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.

Students

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.

Sub-Processors

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 .

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.

Data Deletion

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.

• Users – 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.
• SuccessTracker – 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.
• MyCity – 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 stores data on secure database servers, located in the UK. The servers are housed on Amazon Web Services (AWS), trusted and used by many of the country’s leading organizations. 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).

Data Backup

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 365).

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:

• Mailing List – Including but not limited to your email address, in order to send you relevant news and updates.
• Web Form Fills – Including but not limited to your first name, last name, work email address and school details. We use this information to provide you with relevant information about our products and/or services.
• Webinar Registrations – Including but not limited to your first name, last name, email address and school details. We use this information to send you details about the webinar and for further communication regarding our products and/or services.

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. Alternatively, you can email internationalmarketing@edmentum.com to update your information. Please note that any updates to preferences may take up to 24 hours.

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 analyse its web traffic.

How EducationCity Ltd Uses Cookies

EducationCity Ltd uses cookies to provide you with the best possible experience on our website and to identify critical details such as account, user and curriculum identification on our products. In addition to this, we use cookies from Google Analytics, Hotjar and Marketo to record your usage anonymously. This helps us analyze data about webpage traffic and improve our service in order to tailor it to customer needs. We use this information for statistical analysis purposes only, to influence our development plans.

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:

Cookie Name	Category	Description	Provider
osano_consentmanager	Essential	Stores the user’s current consent status including expiration of consent and unique consent identifier.	Osano
__gwtCookieCheck	Essential	Checks if the visitor’s browser accepts cookies.	Google LLC
^RT$	Essential	Placed by Akamai to improve website security and performance.	Akamai Technologies Inc
^_ga*	Analytics	Associated with Google Universal Analytics to provide website usage analytics.	Google LLC
^_gid$	Analytics	Associated with Google Universal Analytics to distinguish unique users by assigning a randomly generated number as a client identifier.	Google LLC
^_hj*	Analytics	Set by Hotjar to better understand users’ actions and improve user experiences.
^_gcl*	Marketing	Used by Google AdSense for experimenting with advertisement efficiency across websites using their services	Google LLC
^_mkto*	Marketing	Allows a website to link visitor behaviour to the recipient of an email marketing campaign, to measure campaign effectiveness.	Marketo Inc
^_fb*	Marketing	Placed by Facebook to store last visit and to deliver a series of advertisement products such as real time bidding from third party advertisers.	Facebook Inc
^drift_*	Marketing	Associated with Drift chat to enable communication functionality.	Drift Inc
^cppro	Marketing	Placed by the Convert Pro plugin to provide users with popups across the website.	Convert Pro

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 Microsoft Edge
• Cookie settings in Safari (desktop)
• Cookie settings in Safari (mobile)

To find out more about cookies and their various uses on the Internet, click here.

Contact Us

You may contact us at any time via email (international@edmentum.com) or post. Our postal address is: Edmentum International c/o EducationCity Ltd, 8/9 Saddlers Court, Oakham, Rutland, LE15 7GH, UK