Privacy
How we handle personal information
This policy covers two different things: this website, and the ExalyCampus records your school keeps. They are not the same, and the difference matters — so the second section explains who is responsible for what before anything else.
The short version
- This website sets no cookies and runs no analytics. No advertising, no tracking, no profiling, and no third-party fonts or content that would report your visit to someone else.
- Your school's records belong to your school. We hold them on the school's instructions and for no purpose of our own. We do not sell them, share them for marketing, or use them to train anything.
- We keep records. We do not hold money. Fees are still collected the way your school collects them. No payment card details and no bank details pass through ExalyCampus.
- A family's request about a pupil goes to the school. The school decides what is in a child's record and who may see it, so that is the right place to ask.
Roles
Who is responsible for what
There are two kinds of information here, held under two different arrangements. Conflating them is how privacy policies end up misleading people.
Your school's records
The school decides. We hold them.
For everything inside the app — pupils, guardians, staff, attendance, marks, report cards, fees — your school is responsible for the information. The school decides what is collected, what is recorded, how long it is kept, and who is added to its records.
Exaly Interactive Studios is what the law calls a processor: we hold and look after those records on the school's instructions, using them only to provide the product and support it. We do not decide what goes into them and we do not use them for ourselves.
A pupil or guardian who wants to see, correct or question a record should ask the school. The school can then instruct us if anything needs doing.
An enquiry to this website
We decide. We hold them.
When you use the form on Get started, Book a demo or Contact, Exaly Interactive Studios is responsible for what you send.
We use it for one thing: to answer you about your school — to ring you, arrange a walkthrough, and set your school up if you go ahead. Not a newsletter, not a mailing list, and nothing shared with anyone outside Exaly Interactive Studios.
To have an enquiry deleted, or to ask what we hold about you, e-mail hello@exalycampus.online.
This website
What this website collects
When you send us a form
The three forms — apply, book a demo, and the message form — ask for the following, and only the following:
- the school's name, its location, and how many pupils and staff it has;
- your name, your role at the school, your e-mail address and your telephone number;
- anything you choose to type into the message box;
- for a demo booking only, the day and time you would prefer;
- the date and time you sent it, and a reference made from the school's name.
We ask for a telephone number because a person rings you — that is what happens next, and it is the point of the form. A hidden field is also submitted; it is there to catch automated spam and is ignored for anyone real. Nothing else on this site is recorded about you.
What the site does not do
- No cookies. The site sets none. There is nothing to consent to, which is why you are not being asked.
- No analytics, no tracking pixels, no advertising. Nothing counts you, follows you, or builds a profile.
- No third-party services on the page. The fonts and icons are served from this site, not from another company's servers, so simply loading a page does not report your visit elsewhere.
- No account, no sign-in, and no pupil data. This website holds no school records at all. It is a description of the product.
One thing stored on your own device
If you choose a light or dark theme, that choice is saved in your browser's local storage so the next page you open uses it. It stays on your device, it is not a cookie, it is not sent to us, and it is not used to identify you. Clearing your browser data removes it.
Server records
The site is served by a hosting provider, which keeps the standard request records any web server keeps — the address a request came from, the time, and which page was asked for. These are used to keep the site running and to deal with abuse, not to identify visitors or build a picture of them.
If a form fails
The page tells you plainly when a form has not been filed. It does not pretend to succeed. If it fails, nothing you typed has been received and you are given the telephone number and e-mail address instead, so you can take the same details to us by hand.
We do not yet send an automatic e-mail confirmation when you submit a form, so please do not wait for one. A person is the confirmation — we ring the number you gave us. This will change, and this policy will be updated when it does.
The ExalyCampus apps
What your school's records hold
Everything in this section is information your school enters or uploads. We hold it for the school; the school decides what belongs in it.
- Pupils. Name, roll number, class, division and session, guardian and telephone number, a photograph, and — where a school records them — admission date, blood group and medical notes.
- Guardians. Contact details, and what the school lets them see of their own child's record.
- Staff. The school's own staff directory, and whether the school records staff attendance.
- Attendance. A register per class per day, present, absent or late, which is locked read-only once saved.
- Marks and report cards. Marks by subject and period, exams and grade sheets, and report cards published per period.
