Privacy notice

This notice explains how Telegrade, the operator of telegrade.com ("we", "us"), handles personal data. It covers the public site (this website and the sign-up), the learner, organisation and administration applications, and the e-mails we send. Where it says "institution" it means the school, district, college or company that created a workspace.

1. Who is responsible

For the public site, the sign-up and contact requests, we are the controller. Inside a workspace, the institution is the controller of its records and we are its processor, acting on its instructions under the data processing addendum. Questions about data inside a workspace go to the institution first; our privacy contact is privacy@telegrade.com.

2. What we collect on the public site

• Sign-up in progress. The organisation type and country, the institution chosen or typed, the administrator's name and e-mail address, the workspace address and plan, and a hashed form of the network address and the browser identification, kept for abuse prevention. A sign-up is kept for seven days; expired and completed sign-ups are deleted thirty days later.
• Verification. A one-time code sent to the administrator's e-mail address; we store only a hash of the code, and the address is marked verified when the code matches.
• Contact requests. The organisation, contact name, e-mail address, phone number if given, organisation type, size, country, message, the consent given, the page the request came from, and the hashed network address and browser identification. Requests are kept while they are being handled and then according to our retention policy.
• Cookies. Only the strictly necessary cookies listed in the cookie notice. No analytics, advertising or third-party cookies are set, and the site loads nothing from third-party servers.
• E-mail. We send verification codes, workspace confirmations and the notifications a workspace is configured to send. Delivery outcomes (accepted, refused) are recorded with the provider's message identifier.

3. What a workspace holds

A workspace holds the records its institution puts in it: people (students, staff, guardians) with their roles, relationships and consents; messages, announcements and notifications; files; audit and access logs that record who changed or read what; and billing facts mirrored from our payment provider. The institution decides what is entered, who may see it and how long it is kept.

4. Why we process data

• To provide the service you or your institution asked for (the contract with the institution, or the steps you take to create a workspace).
• To keep the service secure: audit logs, access logs, malware scanning of uploads, rate limiting and abuse prevention (our legitimate interest and, for institutions, their instructions).
• To meet legal obligations, including education records law where the institution is subject to it, and to answer lawful requests.
• To contact you about a sales request, with the consent you gave on the form.

5. Where data is kept

Every workspace is pinned to the data region chosen when it is created: the United States (Azure East US 2), the European Union (Azure West Europe), the United Kingdom (Azure UK South), Canada (Azure Canada Central) or Australia (Azure Australia East). A workspace's records are created and kept only in its region. A global directory holds only the account facts needed to route people to the right region: the workspace's name, address, region, status and plan, the verified e-mail domains, and the facts of the sign-up and contact requests described above.

6. Who else sees data

We use a small number of service providers listed on the subprocessors page: cloud hosting and e-mail delivery, and payment processing. We never sell personal data and never share it for advertising. Payment card details are entered on our payment provider's pages and are not stored by us.

7. How long we keep data

• Sign-ups: seven days while in progress, deleted thirty days after they expire or complete.
• Contact requests: until handled, then according to the retention policy of the sales records.
• Workspace records: according to the retention policies the institution sets for each class of record; a legal hold pauses deletion for the records it covers.
• Audit and access logs: according to the platform's retention policy, which the institution can see in its workspace.
• Closed workspaces: exported for the institution, then purged; a destruction record is kept.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict its processing, and to complain to a supervisory authority. Inside a workspace, make your request to your institution: it has a request workflow, an export and an erasure process that keeps education records attributable without identifying you. For the public site, write to privacy@telegrade.com. We answer within the time the law allows.

9. Children

Workspaces may hold records of children. The children's privacy notice explains, in plain words, what that means. Institutions record a guardian's consent before a child under 13 receives communications, and that consent is kept as a ledger.

10. Security

Workspaces are isolated from one another at the database level; files are encrypted with a key that belongs to the workspace; uploads are scanned for malware before anyone can open them; every change is written to an audit ledger that cannot be edited; staff of the platform must use multi-factor authentication and can only open a workspace with a time-limited, recorded support grant. The security page lists what is in place and what is still planned.

11. Changes

Each version of this notice carries its version number and effective date, shown at the top of the page with the version history. We do not change the effective date without changing the text.

12. Contact

privacy@telegrade.com