Privacy Policy — Chanceria

1. Controller and processor

This distinction matters more here than on most websites, because two different relationships are covered by one policy.

Pupil, guardian and staff records held in the platform. Your school is the data controller. Chanceria acts as a data processor, processing those records only on your instructions and under the data processing agreement that forms part of your contract. That agreement, not this page, governs how those records are handled.
This website, and enquiries made through it. Chanceria is the controller for the details you give us when you request a demo or contact us — your name, role, school and email.

If you are a parent or pupil asking about records your school holds in Chanceria, your request should go to the school, which decides what is held and for how long. We will support the school in answering it.

2. What Data We Collect

2.1 Account data (collected at registration)

Email address — Required to create and access your account, send service notifications, and facilitate account recovery.
Password (hashed) — Stored as a one-way cryptographic hash. We cannot recover or read your password.
Subscription status — Your current plan, subscription start date, and renewal date.

2.2 Payment data

Payment processing is handled by our third-party payment processors. We receive and store:

Payment method type (e.g., "credit card" — not your card number)
Transaction reference ID from the payment processor
Amount, currency, and transaction date

We never see or store your full card number, CVV, or bank account details. These are handled exclusively by PCI-DSS certified payment processors.

2.3 Support communications

When you contact our support team, we retain your email address and the content of your support tickets to resolve your issue and maintain support history. Support correspondence is stored for up to 12 months unless a legal obligation requires longer retention.

2.4 Website analytics (aggregated)

Our website uses privacy-respecting analytics. We collect aggregated metrics (page views, country-level traffic) to improve our website. No personal data is transmitted to third-party analytics providers unless you have explicitly opted in.

3. How We Use Your Data

To provide and maintain the Chanceria service
To process payments and manage your subscription
To send service-related notifications (e.g., billing, security alerts)
To respond to support requests
To improve our product and website

4. Data Sharing

We share your data only with:

Payment processors — to handle billing securely
Infrastructure providers — to host and deliver the service
Legal authorities — when required by law

We do not sell, rent, or trade your personal data.

5. Data Retention

We retain your account data for as long as your account is active. Upon deletion, we purge your personal data within 30 days, except where legal obligations require longer retention (e.g., financial records).

6. Your Rights

Depending on your location, you may have the right to:

Access the personal data we hold about you
Correct inaccurate data
Request deletion of your data ("right to be forgotten")
Object to or restrict processing
Data portability
Lodge a complaint with your local data protection authority

To exercise any of these rights, please contact us via our contact page.

7. Cookies

We use essential cookies necessary for the service to function. For details, see our Cookie Policy.

8. Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, and access controls. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by email or via a notice on our website. The "last updated" date at the top reflects the most recent revision.

10. Contact

For privacy-related questions, please use our contact form.