- Fees. Receipts, balances and payment history — a record of what the school collected and wrote down. See the note on money below.
- Notices and messages. Notices a school sends to families by in-app message, push notification and e-mail, including absence notices.
We do not receive or hold your school's money
ExalyCampus keeps a record of fees, receipts, balances and invoices. It is not a payment system. No money passes through it, and no payment card number, bank account number or mobile-money number is collected by us. Guardians pay the school the way they always have.
Children's records
Most of what a school holds is about children, so it is worth being exact. A school enters a child's record because it has to run the school; that school decides what is recorded and who may see it, and a guardian's request to see, correct or remove something in their child's record is made to the school. We hold the record on the school's instructions and do not use it for anything else — no profiling, no advertising, no automated decisions about a child, and nothing shared with another school except through the transfer process described below.
Storage and security
Where records live, and who can reach them
- Held on Google Cloud Platform, the same class of infrastructure that banks and airlines run on, encrypted in transit and at rest.
- No public sign-up and no public list of schools. Nothing in the app is reachable from the open internet by a stranger.
- One school cannot read another school's records. Each school's records are separate, and access is granted by that school.
- Your school decides who may reach its records. A school's records are handed to the people that school has added to its own list, and to nobody else. So everybody on the school's list reaches the school's records — a member of staff, a guardian and a pupil alike. Narrower limits, so that a guardian reaches only their own child's details and a member of staff only their own part of the school, are not enforced yet: they are being built, and this page will say so when they are.
- Our own access is for support only. A person from the studio may look at a school's records to set the school up, fix a fault or answer a question the school has asked us. It is not used for any other purpose.
We do not sell personal information. We do not share it with advertisers or data brokers. We do not use it to train anything. We disclose it only where a school instructs us to, or where the law requires it — and if we are ever legally compelled to hand over a school's records, we will tell that school unless we are forbidden to.
Moving between schools
When a record moves to another school
A pupil's record is never handed to another school by us acting alone, and one school can never reach into another's records. A transfer happens only when both schools agree to it, and it begins with something the pupil's family carries — a code from the school they are leaving — so the family is part of the decision rather than watching it happen.
What travels is the pupil's own record: enrolment details, guardians, attendance, marks and report cards. The receiving school sees what has been shared with it and nothing else of the school the pupil left. Every transfer is recorded, so it is always possible to say who asked, who agreed, and when.
Your information
Asking us for a copy, or to correct something
Write to hello@exalycampus.online, or ring one of the numbers on the contact page. If your request is about a pupil's or a guardian's record, it will be passed to the school that holds it, because the school is the one that decides — we will tell you which school and how to reach it, and we will help the school act on your request.
We will not ask you to pay to see your own information, and we will not refuse a request because of how you made it.
Needs owner input
How long records are kept, and what happens when a school leaves
A retention period has to be decided rather than guessed: how long a school's records are kept while it is a customer, what happens after it stops using ExalyCampus, and how a school asks for an export or a deletion. Until this is decided, no period is stated here — a privacy policy that invents its retention period is worse than one that admits it has not set one.
Needs owner input
Formal requests, and who is accountable
The studio's registered name, where it is registered, and the named person or address for a formal privacy request. If a data protection officer is ever appointed, they are named here too.
Needs owner input
Data processing agreements offered to schools
Most schools, and many funding bodies, expect a written agreement setting out that the school is responsible for its records and the studio holds them on the school's instructions. State here whether one is offered, and how a school asks for it.
Needs owner input
Where in the world the data is held
The region a school's records sit in, and what that means for a school that answers to a funder or a ministry with its own rules about where data may be kept.
Changes to this policy
When this policy changes, the version and date at the top change with it. If a change materially affects what a school's records are used for, we will tell schools directly rather than expecting them to notice this page.
Contact
- E-mail: hello@exalycampus.online
- Liberia Office: +231 (88) 014-9777
- US Office: +1 (609) 697-0620
- Monday to Friday, 09:00–18:00 GMT
- Post or in person: the offices on the contact page.
Something here not clear?
Ask us. A privacy policy is worth little if the people it is about cannot understand it, and we would rather answer the question than have you guess.