Privacy Policy

Class Tracker (“we”, “us”) runs this website, classtracker.lk, and the Class Tracker application used by tuition teachers in Sri Lanka (the “app”). In this policy, “the teacher” means the tuition teacher, or the institute, that has a Class Tracker account. You can reach us through our contact page.

We play two different roles, so this policy has two parts:

• Visitors and people who contact us. If you browse this website or ask for to get started, we decide why and how your information is used. We are the “controller” of it. Sections 2 and 3 cover this.
• People whose details are recorded in the app. That means an teacher's students, their parents or guardians, and anyone helping the teacher. The teacher decides what to record and why, so the teacher is the controller. We act as its “processor”: we store and handle the information on its behalf, only to provide the service and only on its instructions. Sections 4 and 5 cover this.

What we collect. If you use the contact form we collect your name, the phone number or email address you give us, and your message. If you use the Get Started form we collect your name, phone number and the name of your class or institute, and optionally your email address, the rough number of students and a message. We also note which page and button you used to send the request, so we can tell which parts of this website are useful. Nothing else is required, and you can browse the whole site without giving us anything.

Cookies and tracking. This website does not set cookies. It has no analytics, advertising or social-media trackers, and its fonts are served from our own pages, not from a third party.

Server records. Like any website, our hosting provider automatically receives technical details when you load a page, such as your IP address, browser type and the page requested. These are used to deliver the site and keep it secure.

We use what you send through the Get Started and contact forms only to:

• contact you to set up your account and help you get started;
• reply to your messages and questions;
• answer your questions about Class Tracker; and
• keep a record of the conversation so we can follow up if you ask us to.

The form is delivered to us by email using Mailgun, an email delivery service. We do not add you to a mailing list, and we do not send marketing emails unless you ask for them. We keep these requests only as long as we need them for these purposes, and we delete them when you ask.

We handle your request because you asked us to (your consent), and so that we can run our business and respond to enquiries (our legitimate interest). You can withdraw your consent at any time through our contact page.

The app holds the records a teacher needs to run their classes. Depending on how the teacher uses it, that can include:

• Account details: the class or institute name, address, phone number, email address and logo.
• Logins for the teacher and any assistants: name, email address and what each person is allowed to see. If you sign in with a password, it is handled by our authentication provider in protected form and we cannot read it. If you choose Google sign-in, Google tells us your email address and name.
• Teachers: name, phone number and email address.
• Students: name, a student number, the classes they attend, their attendance, and the identity code printed on their ID card (a random identifier that carries no personal details itself).
• Parents and guardians: name, phone number and email address, linked to their children.
• Fee records: class fees, which months each student has paid for, the amounts recorded, and any free passes or discounts. Class Tracker records this information; it does not take card or bank payments.

Children. Many students are under 18. Their information is entered by the teacher, who is responsible for having the right to do so (see our Terms of Use). We do not collect information from children ourselves, and children do not have their own accounts.

Camera. If staff scan ID cards with a phone or laptop camera, the video is read on that device to detect the code. It is not recorded or uploaded.

In your browser. To keep you signed in, the app stores a session in your browser's storage. It also remembers a few settings on your own device, such as temporary fee estimates you type in and, for our administrators, the account last viewed. None of this is used for tracking, and you can clear it by signing out or clearing your browser data.

We use app information only to provide Class Tracker to the teacher: to show it to the people the teacher has authorised, to calculate attendance and fee summaries, to print ID cards and reports, and to keep the service secure and working. We do not use students' or parents' details for marketing, profiling or advertising.

Inside each account, access is limited:

• Only people the teacher has asked us to add can sign in. There is no public sign-up.
• Each assistant has a role that decides which parts of the app they can view or change, for example attendance but not payments.
• Each teacher's records are separated from every other teacher's, and this separation is enforced in the database, not only on the screen.

Our own administrators can see a teacher's records when they set up the account, give support, or fix a problem. They do this only for those purposes.

We do not sell personal information. We use a small number of service providers to run the website and app, and they handle information only to provide their service to us:

• Supabase: database, sign-in and file storage (such as logos) for the app.
• Vercel: hosting for this website and the app.
• Mailgun: delivers messages from this website's forms to us.
• An email delivery service: sends invitation and password-reset emails to app users.
• Google: only if you choose to sign in with Google.

We may also disclose information when the law requires it, for example to a court or a public authority, or to protect the safety of people or the service. If our business is ever sold or merged, information may move to the new owner, who must honour this policy.

Our service providers run data centres in several countries, so information may be stored or processed outside Sri Lanka. When it is, we rely on providers that protect information with appropriate safeguards, and we share only what is needed to provide the service.

• Get Started requests and contact messages are kept only as long as needed to respond and follow up, and deleted when you ask.
• App records are kept for as long as the teacher uses Class Tracker. Attendance and payment history is kept because teachers need it for their own records. A teacher can ask us to correct or delete records, or for a copy, at any time.
• When a teacher stops using Class Tracker, we delete their information, or return it first if they ask us to, unless the law requires us to keep something.

Information travels over encrypted connections. Access is controlled by sign-in and role-based permissions, teachers' records are separated from one another in the database, and past payment records are not rewritten when fees change. Administrator access is limited to what we need to run the service.

No system is completely secure, and we cannot promise otherwise. If we learn of a breach that affects your information, we will tell the teacher and the people affected, and the authorities where the law requires, without unreasonable delay.

Under Sri Lanka's Personal Data Protection Act, No. 9 of 2022, you can ask to:

• know whether we hold information about you, and get a copy;
• have inaccurate or incomplete information corrected;
• have information erased or restricted where the law allows;
• withdraw consent you gave us, and object to certain uses; and
• complain to the Data Protection Authority of Sri Lanka if you think we have handled your information unlawfully.

If your details are in a teacher's records, such as a student or parent, please ask the teacher first, because they control that information. If you contact us instead, we will pass your request to the teacher and help them respond. For anything we control, such as a Get Started request, use our contact page and we will reply within a reasonable time.

If we change this policy in a way that matters, we will update the date at the top of this page and, for teachers using the app, let them know. The latest version always applies.

For questions about this policy or your information, use our contact page. Please include enough detail for us to find your records, for example your class or institute name.