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Privacy Policy

Last updated: 9 August 2026

This Privacy Policy explains how Skolox (“we”, “us”, “our”) collects, uses, stores, and protects information when you visit https://skolox.com/, create an account at https://app.skolox.com/register, sign in at https://app.skolox.com/login, or use our school operations and finance platform (the “Service”).

Skolox is a cloud-based School Operations & Finance Platform. By using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Who this policy applies to

  • Account holders — individuals who register a Skolox user account (for example, school owners, administrators, or billing contacts).
  • School users — staff, teachers, and other users invited to a school’s Skolox workspace under role-based permissions.
  • Portal users — parents, guardians, sponsors, or others given access to a school portal where enabled.
  • Website visitors — anyone who browses our marketing site or help resources.

Schools are responsible for informing their students, parents, and staff about how they use Skolox and for obtaining any consents required under local law.

2. Information we collect

2.1 Account and identity information

When you register or sign in (including via email/password or supported social sign-in options where available), we may collect:

  • Name, email address, phone or WhatsApp number (if provided)
  • Login credentials (stored securely; passwords are not stored in plain text)
  • Account preferences and verification status

2.2 School and subscription information

When you create or manage a school (https://app.skolox.com/newschool) or manage billing (https://app.skolox.com/account, plans, orders), we may collect:

  • School name, contact details, branding, and configuration you enter in setup
  • Plan type, limits, subscription status, billing contact details, and order/payment records
  • Promotional codes used at checkout (for example, Early Birds offers)

2.3 Operational data you enter in Skolox

Depending on your plan and usage, schools may store data in Skolox such as:

  • Student profiles, admissions, enrollment, attendance, documents, and academic records
  • Family, guardian, payer, and sponsor information
  • Fee structures, invoices, payments, scholarships, expenses, and accounting entries
  • Staff records, roles, payroll-related information where used, and shop/canteen transactions
  • Notifications, messages, and generated documents (receipts, certificates, etc.)

You control most of this data. It is entered by your school and processed on your behalf to provide the Service.

2.4 Technical and usage information

We may automatically collect:

  • IP address, browser type, device information, and general location (derived from IP)
  • Log data (pages viewed, actions taken, errors, security events)
  • Cookies and similar technologies on our website and app (see Section 8)

2.5 Support and communications

If you contact us by email, phone, or WhatsApp, we keep records needed to respond and improve support.

3. How we use information

We use information to:

  • Provide, maintain, and improve the Service
  • Authenticate users and enforce role-based access within each school
  • Process subscriptions, orders, and billing in accordance with your plan
  • Send service-related emails (verification, security, billing, important notices)
  • Deliver notifications your school configures (for example, fee reminders), using channels you enable
  • Protect against fraud, abuse, and unauthorized access
  • Comply with legal obligations and respond to lawful requests
  • Analyze aggregated, de-identified usage to improve product quality (not to sell personal data)

4. Legal bases (where applicable)

Depending on your location, we rely on one or more of: performance of a contract (providing the Service), legitimate interests (security, product improvement), consent (where required), and legal obligation.

5. How we share information

We do not sell your personal information. We may share information only in these situations:

  • Within your school — according to roles and permissions set by the school owner or administrators.
  • Service providers — trusted vendors who help us operate the Service (hosting, email delivery, messaging integrations, analytics on the website), under contracts that require appropriate safeguards.
  • Payment verification — limited information needed to verify manual subscription payments you submit.
  • Legal requirements — when required by law, court order, or to protect rights, safety, and integrity of the Service.
  • Business transfers — in connection with a merger, acquisition, or sale of assets, with notice where required by law.

Schools may export or disclose data they control to third parties outside Skolox; that is governed by the school’s own policies.

6. Data retention

We retain information for as long as your account or school subscription is active and as needed to provide the Service, resolve disputes, enforce agreements, and meet legal requirements. When you delete data within the product (where features allow) or close an account, we delete or anonymize data according to our retention practices and applicable law, subject to backups and legal holds.

7. Security

We use administrative, technical, and organizational measures designed to protect information, including access controls, encryption in transit where supported, and permission-based access to sensitive financial and staff data. No method of transmission or storage is 100% secure; you are responsible for keeping your password confidential and using strong access controls for your school.

8. Cookies and similar technologies

Our website and application may use cookies and local storage for essential functions (sign-in, security, preferences) and to understand how visitors use our marketing site. You can control cookies through your browser settings; disabling essential cookies may limit some features.

9. International processing

Skolox is offered globally. Your information may be processed in countries other than your own, where our infrastructure or providers operate. We take steps designed to protect information consistent with this policy.

10. Your choices and rights

Depending on applicable law, you may have rights to access, correct, delete, or restrict certain processing of your personal information, or to object or withdraw consent where processing is consent-based.

  • Account data — update much of your profile through your account.
  • School data — contact your school administrator; the school is often the controller of student and family data.
  • Marketing — you may opt out of non-essential marketing emails using unsubscribe links where provided.

To exercise rights or ask questions, contact us using the details in Section 12.

11. Children and students

Skolox is used by schools to manage student information. We process student data on instructions from the school. Schools must comply with applicable child privacy and education laws when collecting and using student information in Skolox.

12. Contact us

For privacy questions or requests:

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised version on our website and update the “Last updated” date. Continued use of the Service after changes become effective constitutes acceptance of the updated policy, where permitted by law.

Related documents: Terms of Service and Refund & Cancellation Policy.