Privacy Policy
Personal Data & Cookies Policy
Effective Date: April 3, 2026 · Last Updated: April 2026
Introduction
At Academia Flow, we are committed to protecting your privacy and ensuring the security of your personal data.
This Privacy Policy explains how we collect, use, store, and safeguard information when you use our school management platform, website, and related services.
By accessing or using Academia Flow, you agree to the practices described in this policy.
Information We Collect
We collect information to provide and improve our services. The types of data we collect include:
Personal Information
- Name, email address, phone number
- Institution details (school name, role, designation)
- Account credentials and login data
Student & Academic Data
- Student names, attendance records, grades, and reports
- Class schedules, assignments, and academic progress
- Parent contact information (provided by institutions)
Usage Data
- IP address, browser type, device information
- Pages visited, actions taken, and session duration
How We Use Your Information
We use collected data to provide and maintain our platform, manage school operations and workflows, and improve performance, features, and user experience.
We communicate updates, notifications, and support responses using your contact information.
Your data is also used to ensure security, prevent fraud, and enforce our platform policies.
Data Security
We implement industry-standard security measures including AES-256 encryption, role-based authentication and authorization, and continuous system monitoring for threats.
While we strive to protect your information, no system is completely secure. We encourage users to maintain strong passwords and secure access credentials.
Data Sharing & Disclosure
We do not sell, rent, or trade your personal data under any circumstances.
We may share information only with your consent, with trusted service providers such as hosting and analytics partners, or to comply with legal obligations and regulatory requirements.
Data may also be shared to protect the rights, safety, and integrity of our platform and its users.
Data Retention
We retain data only as long as necessary to provide our services and comply with legal obligations.
Institutions have full control over their data and may request deletion or export at any time by contacting our support team.
Your Rights
Depending on your location, you may have the right to access your personal data, correct inaccurate information, and request deletion of your data.
You may also restrict or object to processing, and request data portability to transfer your information to another service.
To exercise any of these rights, please contact us at the email provided in the Contact section below.
Cookies & Tracking Technologies
We use cookies and similar technologies to enhance user experience and analyze platform usage.
These include essential cookies for functionality, analytics cookies to improve performance, and preference cookies for user settings.
You can manage cookie preferences through your browser settings at any time.
Third-Party Services
Our platform may integrate with third-party services such as payment gateways, analytics providers, or communication tools.
These services operate under their own privacy policies, and we encourage you to review them independently.
Children's Privacy
Academia Flow is designed for use by educational institutions, not directly by children.
We collect student data only as provided by schools and process it solely on behalf of the institution. We do not knowingly collect personal data directly from children without institutional authorization.
Compliance
We are committed to complying with applicable data protection laws and regulations including the General Data Protection Regulation (GDPR) and applicable local data protection laws.
We regularly review our practices to ensure ongoing compliance with evolving regulatory requirements.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
Any changes will be posted on this page with an updated effective date. Continued use of our services indicates acceptance of the revised policy.
Contact Us
If you have any questions or concerns about this Privacy Policy, please contact us at support@academiaflow.com.
We aim to respond to all privacy-related inquiries within 5 business days.