Privacy & Data Protection

Responsible Handling of Learner Information, Platform Data, and Online Learning Records

Thoth.School aims to handle learner, parent/guardian, staff, platform, course, and communication information responsibly, securely, and only for legitimate educational and operational purposes.

Purpose of This Page

This page explains Thoth.School’s privacy and data-protection principles for online learning. It is intended for learners, parents, guardians, instructors, staff, partners, reviewers, and stakeholders who need to understand how information may be collected, used, protected, reviewed, and retained in the academy’s learning environment.

Privacy and data protection are connected to safeguarding, eSafety, academic integrity, learner support, technology requirements, accessibility, complaints, provider-status clarity, data retention, and responsible use of external tools.

Privacy Principle

Thoth.School aims to collect and use only the information reasonably needed to support online learning, learner access, course participation, communication, support, safeguarding, academic review, operational administration, and continuous improvement.

Personal information should be handled carefully, accessed only by those with a legitimate need, and protected from unnecessary sharing, misuse, loss, unauthorized access, or inappropriate disclosure.

Information Thoth.School May Handle

Depending on the learner, program, course, or interaction, Thoth.School may handle information such as:

  • learner name, account details, login identity, and contact information;
  • parent/guardian contact information for school-age learners;
  • course enrollment, pathway interest, progress, participation, and completion information;
  • assignments, quiz results, feedback, projects, submissions, and academic records;
  • support requests, complaints, safeguarding concerns, technology-support information, and communication records;
  • device, browser, access, platform, or technical information needed to support online learning;
  • payment, registration, or administrative information where applicable;
  • provider-status, examination-route, or external-registration information where relevant.

School-Age Learner Information

Information relating to school-age learners should be handled with additional care. Parent/ guardian communication, safeguarding expectations, privacy awareness, and age-appropriate access controls are especially important for younger learners.

School-age learners should not share unnecessary personal information in assignments, communications, discussions, AI tools, cloud tools, external platforms, or public spaces. Parents and guardians should help learners understand what information should remain private.

How Information May Be Used

Thoth.School may use information for legitimate educational and operational purposes, including:

  • creating and managing learner access to courses and platform resources;
  • supporting teaching, learning, assessment, feedback, and learner progress;
  • communicating with learners, parents, guardians, instructors, staff, and support personnel;
  • handling technology-support requests, complaints, safeguarding concerns, and learner-support issues;
  • improving course quality, platform usability, policy clarity, and learner support;
  • maintaining records needed for administration, review, compliance readiness, or provider discussions;
  • supporting external provider, examination, or certification processes where separately applicable and properly communicated.

Data Minimization

Thoth.School aims to avoid collecting unnecessary information. Learners, parents, guardians, instructors, and staff should avoid submitting personal, sensitive, confidential, employer, client, medical, financial, or legal information unless it is clearly required for the learning, support, safeguarding, administrative, or provider-related purpose.

Course activities should not request sensitive personal information unless there is a clear and appropriate educational or operational reason.

Access Control

Access to learner information should be limited to those who need it for teaching, support, safeguarding, administration, technology operation, quality review, complaints handling, or relevant provider-related processes.

Learners must not access, copy, share, alter, or misuse information belonging to other learners, staff, parents, guardians, instructors, or the academy. Unauthorized access or misuse of data may result in disciplinary or protective action.

Platform Accounts and Login Security

Learners are responsible for protecting their account access. Passwords and login credentials should not be shared with other learners or unauthorized users. Account misuse, suspected unauthorized access, or password exposure should be reported promptly.

Parents and guardians should help school-age learners understand safe account use, password protection, and the importance of logging out of shared devices.

Assignments, Communications, and Learning Records

Course submissions, quizzes, projects, feedback, messages, support requests, and participation records may form part of the learner’s educational record within the platform. Such records may be used to support learning, review progress, respond to concerns, and improve course quality.

Learners should avoid including private or unnecessary personal information in assignments, messages, projects, or discussion posts unless the course specifically requires it and the use is appropriate.

Use of External Tools and Providers

Some courses may use or reference external platforms, productivity tools, AI tools, cloud tools, communication tools, certification providers, or examination-related systems. External tools may have their own terms, privacy practices, technical requirements, and data-handling rules.

Thoth.School should communicate when an external tool is required for a course or activity. Learners and parents/guardians should review such requirements before using external tools, especially for school-age learners.

Artificial Intelligence and Privacy

Learners should not enter confidential, sensitive, personal, private, family, employer, client, medical, financial, identity, or restricted information into AI tools unless the tool is approved for that purpose and the learner has permission to share the information.

AI tools may store, process, or reuse information according to their own settings and provider rules. Learners should treat AI tools carefully and should not assume that information entered into an AI system remains private.

Safeguarding and Privacy

Privacy is important, but safeguarding and learner protection may require appropriate sharing of information with responsible persons, parents/guardians, support personnel, or external authorities where there is a serious safety concern, legal obligation, or urgent protection need.

Confidentiality cannot be promised absolutely where learner safety, safeguarding escalation, serious misconduct, or legal responsibility requires appropriate disclosure.

Data Retention

Thoth.School may retain information for a period needed to support learning, administration, safeguarding, complaints, recordkeeping, quality review, technology operation, provider-related processes, or legal and operational purposes.

More information about retention principles is provided on the Data Retention page. Retention periods may vary depending on the type of information, course, learner status, provider requirements, safeguarding concern, complaint, or operational need.

Parent and Guardian Rights and Responsibilities

Parents and guardians of school-age learners may need access to relevant information about learner participation, progress, technology readiness, conduct, safeguarding, or support needs. Such communication should be handled carefully and should focus on supporting the learner.

Parents and guardians should help learners protect passwords, avoid oversharing personal information, use approved communication channels, and report privacy or safety concerns.

Learner Responsibilities

Learners are expected to:

  • protect their login credentials and personal information;
  • avoid sharing another person’s private information;
  • use platform tools and external tools responsibly;
  • avoid uploading unnecessary sensitive information;
  • respect course, privacy, academic integrity, and eSafety rules;
  • report suspected privacy, account, or data-security concerns promptly.

Data Accuracy and Corrections

Learners, parents, guardians, or staff should contact Thoth.School if they believe relevant account, contact, enrollment, support, or learning information is incorrect and requires review.

Corrections may depend on the type of information, course status, system limitations, record integrity, provider requirements, and administrative needs.

Reporting Privacy Concerns

Privacy concerns should be reported through the appropriate contact or complaints route. Useful information may include the course or page involved, the type of information affected, the date and time, the account or activity involved, and any immediate risk.

Concerns involving safeguarding, learner safety, account compromise, harassment, or serious misuse of information should be reported promptly.

External Provider Requirements

External academic, examination, certification, cloud, AI, cybersecurity, or technology providers may have their own privacy policies, registration processes, identity requirements, data handling practices, and recordkeeping rules.

Participation in Thoth.School learning does not automatically create external provider registration, examination entry, certification, privacy rights, or data-handling arrangements. Learners and parents/guardians should review relevant external provider requirements where applicable.

Continuous Improvement

Thoth.School will continue improving privacy and data-protection practices as courses, learner numbers, tools, provider relationships, and operational processes develop.

Improvements may include clearer notices, better workflows, stronger access controls, improved recordkeeping, updated policy language, staff guidance, and learner/parent communication.

Commitment to Responsible Data Handling

Thoth.School is committed to responsible handling of learner and platform information. Privacy protection supports trust, safeguarding, academic integrity, safe online learning, and long-term institutional credibility.