Classoos Data Sharing Agreement
What is Classoos?
Classoos is an all-in-one education platform designed for the use of K12 students and teachers. With classoos, users can: create and share content, use formal textbooks, create and share exercises and tasks and to monitor students’ progress.
Document Aims
This document details the data objects and items that are shared, the use of, use by, storage and storage duration, safeguarding and security of the data that you, will share with us Classoos UK Ltd. This information provides a framework for our Data Sharing Agreement (DSA) with you. The DSA is an important document, which supports our joint obligation to comply with the Data Protection Act 2003 and comply with the Information Commissioner’s Office (ICO) mandate. In order to use Classoos your organisation must understand and formally accept this agreement.
Transfer and Use of Personal Information
For the purpose of allowing authorised users to use Classoos we require transmission of specific personal information. The data will in part be classified in accordance with the UK Government’s Information Security Design Manual Business Impact Levels.
Personal information about pupils who are currently on roll:
Identifiers including MIS record number, UPN and ULN
Name
Gender
Home / Mobile phone number and email address
Registration and year group
Assigned classes
Attendance marks during the current year
Photograph
Preferred language
Personal information about adults currently in the employment of the school:
Identifiers including MIS record number, UPN and ULN
Name
Gender
Home / Mobile phone number and email address
Assigned classes and groups
Attendance marks during the current year
Photograph
Preferred language
Information about the school:
Name
Address
Establishment Id:
Use of Data
The Use of Data policy is provided for schools to ensure that, as data controllers, they have the ability to share data and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially. This document sets out how Classoos supports these objectives.
Classoos and its suppliers will be acting as ‘data processors’ as defined by the 2003 Data Protection Act. Classoos has taken all reasonable measures to ensure the safety and security of personal information and continues to review these measures on an on-going basis.
For details please see: Classoos’ Privacy Policy document.
Data Security
This information gives details of the management of data security in relation to the use of Classoos. Schools may wish to use this in conjunction with their fair use policy.
Information is extracted from the school Management Information System (MIS) using Groupcall’s industry leading and secure Xporter software. The data is securely uploaded to Classoos using industry standard SSL encryption. A unique identifier configured by Classoos in Groupcall Xporter ensures that the information is linked to the correct customer account in Classoos. Groupcall Xporter accesses your school MIS system using credentials that you provide and cannot access it without them.
The information from your school is held inside the Classoos platform. You can find out about the security and safety policies that affect your data in more detail by contacting Classoos UK Ltd.
In summary, the data you transmit to us is protected from exposure by authenticating, firewalling and physical access control and intrusion detection.
Our platform undergoes annual independent intrusion detection tests, as does our Information Security Management System (ISMS).
Support
The Support team at Classoos are able to resolve or advise you on any technical issues that you encounter while using our products and provide first line support for Groupcall Xporter integration also. Occasionally it can be necessary for our support technicians to view the issue with you, in order to diagnose it fully and offer a solution. In circumstances where support technicians need to view the issue with you they may use remote access tools to view your computer with you, in which case you should remain at your computer and supervise the entire session.
All of our remote sessions allow you to retain control and allow you to terminate the session at any time. If your issue escalates and an additional support technician is required, then they may also be invited to join the remote session. In some cases where a second line escalation is required for Groupcall Xporter software this may involve also allowing a Groupcall support technician to join the remote session.
If your issue is a platform issue or requires changes to your account configuration, then Classoos staff may perform such configuration on your behalf from our secure management platform without requirement for remote access. You are reminded that you should avoid sending personal information, such as student/contact records, to us directly via email. You certainly should only send such information when supported by strong encryption, if there is an explicit requirement to do so. Classoos staff will advise the most secure method for transfer if there is such an explicit requirement.
Data Life Cycle
Your data’s point of origin remains in the school MIS. Changes made in the MIS are transmitted to Classoos via Groupcall Xporter. Data is synchronised nightly from your school, with additional runs during the day to ensure up to date information.
New ‘personal’ records
When a new staff, student or contact record is detected in the MIS, and meets the selection criteria it will be uploaded to Classoos at the next transmission and appear in the user interface accordingly for authorised users.
Changed ‘personal’ records
When an updated staff, student or contact record is detected in the MIS, and meets the selection criteria it will be updated in Classoos at the next transmission and appear in the user interface accordingly for authorised users.
Deleted ‘personal’ records
When a staff, student or contact record in the MIS no longer meets the selection criteria or is deleted this will be notified to Classoos on the next transfer.
When a person is detected as deleted or left, Classoos immediately revokes permissions for that person and retains their historic activity indefinitely to provide audit
New Group Memberships
When a person is detected to have a new or changed group membership, e.g. registration group, staff post, etc. this will be notified to Classoos on the next transfer and will then be reflected in the user interface for authorised users.
Deleted or Ended Group Membership
When a person is detected to have left a group membership, e.g. year group, class group, etc. this will be notified to Classoos on the next transfer and will then be reflected in the user interface for authorised users.
Privacy Policy
This forms part of the application process to use relevant Classoos products. The Head Teacher or an authorised member of staff will agree to have read and understood the terms and conditions outlined below:
Who is responsible for managing my information?
Classoos is provided by Classoos and its suppliers. Classoos is responsible for ensuring that your data is adequately protected in relation to the operation of Classoos platform.
Who can I contact if I have queries about this privacy policy?
Send an Email to info@classoos.com
Will you ever update this privacy policy?
We may update this privacy policy from time to time and we will send notification to your main account contact if this is the case.
How can I update my data?
The data in Classoos reflects the data in your school MIS system, hence to correct any inaccuracies you should correct the data in your MIS and allow an overnight update to occur.
If it is important that data changes are shown more urgently; contact us via info@classoos.com
What information do we collect?
We collect student and staff information such as names, record identifiers and contact details.
The full information we collect is detailed in the section entitled Transfer and Use of Personal Information, above.
What is my information used for in Classoos?
To enable advanced learning: sharing of study materials, access eTextbooks and interactive assignments.
How is my information held within Classoos?
Classoos stores All your data in a secure database hosted on a physically secures hosting facility which is monitored on a regular bases.
How long will my information be held for by Classoos?
Classoos keep your information as long as your user is active (according to the school’s records) and then after the data will be archived for auditing purposes.
How do I delete my data from Classoos?
In order to terminate your account with us you should contact info@classoos.com.
Browser Cookies
Classoos makes use of browser cookies for the following purposes:
To manage user authentication and to track individual user behaviour in order to continuously improve the product functionality and performance.
Next Steps…
If you need any further assistance or get in to any difficulty, please contact Classoos via info@classoos.com