1. Who this policy is for
This policy covers personal data that Ummah Design handles as a controller — that is, where we decide why and how it is used. In practice that means:
- people at schools who contact us, request a demo or manage a subscription;
- the named staff accounts we create so a school can administer its platform.
It does not cover the pupil, parent and staff data a school stores inside its own LiveClass tenant. For that data the school is the controller and we act only as its processor, on the school’s written instructions. Those terms are set out separately in our Data Processing Agreement, and each school publishes its own privacy notice to its families.
2. What we collect, and why
| Data | Why we hold it | Lawful basis |
|---|---|---|
| Name, school, role, email, phone — submitted through our demo-request form | To answer the enquiry and arrange a demonstration | Legitimate interests (responding to a business enquiry you initiated) |
| Name and email of each staff account we create for a school | To provide the service, secure access and support the account | Contract |
| Billing details and subscription records | To take payment and meet accounting obligations | Contract; legal obligation |
| Sign-in records, IP address, browser, and an audit log of administrative actions | Security, fraud prevention, and answering “who changed this?” | Legitimate interests (keeping children’s data secure) |
| Support correspondence | To resolve the issue and improve the service | Legitimate interests |
We do not use tracking pixels, advertising cookies or behavioural profiling on any school’s LiveClass site. On a school’s own address — the pages where pupils, parents and staff sign in, and every page inside the system — the only cookies we set are the ones required to keep you signed in and to complete the two-factor sign-in step. No pupil, parent or staff member is ever profiled, and no advertising network is given any information about them.
Our own marketing site at liveclass.school — the public pages that describe the product to schools thinking of buying it — is the one exception. There we use Google Analytics, Google Ads and the Meta (Facebook) pixel to measure which adverts bring schools to us. Those are not essential cookies, so we set none of them until you choose “Accept” on the banner, and declining costs you nothing on the site. The choice is stored in your browser; clear your browsing data to be asked again. This applies only to visitors browsing our sales pages, never to anyone using LiveClass itself.
3. Where your data is held
LiveClass runs on dedicated servers in Falkenstein, Germany (Hetzner), with encrypted backups held in the UK/EU region of our storage provider. The system of record — every pupil, family, attendance, assessment and payment record — is stored in the EU and is never copied to a server outside the UK/EEA.
Some of the sub-processors listed in section 4 do operate outside the UK/EEA, and limited personal data necessarily reaches them: a name and email address when we send a message (Resend), billing details when a payment is taken (Stripe), traffic in transit (Cloudflare), and the text of a question put to the AI assistant where a school has switched it on (Anthropic). Each of these transfers is covered by the UK International Data Transfer Addendum or the provider’s own approved safeguards. Where a school connects Zoom, that processing takes place under the school’s own agreement with Zoom rather than ours.
4. Who we share it with
We use a small number of sub-processors, each under contract:
| Provider | Purpose | Region |
|---|---|---|
| Hetzner Online GmbH | Server hosting and backups | Germany (EU) |
| Cloudflare | DNS and network protection | Global (EU/UK entry) |
| Stripe | Payment processing | EU/US (Stripe’s own safeguards) |
| Resend | Transactional email delivery | EU/US |
| Zoom | Live lessons and attendance events, where a school connects it | Per the school’s own Zoom account |
| Anthropic | Optional AI assistant features, where a school enables them | US |
We do not sell personal data, and we never share it for marketing. We will disclose data if we are legally required to, and we will tell the affected school unless the law forbids it.
5. How long we keep it
- Demo enquiries — up to 24 months from your last contact with us.
- Account and subscription records — for the life of the agreement, then up to 7 years for accounting purposes.
- Security and audit logs — at least 2 years, so that historic changes remain answerable.
- School tenant data — as instructed by the school; see the Data Processing Agreement for what happens when an agreement ends.
6. How we protect it
- Encrypted in transit (TLS 1.2/1.3) and encrypted at rest at the disk level; credentials such as integration secrets are additionally encrypted in the database.
- Two-factor authentication available for every staff account, and enforceable school-wide.
- Role-based access, with the most sensitive areas (finance, pricing, staff pay) restricted to senior roles.
- Every administrative action is written to an append-only audit log.
- Backups taken at least daily, held in more than one location, and restore-tested.
- Access to production systems is limited to named personnel using key-based authentication.
7. Your rights
Under UK GDPR you may request access to your data, correction, erasure, restriction, portability, or object to processing based on legitimate interests. Contact ummah.design@gmail.com and we will respond within one month.
If your request concerns a pupil or family record held inside a school’s tenant, please contact that school — they are the controller, and we will assist them in responding rather than act on it ourselves.
You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).
8. Changes
We will update this page when our processing changes, and will notify subscribing schools by email of any change that materially affects them.