This privacy notice applies to personal and other information stored and hosted by Inbox Design Limited on behalf of schools using SchoolPoint or any of Inbox Design Limited services.
1.1. Inbox Design Limited (“us”, “we”, “our”) is committed to safeguarding the privacy of our customers. This Policy will explain how we will collect, store and use personal information. Personal Information means information we receive from you about identifiable individuals.
1.2. Should any breach of this policy occur, Inbox Design Limited will notify affected clients as appropriate.
1.3. This Policy may be updated from time to time. The latest version will be available on our website.
2. Collection of Personal Information
2.1. We will not collect personal information unless it is connected with, and is necessary for, a purpose of SchoolPoint, SchoolBridge or any other agreed service by Inbox Design.
2.2. We may collect, store and use some of the following types of personal information:
a. Staff, Student and Caregiver details, including (but not limited to) names, addresses, telephone numbers, email addresses, date of birth, ethnicity and iwi affiliation, academic results, guidance, career;
2.3. We will collect personal information in the following ways:
a. From the information you provide to us by registering to use our product;
b. From information provided by you through using our products and services;
c. From any third party authorised by you;
d. From publicly available information.
2.4. Before you disclose to us the personal information of an individual, you must obtain the individual’s consent to both the disclosure and the use and storage of their information by us.
3. Use of Personal Information
3.1. We may use personal information in the following ways:
a. To provide services or products to you;
b. To verify the accuracy, suitability, or compliance with our terms and conditions;
c. To improve our services to you;
d. To investigate any complaint;
e. To conduct research or statistical analysis;
f. For any other purpose authorised by you.
4. Disclosure of Personal Information
4.1. We may disclose your personal information:
• To your Student Management System or Student Management System provider;
• To any person authorised by you;
• Where we are required by law.
5. Storage and Security of Personal Information
5.1. We will take all reasonable technical and organisational precautions to protect personal information we hold about individuals, however we do not guarantee the security of the internet. We will never ask you to disclose your username and/or password. You are responsible for keeping your personal information in your control secure at all times.
6. Retention of Personal Information
6.1. We will not hold personal information longer than is necessary for the purposes for which it is held.
6.2. Notwithstanding the provisions of clause 7.1, we will retain documents containing personal information:
a. To the extent required by law; or
b. If we believe that the documents may be necessary for any legal proceedings.
7. Access to Personal Information
7.1. You have the right to access the personal information we hold about you.
7.2. If the information we hold about you is incorrect you have the right to request that the information we hold about you is corrected. If it is reasonable for us to correct that information we will do so, if not, we will include in the information that we hold about you a statement that you have requested such a change. We will notify you of the outcome of your request.
7.3. We may charge you our costs for providing any information requested and any costs for requests to correct that information.
7.4. If you would like to access the personal information we hold about you, please send an email to [email protected] including your full name and the details of your request. We may request further evidence of your identification.
8. Collection of Other Information
8.1. We may also collect technical information relating to the use of our website and internet based services either by cookies and/or other means.
8.2. This information will be used to give us a better understanding of the use of our products and services, to improve the way they work, to offer a service or product that may be more suitable, to investigate a dispute, or for troubleshooting purposes.
8.3. We use third party providers for payment services, therefore we do not collect or store any information regarding bank account or credit card details.
9. Retention, Deletion, and Accessibility of Platform Data
9.1. Data and Information provided by schools is retained in our secure storage systems for the use of our applications only.
9.2. Personal authentication information is not stored during authentication at all when you use the single-sign-in methods such as Google, Microsoft or Facebook.
9.3. When using the above services we only request your name and email addresses associated with that service to compare with the information that has been entered into your students school management system.
9.4. You can request that we delete all authentication objects related to your account by emailing [email protected] - this will log you off of all devices.
10.1. All information provided to us will be stored securely on our New Zealand based private servers. Encryption will be used where applicable.
10.2. Access to the servers and the data is limited to select Inbox Details team members from designated secure locations only.
10.3. Secure and encrypted back ups are stored in a locked location off-site and adheres to our security and privacy policies.
11.1. If you have any comments or complaints about our use, storage, or collection of your personal information please email [email protected] in the first instance.
Last Updated: April 18th 2023