Privacy Policy

Alumno is a school management platform. This policy explains what personal information we handle, why we handle it, and the choices you have. It applies to alumno.app and to the Alumno application.

Alumno is operated by The Schools Trust (“we”, “us”). Our role depends on the information in question.

For most of the information held in Alumno — the details of families, parents, students, applicants and their communications — the school using Alumno decides why and how that information is handled. In data-protection terms the school is the “controller” and Alumno is a “processor” acting on the school’s instructions. If you are a parent or applicant, please contact your school with questions about your information; the school can also ask us to act on its behalf.

For the staff accounts that sign in to Alumno, and for the operation and security of the service itself, we act as the controller.

• Account information — the names, work email addresses, roles and permissions of the school staff who use Alumno.
• School records — information schools enter or import about families, parents, students, applicants and enquiries, such as names, contact details, dates of birth, relationships, admissions and enrolment details, and notes. Where a school records it, this can include special-category information (for example health or learning-support needs); Alumno protects such information with field-level access controls.
• Communications — where a school connects email, calendar or WhatsApp, the messages and events exchanged with families are logged against the relevant records.
• Technical information — sign-in sessions, security and audit logs, and the information needed to operate and protect the service.

• To provide Alumno to schools, under our contract with the school.
• To keep the service secure, prevent misuse, and meet our legal obligations.
• Where the law requires consent — for example certain communications, or special-category data — it is obtained by the school and recorded in Alumno.

We do not use school records or communications to advertise to anyone, and we do not sell personal information.

If your school uses Google Workspace and an administrator connects it, staff can link their mailbox and calendar so that correspondence with families is captured in Alumno. When this is enabled:

• We request access only after your Google Workspace administrator has reviewed and trusted the Alumno application for your domain.
• We use Gmail access to identify and log email correspondence with families already in your school’s Alumno records, and to send replies you choose to send from within Alumno. We do not read or retain mail beyond what is necessary for that purpose.
• We use Google Calendar access to show and create events for scheduling and bookings.
• Access tokens are stored encrypted, and the school can switch access off at any time, which stops all further access.

Alumno’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In line with Limited Use, information obtained through Google APIs is used only to provide and improve these features for you. It is never used for advertising, is never sold, and is not used to train generalized artificial-intelligence or machine-learning models. No human reads this data except with your explicit consent, where necessary for security or to comply with the law, or in aggregated and anonymized form for internal operations.

We share information only with the service providers that help us run Alumno, under contracts that require them to protect it:

• Supabase — database, authentication and file storage (EU region).
• Vercel — application hosting (EU region).
• Google — for schools that connect Google Workspace (email and calendar).
• 360dialog and Meta — for schools that send WhatsApp messages.
• Anthropic — for AI-assisted features such as search answers and list building.
• An email delivery provider, to send service email on a school’s behalf.

We do not sell personal information, and we do not share it for advertising. Some providers above apply only when a school chooses to enable the related integration.

Alumno is hosted in the European Union (Frankfurt, Germany). Where a provider processes data outside the EU, we rely on appropriate safeguards such as the European Commission’s standard contractual clauses.

We keep a school’s records for as long as the school uses Alumno and as the school instructs. When a school leaves, we return or delete its data in line with our agreement. Information with a shorter useful life, such as unconverted enquiries, is kept for a shorter period, and security and audit logs are kept for a limited time.

Access is protected by authentication and role-based permissions, and schools are isolated from one another at the database level (row-level security). Data is encrypted in transit and at rest, and stored credentials such as mailbox tokens are additionally encrypted. We keep an audit trail of changes.

Schools record information about students, who may be children, in order to run admissions and day-to-day school operations. Alumno processes this on the school’s instructions and does not use it for any other purpose. Alumno is a tool for schools and is not directed at children.

Depending on where you live, you may have the right to access, correct, delete, restrict or object to the processing of your personal information, and to receive a copy of it. Because schools control most of the information in Alumno, please make these requests to your school; we will help the school fulfil them. For information we control — staff accounts and the service itself — contact us using the details below. You also have the right to complain to your local data-protection authority.

Alumno uses only the cookies it needs to work — chiefly to keep you signed in and to remember which school you are working in. We do not use advertising or cross-site tracking cookies.

We may update this policy from time to time. We will change the date at the top and, for significant changes, let schools know.

Questions about this policy or your information: privacy@alumno.app.