Student Tracker – Privacy Notice

This Privacy Notice explains how Seemee Education Limited (“we”, “us”) collects, uses and protects personal data when you use Student Tracker (the “Service”) or contact us via our website. It should be read together with our Terms of Service and Cookies Policy.

1) Who we are

• Legal entity (Data Controller): Seemee Education Limited
• Trading name: Student Tracker
• Contact email: info@seemee.tech

2) Controller vs processor (who is responsible for what)

Student Tracker is used by education and tuition centres.

• For website enquiries, account administration and support (e.g. centre manager details, login management, support requests), we are the data controller.
• For personal data uploaded into the Service by a tuition centre (including student/guardian/tutor/staff data) (“Customer Data”), the tuition centre is typically the data controller, and we act as the data processor on the centre's instructions. This processor relationship is set out in the Data Protection section of our Terms of Service.

If you are a parent, guardian, or student and want to exercise rights relating to data held by a tuition centre, you should contact the tuition centre first.

3) Personal data we collect

A) Account data

Name, email address, authentication data (password stored in hashed form), role/permissions, and centre/organisation association.

B) Contact and support data

Name, email, subject and message content when you contact us (including via website forms).

C) Usage and service data

Information about how authorised users use the Service (e.g. centre configuration, students, schedules and operational records created within the Service). This may include personal data depending on what is entered.

D) Technical and security data

Basic device/browser and connection information may be processed as necessary to operate and secure the Service (e.g. IP address, timestamps, error and security events). We do not run separate, long-term “security log retention” beyond what is required for normal operation, troubleshooting, and legal/compliance needs.

E) Cookies

See our Cookies Policy for details of strictly necessary cookies used for authentication and security.

4) How we use personal data and legal basis

Where we act as controller, we use personal data to:

1. Provide the Service (create/manage accounts, authenticate users, manage access). Legal basis: contract (performance of a contract).
2. Respond to enquiries and provide support. Legal basis: legitimate interests (responding to enquiries and supporting users) and/or contract (where support relates to the Service).
3. Operate and protect the Service (reliability, preventing misuse, troubleshooting). Legal basis: legitimate interests (security and service reliability).
4. Comply with legal obligations and enforce our terms. Legal basis: legal obligation and/or legitimate interests.

Where we act as processor for Customer Data, the tuition centre determines the purposes and legal basis, and we process Customer Data only as described in the Terms of Service.

5) Sharing personal data

We do not sell personal data. We may share personal data with:

• Service providers (sub-processors) that help us operate the Service (e.g. hosting, database, email delivery), under written contracts.
• Professional advisers (legal/accounting/insurance) where necessary.
• Authorities if required by law, or to protect rights, safety and security.

We maintain a current list of sub-processors and will provide it on request via info@seemee.tech.

6) Hosting and international transfers

The Service is hosted and processed within the UK/EEA. If this changes and personal data is transferred outside the UK/EEA, we will implement appropriate safeguards (for example, the UK IDTA and/or other approved mechanisms) and update this notice.

7) Retention

We keep personal data only as long as necessary:

• Controller data (account administration and support/contact records): retained for up to 1 year from termination/closure of the relevant account or resolution of the enquiry, unless a longer period is required by law or for dispute handling.
• Customer Data processed on behalf of tuition centres (processor data): deleted from active systems within 3 months of termination/closure, subject to backup cycles and legal requirements.
• Backups: overwritten/deleted within up to 1 year on a rolling basis.

If you need deletion sooner, contact info@seemee.tech. Where deletion is technically constrained (e.g. immutable backups), we will ensure the data is isolated and not used for any other purpose.

8) Your rights (UK GDPR)

Subject to conditions and exceptions, you may have rights to access, rectify, erase, restrict processing, object (where we rely on legitimate interests), and data portability (where applicable). You can also withdraw consent where processing is based on consent.

• For data we control: contact info@seemee.tech.
• For Customer Data controlled by a tuition centre: contact the tuition centre first.

9) Complaints

If you are unhappy with how we handle personal data, contact us at info@seemee.tech. You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO).

10) Security

We use appropriate technical and organisational measures designed to protect personal data. This includes encryption in transit (HTTPS/TLS) and access controls appropriate to the Service.

11) Changes to this notice

We may update this notice from time to time. The “Last updated” date will be revised. Material changes may be communicated within the Service.