EducationCity Ltd Privacy and Data Policy
EducationCity Ltd sells EducationCity and is the distributor of Edmentum Inc. products via the Edmentum International brand, namely Exact Path, Study Island, Courseware and Academy worldwide (with the exception of all US territories).
As an online organization and with digital technology at the heart of everything we do, online safety for our customers is paramount, and as such EducationCity Ltd complies with the General Data Protection Regulation (GDPR).
In Product Data Collection and Use
EducationCity provides a personalized experience for its users. Account information for all users in EducationCity Ltd and Edmentum Inc. products is password-protected so that only the user, account administrators and teachers have access to this personal information. By requiring users to log in, students using our products can access the relevant content and their progress can be monitored.
We recommend that you do not disclose your password to anyone to keep your data secure. EducationCity Ltd will never ask you for your password when contacting you by phone or email. When you have finished using any of our products, we recommend that you log out. This is to ensure that others cannot access your account information if you share a computer with someone else or are using a computer in a public place such as a library.
Within our products, we collect the following data and store it securely:
Teachers and Administrators
Our products enable teachers and administrators to create and set up their own account. This allows teachers to upload and manage their own classes, set work and monitor progress with added security.
Within EducationCity, we ask teachers for their title, first name, last name, email address, username and password, with the collection of their role and subject interests as optional.
For Exact Path, Courseware and Study Island, we ask teachers for their first name, last name, username and password, with email address as optional.
When creating a new student account in EducationCity we require a first name, last name, username, password and class, with unique ID, academic level, date of birth and gender as optional fields.
Within all other products we ask for first name, last name, username and password with information such as grade level, gender, date of birth and other demographical information as optional.
The optional fields have been made available following teacher feedback to record useful and relevant data against the student’s name for reporting purposes. Data is input by the teacher and any work complete by the student (when logged in) is saved and stored against their profile.
It is strongly recommended that this information is securely uploaded directly via your web portal.
We do not encourage schools to email attachments containing student data to EducationCity Ltd, but if you do so, it is the responsibility of the individual concerned to follow their organization’s internal data protection protocol and ensure either whole email encryption or robust protection of any attachments.
At all times, within the definition of the General Data Protection Regulation (GDPR), the school and its employees retain the status of Data Controller for the data stored on our cloud service. The data obtained from the school’s systems always remains in the ownership of the school, or that of the individual (employed) users. EducationCity Ltd and Edmentum Inc. shall be the Data Processor for the purposes of the GDPR.
Data, Retention and Storage
EducationCity Ltd has a strict policy of not sharing any information about students with anyone outside the organization. EducationCity Ltd will not share data with third parties and we will never sell user information or data collected from our website.
EducationCity uses sub processors to facilitate communications and support of your subscription. We remain the data processor of your data and these sub processors only process your data in accordance with our strict instructions. We periodically audit our sub processors to ensure they comply with GDPR and our contract. We currently use the following sub processors:-
- Marketo (www.marketo.com) – provide marketing services that allow us to manage teachers’ and administrators’ communication preferences, including delivery and tracking of email campaigns.
- Click4Assistance (www.click4assistance.co.uk) – provide our in-product instant messaging/assistance service to teachers and administrators. Information regarding how the data is processed and stored, when you use the Live Chat service can be viewed
Security and Protection of Your Information
All remote access to any web applications provided by EducationCity Ltd is conducted over HTTPS, an encrypted web link secured using TLS (Transport Layer Security). This is the same method used by banks and commercial entities to secure sensitive data from interception.
EducationCity stores data for its users. To ensure that EducationCity does not hold user information in perpetuity, it has set criteria for the deletion of unused data. This information will be deleted daily.
EducationCity holds data for Teacher, Student and Admin user accounts. If these accounts are left inactive for two years they will be deleted. The definition of inactive is if the user has not logged in (via any route) for two years.
Any saved score data will be deleted after five years on a rolling basis. Even if the student is still active, we will only hold five years’ worth of results per child; if more is required, the export data feature should be used. If a student is deleted as a result of being inactive for two years, all score data held for that student is also deleted. Data to be deleted includes Activity, Test/Assessment and PlayLive scores, and Revision Journals.
If a Teacher or Admin user is deleted due to being inactive for two years, or a Teacher or Admin user is deleted via the user interface/front end, then their MyCities become ‘un-owned’. Any MyCities that contain no content will be deleted after two years. No MyCities will be deleted for an active user.
- Usage Statistics
Usage statistics of EducationCity at school level will be stored in EducationCity’s subscriber management system and will be kept in perpetuity. No personal/user level information can be extracted from this data.
Edmentum Inc. products, Courseware and Exact Path, remove customer data from production systems after account expiration; secure backups of this data will remain for one year after removal from product. Study Island data remains in the database indefinitely.
External Data Storage
EducationCity Ltd stores data on our secure database servers. The servers are housed in secure data centers, trusted and used by many leading organizations. Physical access to our servers is strictly limited to data center staff, our own IT staff and accompanied external contractors when needed, in order to maintain the servers. Access to the servers in the data center requires proof of identify (photo ID) and is controlled by magnetic card readers and keys to both the cages and individual cabinets that surround the server racks, all of which are monitored by the data center security staff using CCTV. Remote access to the data is limited to the tools needed by the IT support staff to maintain and operate the servers and is restricted to known users (identified by usernames and secure keys) connecting from known locations (IP addresses).
