Privacy Policy

Effective date: 1 April 2026

Swan is a school management application used by schools to manage student records, behaviour tracking, and staff communication. This policy explains how we collect, use, and protect personal data.

Data Collection

We collect the following categories of personal data:

• Account data: school name, administrator name, and email address provided at registration.
• Student data: student names, year groups, and behavioural records entered by authorised school staff.
• Usage data: log data such as IP addresses, device type, and in-app actions, collected automatically to operate and improve the service.
• Communication data: messages sent between staff members within the application.

Data Use

We use collected data solely to provide and improve Swan's school management features. Specifically:

• To authenticate users and control access to school data.
• To store and display student and behaviour records to authorised staff of the relevant school.
• To enable in-app messaging between staff members.
• To diagnose technical issues and improve application performance.

We do not use student data for advertising, profiling, or any purpose unrelated to school management.

Google API Services

Swan optionally integrates with Google Workspace APIs (Google Drive, Google Docs, Google Sheets, Google Classroom, and Gmail) when a user explicitly connects their Google account. When connected:

• We access Google Drive, Docs, and Sheets files only to perform actions the teacher explicitly requests within Swan (e.g. listing files, creating documents).
• We access Google Classroom only to read course and roster data for school management purposes.
• We access Gmail only to read and send emails on the teacher's behalf when they use Swan's communication features.
• We store only the OAuth refresh token needed to maintain the connection. We do not store the content of Drive files, emails, or documents beyond what is needed to complete the requested action.
• Google API data is not used for advertising, data mining, or any purpose unrelated to the school management features the teacher is using.
• You may disconnect your Google account at any time from within Swan. This revokes our access and deletes the stored OAuth token.

Swan's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Data Sharing

We do not sell, rent, or trade personal data to third parties. Data may be shared with:

• Firebase / Google Cloud: our infrastructure provider, used for authentication, database storage, and hosting. Google's data processing terms apply.
• Law enforcement: where required by applicable law or court order.

No student data is shared with advertisers or analytics companies.

Data Retention and Deletion

School data is retained for as long as the school maintains an active Swan account. When a school account is closed, all associated data is deleted within 30 days. Individual student records can be deleted at any time by authorised school administrators within the application.

User Rights

Users and the schools they represent have the right to:

• Access the personal data held about them or their students.
• Correct inaccurate data.
• Request deletion of data.
• Export data in a portable format.

To exercise these rights, contact us using the details below.

Children's Data

Swan processes student data on behalf of schools. Schools are responsible for obtaining any parental consents required under applicable law (including COPPA and GDPR) before entering student data into the system. We process this data only as a data processor acting on the school's instructions.

Security

All data is encrypted in transit (TLS) and at rest. Access is restricted to authorised users of each school. We follow industry-standard security practices and regularly review our controls.

Contact

For privacy questions, data requests, or to report a concern, contact us at:

robert.dullaart@gmail.com