Introduction

Within the Xoolon service, each Student Account contains information that allows us to provide a personalised learning environment for each Student and meaningful reports on their activity and progress.

That information is completely under the control of your School, and we take seriously our role in storing and processing that data on your behalf. This section details the data content, how it is created and stored and the various rules that govern its use. Please note, this relates specifically to Student Data uploaded to our server by or under the direction of your school. We have a separate policy for data supplied by individuals in our Privacy Statement.

What Student Data is used?

We store the following data for each student: First Name, Last Name, Admission Number, Gender, Date of Birth, Class, School Year, Unique Pupil Number (UPN).

Additionally, a record of the exercises completed and results recorded is stored in each Student Account when the student uses Xoolon, or if the Coach uploads a batch of records.

Why is Student Data needed?

Student Data is only used to create Student Accounts for individual progress tracking. We undertake not to use Student Data for any commercial purpose. The Student Data supplied by schools does not contain email or postal addresses or other contact details for Students and we do not require additional details after they login.

School Year and Class are used to generate specific Progress Reports. These contain the First Name and Last Name of learners, plus their Class, Gender and School Year, used to filter results where required.

Student Names are used on welcome screens and screens showing users’ marks, and the printable PDF Certificates. This is done to give a sense of ownership.

UPN is used to match student records for students moving school. This allows us to provide schools with a progress report for new students who have used Xoolon at their previous school. This is particularly useful for the incoming Year 7 in secondary schools. UPN is also used to match pupil records for statistical research. UPN is used behind the scenes only and is not accessible by users of our website. For this reason UPN does not appear anywhere on our website or on printed progress reports.

Admission Numbers are used to match students who might have the same name as other students. This allows coaches to upload results on multiple occasions which are attached to the correct students. We use Admission Number because other details (e.g. Last Name) may have changed and UPN is not available for all pupils.

How is Student Data created?

Initially, Student Data can be exported from SIMS (via a RepGen Report) or other school management software and uploaded by us on behalf of the school. Coaches can also upload Student details manually to generate Student Accounts.

Who controls Student Data?

Your school controls your Student Data, and you can add, modify and delete student data without our involvement.

We only store your Student Data while there is a formal agreement between us – as a subscriber to the Xoolon service or during a pre-arranged formal evaluation.

Security

We store Student Data on private servers located in the United Kingdom. We use authentication technology and firewalls to protect the information from being accessed by anyone else.

Students are assigned passwords that protect access to the system and ensure that only Coaches and Students in your school can access your Student Data. No third party can access it without permission.

Data Protection Act

Parents – when providing the school with details about their children – are usually advised of the school’s data protection policy. Most schools’ policy specifies the school may provide student personal details to 'suppliers, providers of goods and services' for purposes of 'administration of education and training'. In which case no further permission from parents is needed to provide Xoolon Limited with student data. If unsure, your school’s data protection policy can be looked up on the data protection website www.dpr.gov.uk .

Xoolon Limited's data protection notification number is Z9992713.

Usage data and results

Students can view their own usage data, results and personal details. Members of staff can view user ratings and results for students in their school. While details of specific schools or students are never released without permission, Xoolon Limited aggregates usage data and results for statistical analysis and research, which may be published and used to provide comparative data to other schools and bodies interested in education.

Xoolon Limited may provide printed reports to our main coach contact at each school periodically. These reports include aggregated data by year group and may also include usage and performance data about individual students. Two or three times a year, a copy of these reports may be sent to other staff members. We usually obtain these staff members’ details through our Subscriber Background Information Form or Training Attendance Form. To ask for particular staff members to be added or removed from our database, please contact us.

Summary

We believe our Student Data Policy demonstrates our commitment to the security of your data, and to its appropriate use.

We welcome your views about our use of Student Data. If you would like to contact us with any queries or comments, please contact us through the Site.

Alternatively, you can write to us at:

Xoolon Limited
14 Blenheim Mews
Ecclesall Road South
Sheffield S11 9PR
United Kingdom