Privacy Policy

This Privacy Policy describes how Scholarova Ltd (“Scholarova”, “we”, “us”, “our”) processes personal data when you use Scholarova, available at www.scholarova.com (the “Service”).

Scholarova is aimed at users in the United Kingdom. We act as the data controller for personal data we determine the purposes and means of processing, subject to sections below where your school or organisation may also have responsibilities.

Scholarova Ltd is registered with the Information Commissioner's Office (ICO) under registration number ZC133337.

Questions: Admin@scholarova.com

1. What we provide

Scholarova is an educational platform that supports teachers, students, parents, and school staff in delivering and tracking learning activities, assignments, courses, and related features (including optional integrations such as Google Classroom).

2. Personal data we collect

2.1 Account and profile

We process data you give us or that we obtain when you use the Service, including where applicable:

• Name, email address, and profile image (e.g. if you sign in with Google)
• Password data (hashed) if you register with email and password
• Role and onboarding information (e.g. student, teacher, parent, school administrator)
• School or organisation affiliation you provide

2.2 Authentication and security

We process sign-in data, session tokens, security logs, IP address, device/browser details, and similar technical information to operate authentication, prevent abuse, and maintain security.

2.3 Educational and usage data

Depending on your use of the Service, we may process:

• Class and course structure, memberships, invites, and enrolment data
• Learning activities, assignments, submissions, scores, feedback, and related metadata
• Where enabled, exam or assessment integrity signals (for example timings or simple event counters the product records to support academic integrity workflows)
• Appeals or review requests relating to marking, and related messages

2.4 Google Sign-In

If you choose Google Sign-In, Google shares certain account details with us in line with your Google account settings and Google’s policies. We use this to create and secure your account.

2.5 Google Classroom (optional, teacher-initiated)

If a teacher connects Google Classroom, we request additional Google permissions to:

• List courses the teacher instructs (read-only) so they can link the correct Google Classroom course to a class in Scholarova
• Create coursework in Google Classroom (for example to publish an assignment that links to work in Scholarova)
• Read rosters and student submissions as needed to match students and to sync grades from Scholarova into Google Classroom coursework

We may store:

• OAuth access and refresh tokens in our database (to maintain the integration)
• Google Classroom course identifiers linked to classes you connect
• Google user identifiers where needed for enrolment matching or pending enrolment until a student signs in

We use this data only to provide the Classroom integration the teacher activates and to run Scholarova. We do not sell Google user data or use it for advertising.

2.6 AI-assisted features

Some features may use one or more third-party AI providers to generate or analyse content (for example suggesting activities or assisting with marking workflows). The provider we use may change from time to time. When you use those features, we may send relevant prompts, activity definitions, teacher instructions, or student responses to the provider strictly as needed to return a result to you.

You should treat AI outputs as assistance only: they can be incorrect or incomplete. Teachers remain responsible for instructional decisions.

3. How and why we use personal data (lawful bases)

Under UK GDPR we rely on one or more of: performance of a contract (providing Scholarova to you); legitimate interests (securing the Service, improving reliability, support, limited analytics); legal obligation; or, where required, consent (for example for optional non-essential cookies or communications, if we offer them and ask consent).

Where we process special category or children’s data in an education context, we do so in accordance with applicable UK law, including where processing is necessary for educational purposes or with appropriate authority.

4. Sharing and processors

We share personal data with:

• Hosting, infrastructure, and database suppliers that run the Service
• Authentication providers (e.g. Google when you use Google Sign-In or Classroom)
• AI providers you interact with through enabled features
• Professional advisers, regulators, or law enforcement where required by law or to protect rights and safety

We require processors to protect personal data under contract. We do not sell personal data.

5. International transfers

Our servers or subprocessors may be located outside the UK. Where personal data is transferred from the UK, we implement appropriate safeguards (such as the UK international data transfer agreement / addendum, standard contractual clauses, or adequacy regulations) as required by UK GDPR.

6. Retention

We retain personal data for as long as your account is active, as needed to provide the Service, and as required by law, dispute resolution, or legitimate business needs. You may ask us to delete your account subject to statutory exceptions.

7. Security

We implement technical and organisational measures appropriate to the risk. No system is completely secure; please use a strong password and protect your devices.

8. Your rights

Under UK data protection law you may have rights to access, rectify, erase, restrict, or object to certain processing, and to data portability where applicable. You may also withdraw consent where we rely on it.

To exercise rights, contact Admin@scholarova.com. You may complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.

9. Children and schools

Where Scholarova is used in schools, the school or local authority may also determine how certain personal data is processed. If you are concerned about a young person’s account, contact us and the relevant school where appropriate.

10. Changes

We may update this policy from time to time. We will post the updated version and adjust the effective date where material changes are made. Continued use after changes may be subject to the updated policy.