Privacy & Your Data

ILS is designed with privacy and data protection as core principles. This guide explains how your data is handled, what rights you have, and how to control your information.

What Data Does ILS Collect?

Essential (Required for Learning)

  • Your name and student/staff ID
  • Email address
  • Class and cohort
  • Grades and assessment submissions
  • Attendance records

Optional (You Control This)

  • Profile photo
  • Timezone and language preferences
  • Calendar preferences

System Generated

  • Login timestamps
  • File upload/download history
  • When you viewed assignments
  • Changes to grades (for compliance)

How Your Data Is Used

Student Learning & Instruction

  • Your grades and submissions are shared with your teacher to provide feedback
  • Your attendance is tracked to monitor engagement
  • Your mastery on outcomes is used to identify where you need support

Progress Reporting

  • Your grades are visible on your student dashboard
  • Your progress trends are shown to coordinators who support you
  • Your data may be used in class-level analytics (with your consent)

Safety & Compliance

  • Attendance data identifies truancy and at-risk situations
  • Grades are retained for accreditation purposes
  • Grade changes are logged for integrity protection

System Operation

  • Login times are recorded for security
  • File access is logged for audit compliance
  • Errors are recorded to fix system problems

What Data Is NOT Shared

❌ Your data is never sold to third parties
❌ Your data is never shared with advertisers
❌ Your data is never used for profiling outside your school
❌ Your grades are never published publicly without your consent

Your Privacy Rights

1. Right to Know

You have the right to know: - What personal data we have about you - How we use it - How long we keep it - Who has access to it

To request this information: 1. Go to Settings → Privacy & Data 2. Click View My Data 3. You'll see a list of everything we hold about you

2. Right to Access Your Data

You can download all your personal data in a machine-readable format (CSV or JSON).

To download your data: 1. Go to Settings → Data Export 2. Click Request Export 3. You'll receive an email with your data within 24 hours

This includes: - Your profile information - All grades and feedback - All attendance records - All submissions - All timeline events

3. Right to Correct Inaccurate Data

If any information about you is wrong (misspelled name, incorrect ID), you can request correction.

To request a correction: 1. Go to Settings → Profile 2. Edit your information 3. Or contact your school administrator for records that you cannot change yourself

4. Right to Erasure ("Right to Be Forgotten")

You can request deletion of your account and associated data.

Important limitations: - Final grades and BSA decisions may be legally required to retain - Some data must be kept for accreditation purposes - Deletion requests are reviewed by your school before processing

To request deletion: 1. Go to Settings → Account 2. Click Request Account Deletion 3. Your school will review the request and respond within 10 business days

5. Right to Object

You can object to optional data collection (e.g., behavioral analytics, behavioral profiling).

To manage your preferences: 1. Go to Settings → Privacy Preferences 2. Toggle optional data collection on/off 3. Save changes

How Long Is Your Data Kept?

Typical retention schedule: - Grades & attendance: 7 years after graduation - Personal data (name, email): 7 years after graduation - File submissions: as long as needed for reference, then deleted - Behavioral data: 2 years (unless you've consented otherwise) - Temporary files and drafts: 30 days

Exception: If you request deletion of your account before these dates, your school may honor that request subject to legal requirements.

Data Security

Your data is protected by:

✅ Encryption in transit — HTTPS protects data traveling to/from ILS
✅ Encrypted backups — Daily backups are encrypted
✅ Database firewalls — Database is not publicly accessible
✅ Access controls — Only authorized staff can view student data
✅ Audit logs — All data access is recorded
✅ Regular monitoring — System logs are reviewed for suspicious activity

Your School's Responsibilities

Your school (the institution) is responsible for:

  • Obtaining your consent to use ILS
  • Publishing their privacy policy
  • Answering questions about how your data is used
  • Responding to your data requests
  • Protecting your information once downloaded

If you have questions about how your school uses ILS data, contact your school's data protection officer or administration.

Data Subject Rights Requests

How to Submit a Request

  1. Go to Settings → Privacy & Data
  2. Select the request type:
  3. View my data
  4. Download my data
  5. Correct my information
  6. Delete my account
  7. Object to optional data collection
  8. Submit the request
  9. You'll receive a confirmation email with a reference number

Response Time

Your school must respond to your request within 30 days (GDPR requirement).

Exceptions: - Complex requests may take up to 90 days - Requests that would require extraordinary effort may be challenged

If Your Data Is Breached

If ILS discovers unauthorized access to your personal data, you will be notified by: 1. Email to your school account 2. A notice in the ILS application 3. A letter from your school

The notification will include: - What data was affected - What happened - What steps are being taken - What you can do to protect yourself

Questions or Concerns?

Contact your school's: - Data Protection Officer (DPO) - Privacy Officer - IT Administrator - Student/Staff Support Services

Or contact ILS Support: - Email: [support contact] - Submit a privacy request in Settings → Privacy & Data

Last Updated: 2026-06-27
Version: 1.0 (Pilot Release)