Privacy Policy

1. Who we are

TheBatchly ("we", "us", "our") provides an AI-powered school management system, ERP and mobile apps to educational institutions. This Privacy Policy describes how we handle personal data when schools and their communities use our platform and this website.

2. Information we collect

We collect information needed to deliver the service, including:

• Account & school data: school name, contact details, billing information and authorised administrator accounts.
• Student, parent & staff records: entered by the school as the data controller — names, contact details, attendance, fees, grades, transport and communication records.
• Usage data: log files, device and browser information, and analytics about how the platform is used.
• Enquiry data: details you submit through demo requests and contact forms.

3. How we use your information

We use personal data to provide and improve the platform, process payments, deliver notifications, offer customer support, ensure security, and comply with legal obligations. We do not sell personal data to third parties.

4. Roles: controller and processor

For student, parent and staff records, the school is the data controller and TheBatchly acts as a data processor, handling data only on the school's documented instructions.

5. Data security

We protect data using bank-grade encryption in transit and at rest, role-based access control, regular backups, secure data centres and continuous monitoring. Access is restricted to authorised personnel on a need-to-know basis.

6. Data retention

We retain personal data for as long as a school's account is active or as needed to provide the service. On account closure, data is deleted or returned in line with our agreement and applicable law.

7. Sharing & sub-processors

We may share data with trusted sub-processors (e.g. cloud hosting, payment gateways and communication providers) strictly to operate the service. All sub-processors are bound by confidentiality and data-protection obligations.

8. Your rights

Subject to applicable law, individuals may request access to, correction of, or deletion of their personal data. Parents, students and staff should contact their school first, as the school controls their records. You may also contact us directly.

9. Cookies

This website uses essential cookies for functionality and may use analytics cookies to understand usage. You can control cookies through your browser settings.

10. Children's privacy

Student data is processed on behalf of schools under appropriate consent and contractual safeguards. We do not knowingly use children's data for marketing.

11. Changes to this policy

We may update this policy from time to time. Material changes will be communicated to schools, and the "Last updated" date above will reflect the latest revision.

12. Contact us

Questions about this policy or your data? Contact our team and we'll be happy to help.