Compliance
Everything we publish about how AgentChamp handles data, in one place. If you are assessing AgentChamp for a school, the schools' pack below is written for you, including a DPIA support pack you can lift from directly, and an honest list of the assurances we do not yet hold.
For everyone
- Privacy PolicyWhat we collect, why, who sees it, and how long we keep it.
- Your Information, ExplainedThe same thing, written for the children who read here.
- Terms of ServiceThe agreement between you and AgentChamp.
- Cookies and StorageEvery cookie and stored value, named. There are two cookies and no trackers.
- Accessibility StatementWhere we conform to WCAG 2.1 AA, and where we do not yet.
For schools
- Data Processing AgreementThe processor terms a school accepts at registration.
- Sub-Processor InventoryEvery third party that touches data, what each receives, and where it sits.
- DPIA Support PackThe supplier half of your Data Protection Impact Assessment: data flows, risks, mitigations.
- Security MeasuresOur technical and organisational measures in full, including what we do not have.
- Safeguarding and Online SafetyThe four Cs, for a designated safeguarding lead.
- AI and Children's DataWhere AI is used, and why no child’s data ever reaches a model.
- Record of Processing ActivitiesOur Article 30 record, both as controller and as processor.
How long we keep things
We keep children's data for as long as we need it and no longer, and we tell you what that means in days. Billing records are the exception: the law makes us keep those, and the table says so.
Pupil account and reading data, once archived
- How long
- 12 months
- When the clock starts
- The later of the archive date and the end of the Family plan. While a Family plan is live the account is kept (we review that at every renewal) and the 12 months start when it ends.
Pupil accounts with no school and no paying family
- How long
- 365 days of inactivity
- When the clock starts
- The last sign-in, or the date the account was created if the child never signed in.
Staff and parent accounts
- How long
- Not deleted on a timer
- When the clock starts
- A removal request (yours or the account holder’s). We never delete an adult account for going quiet: a teacher who was off for a year would lose their class, and a school could lose the only account that administers it. Your school admin removes staff, and any adult can ask us to remove their own account; either way it is switched off at once and permanently erased 90 days later, as in the row below.
Anything deleted (by you, or by the sweeps above)
- How long
- 90 days, then erased for good
- When the clock starts
- The deletion itself. The account is switched off immediately and can be restored during those 90 days; after that it is gone and cannot be brought back.
Billing and contract records
- How long
- 6 years
- When the clock starts
- The end of the financial year the payment or contract falls in. This one is not ours to shorten: UK tax and company-records law requires six years. (Seven years is the US rule, not the UK one.) These are invoices, payments and contract terms: no reading data, no quiz answers, nothing a child produced.
| What | How long | When the clock starts |
|---|---|---|
| Pupil account and reading data, once archived | 12 months | The later of the archive date and the end of the Family plan. While a Family plan is live the account is kept (we review that at every renewal) and the 12 months start when it ends. |
| Pupil accounts with no school and no paying family | 365 days of inactivity | The last sign-in, or the date the account was created if the child never signed in. |
| Staff and parent accounts | Not deleted on a timer | A removal request (yours or the account holder’s). We never delete an adult account for going quiet: a teacher who was off for a year would lose their class, and a school could lose the only account that administers it. Your school admin removes staff, and any adult can ask us to remove their own account; either way it is switched off at once and permanently erased 90 days later, as in the row below. |
| Anything deleted (by you, or by the sweeps above) | 90 days, then erased for good | The deletion itself. The account is switched off immediately and can be restored during those 90 days; after that it is gone and cannot be brought back. |
| Billing and contract records | 6 years | The end of the financial year the payment or contract falls in. This one is not ours to shorten: UK tax and company-records law requires six years. (Seven years is the US rule, not the UK one.) These are invoices, payments and contract terms: no reading data, no quiz answers, nothing a child produced. |
A parent or your school can ask us to delete a child's account sooner, and we will. Nothing in this table is ever sold or used for advertising.
Asking us something
If your school has a supplier assessment form, a DPO questionnaire, or a question none of these answer, send it to privacy@agentchamp.co.uk. Several of the controls described in these documents exist because a school asked for them.
AgentChamp Ltd is registered in England and Wales, company number 17176256, and registered with the Information Commissioner's Office under reference ZC230270.
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