AcademyWise ("we," "us") provides management software for homeschool co-ops, micro-schools, hybrid academies, and learning pods. This policy explains what we collect, why, and the choices families and organizations have. Because our users include children, we hold ourselves to a data-minimization standard throughout.
From organizations and adults: account details (name, email, phone), organization information, class and enrollment records, volunteer hours, messages, and billing records. Payments are processed by our payment partner (Finix); card and bank numbers go directly to them and never touch our servers — we store only tokens, card brand, and last four digits.
About students: the information their organization and guardians enter — name, date of birth, grade level, enrollment, attendance, grades, submitted work, teacher feedback (including audio/video recordings), and any medical or emergency details a guardian chooses to provide. Student login accounts are created and controlled by a parent or guardian, require no email address, and cannot be self-registered by children.
Student accounts exist solely so a child can see their own classes, assignments, grades, and teacher feedback. We collect no more information from a student account than needed for those functions, students cannot message other students by default, and parents can see everything on their child's account — every grade, message, and recording — at all times. Guardians may request deletion of their child's data through their organization or by emailing us. Teacher feedback recordings are automatically deleted 15 months after creation.
Organizations using AcademyWise control their students' education records. We act as a service provider processing those records on the organization's behalf; we do not sell them, use them for advertising, or build profiles from them. Transcripts, attendance, and portfolios are exportable by guardians at any time, and a student's academic history remains available to the family even if they leave an organization.
Uploaded work and feedback recordings are stored in private storage and served only through short-lived signed links after a permission check. Access is limited to the student, their guardians, and the teacher who created the feedback. Organization administrators can access a specific recording only through a logged "break-glass" process that records who accessed it, why, and automatically notifies the guardians.
We do not sell personal information. We do not run advertising. We do not use student data to train AI systems — the platform contains no AI features. We share data only with the service providers needed to run AcademyWise (hosting, database/storage, payments, email delivery), each bound to use it solely to provide their service.
Data is encrypted in transit and at rest. Access within an organization is role-based (administrators, teachers, parents, students each see only what their role permits), and sensitive access is audit-logged. We retain records for as long as the organization account is active or as required for family record portability; feedback media follows the 15-month retention schedule above. If a data breach affects you, we will notify affected users and authorities as applicable law requires.
Adults can access and correct their information in the app. Guardians can view all of their child's data, download attendance/transcript/portfolio exports, and request correction or deletion. Organizations can export their data or close their account by contacting us.
Questions or requests: hello@academywisesoftware.com. We'll respond within 30 days. If we make material changes to this policy, we'll notify organization administrators by email and update the date above.