Privacy policy

Who we are

LearnWorkly ("we", "us") provides an online tool that lets teachers and tutors see their students’ work during and between lessons. You can contact us about privacy at any time at hi@learnworkly.com.

Teachers, students and our role

LearnWorkly has two kinds of users:

• Teachers (tutors, trainers, schools) create an account, build activities and invite students. For teacher accounts, we are the controller of the data.
• Students join a teacher’s class with a code or a link. They do not create an account. For student data, the teacher (or their school or centre) is the controller and we process the data on their behalf, as a processor, under our data processing terms.

If you are a student or a parent and have a question about your data, the quickest route is your teacher. You can also write to us and we will help.

Data about teachers

• Account: name, email address, password (stored only as a secure hash) or your Google account if you sign in with Google, language, and country (used to show prices in the right currency).
• Your content: classes, activities, questions, documents and feedback you create, and your logo if you use custom branding (shown to your students instead of the LearnWorkly logo).
• Billing: your plan and subscription status. Card details are handled by Stripe and never reach our servers.
• Product analytics: a record of actions in your account (for example "created an activity"), stored in our own database to improve the product. It never includes student content, uses no cookies and no third-party analytics.

Why: to provide the service you signed up for (contract), to bill you (contract, legal obligation), to keep the service secure and improve it (legitimate interests), and to send you emails about your account. We do not send marketing emails without your consent.

Data about students

By default a student only needs a display name. We do not ask for dates of birth, phone numbers or device identifiers.

• Work: answers, drawings, audio recordings, photos and files the student hands in, scores and the feedback exchanged with the teacher.
• Contact email (optional): a teacher can add an adult student’s email or a parent’s email, and only after confirming they have permission. It is used only for new assignment emails, due-date reminders, new feedback and progress reports. Every email has a one-click unsubscribe link. Parents never receive the student’s sign-in link.
• Document views: which documents shared by the teacher a student opened, so the teacher can see who has read them.
• Page activity (off by default): if a teacher turns it on for an activity, students always see a notice, and we record only how many times they left the page (and for how long), pasted, or left full screen, with the time of the last 100 such events. We never record what was pasted or what was typed.

We use student data only to provide the service to the teacher. We never profile students, never show them recommendations based on their behaviour, and never share their data with anyone other than their teacher.

Cookies and tracking

In the LearnWorkly app we use one essential cookie to keep teachers signed in; students’ sign-in is kept on their device in the same way. The app has no advertising or analytics cookies and no tracking pixels.

Analytics on this website (only if you agree)

On this website (learnworkly.com, not the app) we would like to use Google Analytics, through Google Tag Manager, to see which pages help tutors. It only runs if you click Accept in the cookie banner; until then nothing is loaded from Google. If you agree, Google Analytics sets cookies (named _ga) and receives information such as the pages you visit, your browser and device type, and your approximate location. We do not use it for advertising and do not combine it with your LearnWorkly account. Google acts as our processor and may process this data in the US under the EU-US Data Privacy Framework. You can change your mind at any time with Cookie settings at the bottom of every page; declining removes the Google Analytics cookies. Students’ data never goes to Google Analytics: it is not used in the app at all.

Fonts are hosted by us. The only exception is when a teacher chooses a Google font for an activity: the student pages of that activity then load the font from Google, which receives the student’s IP address as with any web request.

Live chat

The Chat with us button on this website and in the teacher app opens live chat run by Zoho SalesIQ. Nothing is loaded from Zoho until you click it. When you do, Zoho receives what you type, your browser and device details, your IP address and the page you are on, and sets cookies to keep the conversation going; on this website the chat then also loads on the next pages you open. We do not pass your account details to the chat: if you want us to look at your account, tell us your email in the chat. Please do not share students’ personal data in the chat. Zoho acts as our processor and may process this data in the US.

AI features

When a teacher asks for it, we use OpenAI to draft questions from a prompt or an uploaded worksheet, and to draft progress reports for parents. We send only the teacher’s prompt or worksheet, scores, skill names and the teacher’s comments. We never send student names, emails or identifiers: reports refer to "your child". Uploaded worksheets are deleted right after use, and requests are made with storage turned off. AI drafts are always reviewed by the teacher before they are used.

Who we share data with

We never sell data. We use a small number of service providers (subprocessors) under data processing agreements:

The full list, including what data each provider receives, is on our subprocessors page. We may also disclose data if the law requires it.

Where data is stored

Our database, files, backups and logs are stored with Amazon Web Services in Ireland (EU). Where a provider processes data outside the UK or the European Economic Area, we rely on an adequacy decision or the European Commission’s Standard Contractual Clauses (with the UK addendum).

How long we keep data

• Deleting something in the app (a class, a student, an activity, a document…) hides it immediately. It is then permanently erased, including files, during our regular clean-up, at the latest about 90 days after deletion. Until then it is still included in your data export.
• Deleting your account from your profile erases your account and all its data, including students, files and sessions, immediately. It cannot be undone.
• Sign-in sessions expire after 30 days, or 14 days without use.
• Undeliverable addresses: if an email to an address bounces permanently or is reported as spam, we keep a one-way hash of that address (not the address itself) so we never email it again.
• Billing records (invoices with your name, email and billing address) are kept by Stripe as long as tax law requires, usually up to 10 years. When you delete your account, a paid plan is cancelled immediately and the Stripe customer record is no longer linked to your LearnWorkly account.

Your rights

Under the UK GDPR and the EU GDPR you can access, correct, export or delete your data, object to or restrict some processing, and complain to a supervisory authority. Teachers can do most of this themselves from their profile page: download all their data (including students’ data), edit it, or delete their account. For anything else, email hi@learnworkly.com and we will reply within one month.

In the UK you can complain to the Information Commissioner’s Office; in the EU, to your local data protection authority.

Children

Many students are under 18. We follow the UK Age Appropriate Design Code: the highest privacy settings by default, minimal data, no profiling, no nudges, and no sharing of students’ data beyond their teacher. Teachers are responsible for having a lawful basis for adding their students, such as consent from parents where it is needed.

Security and breaches

Data is encrypted in transit (HTTPS) and at rest. Students’ files are only available through private links that expire after a short time, never publicly. Access is limited to what each part of the system needs, and our logs do not contain names, emails or student work. Read more on our security page.

If a personal data breach happens, we will inform the supervisory authority within 72 hours where required, and tell affected teachers without undue delay so they can inform their students.

Changes and contact

If we change this policy in a way that matters, we will tell teachers by email before it takes effect. Questions: hi@learnworkly.com.