Privacy Policy

Who CampusMosaic is for

CampusMosaic is school-management software for weekend, community and supplementary educational programmes. A school signs up, creates its own classes and records, and invites its teachers and parents. The records inside a school belong to that school; CampusMosaic holds and processes them so the school can run.

Information CampusMosaic receives

In categories rather than a field-by-field list:

Account information

Your name, email address and password, and the role you hold at each school you belong to. Passwords are stored only in a hashed form, so nobody at CampusMosaic can read yours.

School information

Your school's name, contact email, term dates and calendar, classes, subjects and staff list.

Student and family information

Whatever your school chooses to record: students and their guardians, contact details, attendance, grades and progress, class enrolment, sign-in and collection records, messages between parents and staff, and — where your school uses them — photographs. Your school's registration form can also collect date of birth, address, medical and allergy information, emergency contacts and consents, because those are the questions a school asks at enrolment.

Billing information

Your school's subscription plan, invoices, payment status and the identifiers our payment processor gives us.

Payment details

Card numbers and security codes are handled by Stripe and are not stored by CampusMosaic. There is no field anywhere in CampusMosaic for a card number. We keep the card brand, the last four digits and Stripe's identifiers, so a parent can tell their saved cards apart and so a payment can be traced.

Technical information

CampusMosaic records an entry in a school's audit log for sensitive actions — who did it, when, and the IP address it came from — and stores the IP address recorded against a signed enrolment form. Sessions are managed with cookies, and server logs are produced in the ordinary course of running the service.

How that information is used

To run the service your school signed up for, and for nothing else: showing each person the records their role allows, taking a register, tracking progress, issuing invoices and taking payments, sending the emails your school asks CampusMosaic to send, keeping the audit trail your administrators can read, supporting you when you write to us, and keeping the service secure and available.

• •CampusMosaic does not sell student, family or customer information.
• •CampusMosaic does not rent or trade customer information.
• •CampusMosaic does not use student records for advertising, and there is no advertising in the product.
• •Nothing moves between schools. One school's records are never combined with another's.

These are permanent commitments, not current settings.

Information a school provides about children

Most of the information in CampusMosaic is about children, and it is entered by the school, not by us. Your school decides what it collects, why it needs it, and who at the school may see it.

That means your school — not CampusMosaic — is responsible for deciding what it is permitted to collect about a child and for obtaining whatever permissions or consents its own rules and local law require. CampusMosaic does not independently ask each family for consent, and we do not claim to have done so on your school's behalf. What we do is give your school the controls to honour the decisions it has made: photographs are stored privately and served only to people who are allowed to see them, each child has a separate photo-sharing setting that a parent or an administrator can switch off at any time, and a parent can remove a photograph of their child from a class feed immediately.

If you are a parent and want to know what your child's school holds in CampusMosaic, or want it corrected or removed, ask the school. They hold the records and they can change them.

Who can see a school's information

Only people your school has invited, and only the part their role allows. Administrators run their own school. Teachers reach the students in the classes they teach. Parents see their own children and nobody else's. Someone at another school cannot see your records at all.

A small number of people at CampusMosaic can reach the systems that hold school data, because somebody has to run backups, apply updates and help when something breaks. We look at a school's records only when it is necessary to operate the service or to answer a request for help.

We may also disclose information if we are legally required to. If that ever happens and we are permitted to tell the school, we will.

Service providers

CampusMosaic is not built entirely by us, and these are the outside services involved:

Stripe — payments

Handles card details for both your school's subscription and the tuition payments families make to your school. See the Stripe privacy policy.

Hosting and email delivery

CampusMosaic runs on hosted infrastructure and sends email through a delivery provider. Which providers these are depends on the deployment; tell us if your school needs to know exactly who they are for yours and we will answer.

Error monitoring

Where it is switched on, crash and error reports go to a monitoring service so faults can be found and fixed. It is configured not to send personal data or the contents of a request.

Content delivery networks

Some of the fonts, styling and scripts that make CampusMosaic pages work are loaded from public content delivery networks. Because your browser fetches those files directly, those networks can see your IP address, your browser type and which page requested them. They do not receive your school's records.

We use these providers to run CampusMosaic, not to enrich or profile anyone. We have not independently audited them, and we do not make claims about their internal practices beyond what they publish themselves.

Payments

Two different flows of money run through CampusMosaic, and they are worth keeping apart. Your school pays CampusMosaic for its subscription. Separately, families may pay tuition to your school, and that money settles into your school's own Stripe account rather than ours.

In both cases card details go from the payer's browser to Stripe directly and never pass through CampusMosaic. What comes back to us is the outcome: whether it succeeded, the amount, the card brand and last four digits, and Stripe's reference for the transaction.

