Last Updated: October 19, 2025
SkootBook ("we", "us", "our") is committed to protecting the privacy and personal information of our users. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa and the General Data Protection Regulation (GDPR) of the European Union.
SkootBook is an objectives management system designed for South African Foundation Phase education (Grades R-3), enabling teachers to track student progress and manage intervention groups.
Our Information Officer (as required by POPIA) and Data Protection Officer (as required by GDPR) is responsible for ensuring compliance with data protection laws.
Contact Details:
Please visit our Support Page to contact us
We collect and process the following categories of personal information:
School Administrator Information:
Name and contact details
School name and address
Email address
Authentication credentials (securely encrypted)
Teacher Information:
Name and contact details
Email address
Grade and class assignments
Authentication credentials (securely encrypted)
Student Information:
First name and surname
Grade and class assignments
Academic assessment data
Intervention group assignments
Technical Information:
IP address and device information
Browser type and version
Usage data and log files
Under POPIA and GDPR, we process your personal information based on the following legal grounds:
Consent:
You have given explicit consent for us to process your personal information for specific purposes when you register for and use our services.
Contractual Necessity:
Processing is necessary to provide the educational services you have requested.
Legitimate Interests:
Processing is necessary for our legitimate interests in providing and improving our educational platform, ensuring system security, and analyzing usage patterns.
We use the collected information for the following purposes:
To provide and maintain our educational platform
To enable teachers to set objectives and track student progress
To generate intervention groups based on student performance
To generate reports and analytics for educational purposes
To communicate with users about their accounts and services
To improve and optimize our platform functionality
To ensure system security and prevent unauthorized access
To comply with legal obligations and resolve disputes
We never share your personal information with third parties.
Your personal information remains strictly confidential and is not sold, rented, or disclosed to any third parties for marketing, commercial, or any other purposes. We do not engage in data sharing practices with external organizations.
The only exceptions to this policy are:
When required by law or legal process
To protect the rights, property, or safety of SkootBook, our users, or the public
With your explicit written consent
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:
Encrypted data transmission using SSL/TLS protocols
Secure password storage using industry-standard hashing algorithms
Regular security audits and vulnerability assessments
Access controls and authentication mechanisms
Regular data backups and disaster recovery procedures
Employee training on data protection and privacy
Multi-tenant data isolation to prevent cross-school data access
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Active User Data:
Retained for the duration of your active account
Student Assessment Data:
Retained for the current and previous academic year, or as required by educational regulations
Inactive Accounts:
Data may be anonymized or deleted after 24 months of inactivity
Log Files:
Retained for up to 12 months for security and troubleshooting purposes
You have the following rights regarding your personal information:
Right of Access:
Request access to your personal information we hold
Right to Rectification:
Request correction of inaccurate or incomplete personal information
Right to Erasure:
Request deletion of your personal information under certain circumstances
Right to Data Portability:
Request transfer of your personal information in a structured, commonly used format
Right to Object:
Object to processing of your personal information for certain purposes
Right to Restrict Processing:
Request restriction of processing under certain circumstances
Right to Withdraw Consent:
Withdraw consent at any time where processing is based on consent
To Exercise Your Rights:
Please visit our Support Page to submit a request
We will respond to your request within 30 days as required by POPIA and GDPR.
SkootBook is designed for use in Foundation Phase education (children aged 5-9 years). We recognize the importance of protecting children's personal information:
Student accounts are created and managed by authorized school staff
We collect only the minimum information necessary for educational purposes
Student information is accessible only to authorized teachers and administrators within their school
Parents/guardians have the right to access, review, and request deletion of their child's information by contacting their school administrator
We never use student information for marketing or commercial purposes
We use cookies and similar tracking technologies to enhance user experience and maintain session security:
Essential Cookies:
Required for authentication and platform functionality
Session Cookies:
Maintain your login session and user preferences
Security Cookies:
Protect against unauthorized access and fraudulent activity
You can configure your browser to refuse cookies, but this may limit your ability to use certain features of our platform.
Your personal information is stored and processed in South Africa. We do not transfer personal information outside of South Africa without appropriate safeguards in accordance with POPIA and GDPR requirements.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
Posting the updated policy on our website
Sending email notifications to registered users
Displaying a prominent notice within the platform
Your continued use of SkootBook after changes are posted constitutes acceptance of the updated Privacy Policy.
If you have concerns about our privacy practices or believe your rights have been violated, you may:
Contact Us:
Visit our Support Page to contact our Information Officer
Lodge a Complaint with the Information Regulator (South Africa):
If you are not satisfied with our response, you may lodge a complaint with the Information Regulator at www.justice.gov.za/inforeg
Lodge a Complaint with Your Supervisory Authority (EU):
If you are in the EU, you have the right to lodge a complaint with your local data protection authority
For any questions, concerns, or requests regarding this Privacy Policy or your personal information, including requests to remove identifiable information from the website, please contact:
Contact: Visit our Support Page to reach our Information Officer
Response Time: We will respond to all requests within 30 days
By using SkootBook, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy and our commitment to protecting your personal information in accordance with POPIA and GDPR.