
- Information needed to reconcile or administer school accounts.
Account and technical information
When users access Skultem, technical information may be processed as part of operating and protecting the service. Depending on our actual configuration, this may include account identifiers, login timestamps, browser type, device information, IP address, diagnostic information and service activity.
Information provided through communication
We may receive information included in messages, support requests, feedback or other communications that users send to us.
How We Use Information
Personal information is used for legitimate school administration and to provide, maintain and improve Skultem, subject to applicable law and the relevant agreements.
We do not use school or student information for advertising, for training artificial intelligence models, or for unrelated commercial purposes. If that ever changed, we would update this policy and provide any notice or obtain any permission that applicable law requires first.
- Create and manage user accounts and access permissions.
- Maintain student records, attendance, grades and academic reports.
- Support communication between schools, parents, teachers and authorized staff.
- Manage school fees, payment records, expenses, payroll and related reporting where those features are used.
- Provide customer support, onboarding and troubleshooting.
- Maintain platform reliability, investigate errors and protect accounts against unauthorized access.
- Meet applicable legal obligations and respond to valid legal requests.
- Improve the platform where permitted and appropriate.
Children's Privacy
Skultem is designed for school administration and may process information relating to children. Such information requires particular care.
Skultem does not knowingly collect information from children for purposes unrelated to their school. The specific rules on consent, access, correction and deletion depend on the circumstances and applicable law.
- Schools should only enter information they are authorized to provide and use for legitimate educational purposes.
- Access to student information should be limited to authorized users according to their responsibilities.
- Parents and guardians should receive access only to records they are authorized to view.
- Schools should provide any required notices and obtain any necessary permissions or authorizations under applicable law.
- Privacy concerns involving a child should be reported to the school and, where appropriate, to Skultem.
Roles and Access Permissions
Skultem supports five primary user roles. The information available to each user depends on the school configuration and permissions assigned to that account.
These descriptions are general. Actual access depends on the permissions your school assigns to each account.
Parent
May access student information and school communications authorized for the parent or guardian account.
Teacher
May access the academic, attendance and classroom information needed for assigned teaching responsibilities.
Admin
May manage school operations and records within the administrative permissions granted to the account.
Accountant
May access financial records and accounting functions authorized for the role.
Proprietor
May access school-level information and management reports permitted by the account configuration.
Data Storage and Security
We recognize the importance of protecting school records and personal information against unauthorized access, loss, misuse, alteration and disclosure.
Safeguards are applied according to the nature of the information and the risks involved. These may include access controls, authentication protections, secure connections, backups, monitoring and procedures for handling security incidents, where implemented.
No online service can guarantee absolute security. Users should protect their credentials, avoid sharing accounts and report suspected unauthorized access promptly.
Data Retention and Deletion
Personal information should be retained only for as long as reasonably necessary for the purposes for which it is processed, subject to applicable legal obligations, school requirements and relevant agreements.
School records may need to be retained for educational, accounting, administrative or legal purposes. The appropriate retention period can vary by record type and applicable requirements.
For details about retention of a particular type of record, contact us or your school.
When a school stops using Skultem
The school and Skultem should follow their service agreement and applicable law to determine how records can be exported, retained, returned or deleted. A school leaving the platform does not automatically mean that every record can be deleted immediately.
Deletion requests
Requests for deletion should be reviewed against the requester’s authority, applicable law, retention obligations and the rights of other individuals. Where deletion is appropriate, the relevant systems and backup procedures should be considered.
Your Privacy Rights
Depending on applicable law and the circumstances, individuals may have rights concerning their personal information.
For student records managed by a school, requests may need to be directed to the school first. Skultem may assist the school or respond directly where appropriate. We may need to verify identity and authority before acting on a request.
These rights are not absolute in every circumstance. Applicable law may provide exceptions or conditions.
- Request information about how their personal information is used.
- Request access to personal information they are entitled to receive.
- Ask for inaccurate or incomplete information to be corrected.
- Request deletion or restriction of processing where applicable.
- Object to certain processing or withdraw consent where consent is the applicable legal basis.
- Raise a concern with the relevant school or an appropriate authority.
International Data Transfers
Depending on the hosting infrastructure and service providers used, personal information may be stored or processed outside the country where a school or individual is located.
Where such transfers occur, we apply the safeguards required by applicable law.
Third-Party Websites and Services
The Skultem website or platform may link to external websites or services. Those services may have their own privacy policies and practices.
We are not responsible for the privacy practices of independent third-party websites. Review their policies before providing information to them.
Changes to This Policy
We may update this Privacy Policy as Skultem evolves, our data practices change or legal requirements develop.
The updated policy will be published on this page with a revised effective date. Where required, we will provide additional notice or obtain any necessary consent before a material change takes effect.
Users and schools should review this page periodically to understand the current policy.
Contact Us
If you have a question, concern or request relating to privacy or personal information processed through Skultem, contact us using the details below.
Privacy enquiries
Email: [email protected]
School-related records
If your request concerns a student, parent, teacher or staff record maintained by a school, contact the school as well. We will direct or coordinate the request as appropriate to the responsibilities of the school and Skultem.
Your privacy matters.
Have a question about personal information or a privacy concern? Get in touch with the Skultem team.
Contact us about privacy