School privacy information

Effective date: March 9, 2026

This page explains how Aimathic processes personal data when schools or other educational institutions use Aimathic for teachers and students. It supplements the contractual school documentation. For direct parent purchases, the general privacy policy for parents applies.

1. Roles

In the school context, the school is responsible for student and teacher data. Aimathic processes that data as a processor where needed to provide the service. For narrow purposes such as accounting, IT security, and legal compliance, Aimathic may act as an independent controller.

2. What data we process in school mode

• School, teacher, and class account data
• Student identifiers, first name, optional class/group assignment, and language settings
• Conversation history, text transcripts, exercise outcomes, progress data, and summaries
• School-uploaded materials and tasks
• Technical logs, IP address, device/browser information, and session data
• Optional usage metrics such as conversation minutes and voice minutes

Students do not need to provide a last name, email address, phone number, or postal address to use Aimathic.

3. Voice mode

Voice mode is optional. When enabled, audio is processed for speech-to-text and voice interaction. We do not keep raw audio recordings longer than necessary for processing. Text transcripts may be stored as part of the conversation history.

4. Access and use

• Access to conversation history and progress data is available to teachers and school administrators of the same school who have access to the Aimathic admin dashboard.
• School-uploaded materials remain confidential to that school and are not reused for other customers.
• Aimathic does not use school or student data to train or fine-tune its own AI models.
• Aimathic does not make automated final decisions on grades, placement, or disciplinary action.

5. Service providers and international transfers

We use carefully selected processors for hosting, AI models, speech services, logging, and support. This can include providers such as Oracle Cloud, Google Cloud / Vertex AI, and speech providers. Where service providers process data outside the EEA or the UK, Aimathic uses the required contractual and legal transfer mechanisms. Further detail on regions and transfer bases is provided to schools in the contract materials.

6. Retention

• Live school data is processed for the duration of the school contract.
• After the contract ends, we generally delete or anonymise school-related live data within 90 days.
• Backups may remain until normal backup rotation overwrites them.
• We may retain minimal usage, billing, and compliance records longer where necessary for accounting, legal defence, or statutory obligations.

7. Rights and contact

In the school context, data subject requests are generally coordinated through the school. Aimathic supports the school with access, correction, deletion, export, and security incident handling under the contractual arrangements.

Data subjects may also lodge a complaint with the competent data protection supervisory authority.

Contact: support@aimathic.com