EducationCity’s backup procedure in the UK allows for storage for typically up to nine days and includes a full backup at the end of every working day, which is stored securely off-site.
Edmentum Inc. products are backed up in the US on a daily basis and retained in a rotation. Retention policy is 30 days of daily backups and one year of monthly backups.
Transfer of Data Outside of the European Economic Area
All data entered and saved on the EducationCity product is stored and backed up on secure database servers within the UK. All data entered and saved on the Edmentum Inc. products, namely Exact Path, Study Island and Courseware, is stored and backed up on secure database servers held in the USA. Any email communication with us will go through our email system (Microsoft Office 365) which is held on Privacy Shield compliant servers held in the USA.
Access to Information
The General Data Protection Regulation gives you the right to access information held about you. Your right of access can be exercised in accordance with the regulations.
EducationCity Ltd Employees
To ensure that the user receives the best customer care, EducationCity Ltd staff have access to user data (dependent upon their role). Staff access is controlled via documented System Access Requests and is only granted on a need-to know basis.
Marketing Data Collection and Use
On our website, we request personal information in the following areas:
Callback Request – Your full name, school name, country, telephone number and email address. We use this information so that one of our team can get in touch with you to discuss your requirements.
Get in Touch – Your school name and/or campus, title, first name, last name, email address, country, telephone number. We use this information to respond to your enquiry with relevant and timely information.
When providing us with your information, you will also be given the option to opt in to a number of different communications from us, which fall into the following categories: educational news, free resources, product updates, events and training, free trials, special offers. However, your chosen action is not dependent on opting in to these communications.
In all cases, the information will be stored within our marketing information system (Marketo) and subscriber management system.
You can update your account information by calling the team on +44 (0)1572 492576. This is only available to the Administrators named on your account or your Head Teacher/Principal. Administrators control the information of all a school’s users within our products and can add/change/delete this information on request.
Data kept for marketing purposes can be changed at any time by clicking on the unsubscribe link on any email from us. From this link, you will be able to access the marketing preferences linked to your email address, meaning you can limit contact to educational news, free resources, product updates, events and training, free trials and/or special offers, or deselect yourself from all non-account based emails entirely. Alternatively, you can email email@example.com to update your information.
EducationCity Ltd and Cookies
A cookie (also called a HTTP cookie, web cookie or browser cookie) is a small piece of data sent from a website and stored in a user’s web browser while the user is browsing that website, which is subsequently sent back to the same website by the browser.
To function, a cookie asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and will subsequently recognize you when you return to a particular site and/or help EducationCity Ltd analyze its web traffic.
Overall, cookies help us provide you with a better product, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Visiting any of EducationCity Ltd’s webpages or products could result in one or several of the following types of cookie being set:
- Session Cookies: Session cookies are used on all of our products and allow users to be recognized by our websites. They securely store authentication and subscription information so that you maintain continued access to content and records that are correct for and relevant to you.
- Google Analytics and Hotjar: Each and every time a user navigates around one of our websites, Google Analytics sets anonymous analytics cookies to record information about the pages he/she has viewed. These cookies give us an insight into how the websites are being used, give us information about whether a visitor is a first-time user or not, tell us where they found us from and where they spent their time on the websites, all of which can help us improve our sites over time. The EducationCity website uses Hotjar for the same purposes.
- Marketo’s Munchkin Cookie: Every time a user visits EducationCity from an email, Marketo sets a cookie to record information about the pages that have been viewed. This information gives us an insight into which pages are being accessed and allows us to react with tailored automated marketing campaigns, which meet the information needs of that specific user.
- Whatfix: Every time a teacher or administrator is presented with a Whatfix pop-up on EducationCity, a cookie is set to ensure the appropriate messages are only presented the prescribed amount of times.
- Local Shared Objects (Flash Cookies): Local Shared Objects, commonly known as Flash cookies, are pieces of data that websites and online products like EducationCity, which use Adobe Flash, may store on a user’s computer. To improve the user experience, Local Shared Objects can be stored or retrieved whenever a user accesses a page containing a Flash application and store their user preferences. Flash cookies are stored on a user’s device much the same as cookies are, however, it is not possible to manage them at browser level in the same way.
How to Control and Delete Cookies
EducationCity Ltd relies on cookies to authenticate its users and provide you with the correct content. Should you wish to control the cookies that are set, stop them being used or delete them altogether, you can do but restricting or preventing any cookies may negatively affect your experience of the site.
All the latest browsers allow you to change your cookie settings. This is usually within the Settings section of the browser menu but accurate information for each browser can be found by clicking on the links below:
- Cookie settings in Google Chrome
- Cookie settings in Internet Explorer
- Cookie settings in Apple Safari (desktop)
- Cookie settings in Microsoft Edge
- Cookie settings in Apple Safari (mobile)
How to Disable Flash Cookies
For information on how to manage or disable Flash cookies, click here to access Adobe’s website.
To find out more about cookies and their various uses on the Internet, click here.
You may contact us at any time via email (firstname.lastname@example.org) or post. Our postal address is: Edmentum International c/o EducationCity Ltd, 8/9 Saddlers Court, Oakham, Rutland, LE15 7GH, UK