Bringing your existing records in

If you import a spreadsheet, the file you upload is stored while the import is being prepared so that you can review, map and check it before anything is created. CampusMosaic reads the sheet to build a preview; it does not keep a copy of the individual cells alongside the import record.

The uploaded file is removed once the import is completed, discarded, or undone. An import you start but never finish has its file deleted automatically after thirty days with no activity, because a roster nobody came back for should not sit on our disk indefinitely. The record of the import — the filename, the date, how many rows it had — is kept, and contains no personal information. You can also discard an unfinished import yourself at any time.

Security

CampusMosaic uses technical and organisational safeguards designed to protect the information schools trust us with. No online service can promise that nothing will ever go wrong, and we do not. The security and privacy page explains, in plain words, what those safeguards actually are.

Backups

School records are backed up on a schedule, and copies are kept on a rolling basis so that a problem discovered days later can still be recovered from. That has a consequence worth stating plainly: when something is deleted in CampusMosaic, it stops appearing in the product immediately, but it can remain inside existing backup copies until those copies age out — which can be up to about a year.

How long information is kept

CampusMosaic keeps a school's information for as long as the school has an account. What happens afterwards is described below, and it happens on a schedule rather than when somebody here gets round to it.

Login sessions are removed once they expire. Uploaded import spreadsheets go on the thirty-day clock described above. Everything else belongs to the school and stays until the school closes its account.

Taking your records with you

A school administrator can download everything the school holds, at any time, from School settings → Export your data. It arrives as a folder of spreadsheet files you can open in any spreadsheet program, along with your student and class photographs. You do not have to be leaving to take it, and you do not have to ask us.

The export contains your school's records and nothing else. It deliberately leaves out passwords, login sessions, unused invitation links, and the card identifiers held by our payment processor, none of which would be safe or useful in a file you might email to somebody.

Closing a school account

A school administrator can close the school from School settings → Close this school. We ask you to take your export first, and to type the school's name, because this is not something to do by accident.

When a school is closed it stops opening for everybody at that school, and its subscription to CampusMosaic stops renewing at the end of the period you have already paid for — we do not cut a period short and we do not take another payment. Tuition your school has charged its own families is between you and them, and we do not cancel or refund any of it.

Nothing is deleted for thirty days. Within that window, write to us and we will turn the school back on exactly as it was. After it, the school's records are permanently deleted from CampusMosaic — students, families, attendance, grades, invoices, messages and photographs. Accounts belonging only to that school are deleted with it; anyone who also works at another school in CampusMosaic keeps their account and that other school.

Two things are deliberately kept afterwards: the record that a named person accepted these documents on a date, and a line noting that a school of that name was closed and then deleted. Neither contains any information about a child. Deletion is also subject to the backup timing described above.

Emails CampusMosaic sends

There are two kinds, and neither is marketing. The first is sent to one person because of something they or their school just did: a password reset, an invitation to join a school, a confirmation that a registration was received, a notice that a child was marked absent. These have no unsubscribe link, because switching off a password reset would lock you out of your own account.

The second is an announcement written by your school and sent to the families or staff your school chose — the weekend equivalent of a note in a bookbag. CampusMosaic delivers it; your school decides what it says and who receives it. We treat these as school communication rather than marketing, so there is no unsubscribe link on them either. If you would rather not receive them, ask your school, because your school controls the list.

CampusMosaic does not send you marketing email about CampusMosaic, and does not give your address to anyone else to market to you.

Asking about your information

If you are a parent or a teacher, your school controls the records about you and your children inside CampusMosaic; ask the school first, because they can make the change themselves. If you are a school administrator, you can already read, correct and export a great deal directly in the product — and you can write to us for anything you cannot.

The rights you have over information about you depend on where you live, and we are not going to pretend otherwise by listing a set of rights that applies everywhere. What we will do is answer a request about access, correction or deletion, tell you what we hold, and tell you plainly if there is something we cannot do.

Cookies

CampusMosaic uses only the cookies it needs to work: one that keeps you signed in, and one that protects forms against being submitted from another site. Occasionally a short-lived cookie carries a status message — "invitation sent" — from one page to the next.

There are no advertising cookies and no tracking cookies. CampusMosaic does not run analytics of any kind: no page-view tracking, no session recording, no visitor profiling. That is also why there is no cookie banner asking for your permission — there is nothing here to consent to beyond the cookies that make signing in possible.

Schools outside our own country

CampusMosaic is available to schools in more than one country, and information may be stored and processed in a country other than your own. If your school is required to keep records in a particular place, ask us before you sign up and we will tell you where your data would actually live, so you can decide.

We have not completed a formal certification or transfer framework, and this page does not claim compliance with any particular data-protection regime.

Changes to this policy

When this policy changes we update the effective date at the top of the page. If a change materially affects what we do with school or student information, we will email the administrators of each school as well.