Privacy Policy

Last updated: November 9, 2026

This policy explains how the Scholax platform and mobile application handle information when providing school management, learning, and communication services. Each school operates in an isolated workspace, and its data is not made available to users of another school.

1. Information we process

• Account information such as name, email address, phone number, role, and profile photo.
• Educational and administrative records such as classes, subjects, attendance, assignments, grades, messages, and attachments.
• Dues, payment records, and bus subscriptions associated with student and guardian accounts.
• Technical information needed to operate the service, including device type, notification token, security logs, and error logs.
• Precise location when using location-based attendance or authorized student pickup, when a driver shares a bus trip location, or when a guardian chooses to use their location to set a stop. Data may include coordinates, accuracy, and the time of the reading, linked to the relevant record, account, or trip.

2. How information is used

We use information to authenticate users, provide school, learning, and school transport features, manage dues and payments, deliver notifications, protect accounts, diagnose technical issues, and comply with applicable legal or regulatory obligations.

3. Location and bus trips

• Attendance and pickup: Location is used when a user performs an authorized attendance or student pickup action to verify the area configured by the school, after the required permission is granted.
• Driver location sharing: The driver starts a bus trip and agrees to the in-app location-sharing disclosure. The phone's location updates are sent to the server to display the bus position to authorized school staff and guardians of students assigned to that bus, and to calculate proximity and arrival alerts for their saved stops.
• Background and locked-screen use: Driver location updates may continue during an active trip when the app is minimized or the screen is locked, with an ongoing Android notification or an iPhone location indicator, subject to device permissions, system behavior, and connectivity. Ending the trip in the app stops sharing new updates. Location permission can also be revoked in device settings; disabling location, losing connectivity, or force-closing the app may interrupt updates.
• Guardian location: A guardian can select a stop on the map or choose to use their current location to save the stop. Viewing a bus does not require sharing the guardian's location, and this feature does not continuously track guardians in the background.
• Bus location and stop data are used to operate the service, not for advertising tracking. The bus position alone does not confirm that a student boarded or was handed over; attendance and handover status depend on their authorized records and procedures.

4. Device permissions and files

The application may request access to the camera, photos, or files so a user can upload a profile image, assignment, or chat attachment. A file is uploaded only after the user selects it or performs a clear upload action.

5. Sharing of information

We do not sell personal information. Hosting, attachment storage, email, notification, map, and other technical providers may process limited information as required to operate the service under appropriate safeguards. Services used include Microsoft OneDrive for attachments and Firebase for notifications, depending on the enabled feature. The map tile provider may receive the connection's IP address and the requested map area when map images are loaded.

School administrators and authorized users may access information according to their assigned roles. Bus trip location is available only to authorized users within the school and guardians associated with the bus; driver location and student stops are not published to the public.

6. Retention and security

Information is retained as necessary to provide the service and preserve required educational or financial records. We use access controls, security measures, and tenant isolation, although no electronic storage or transmission method can be guaranteed to be completely secure.

Trip records, including the last recorded location, its timestamps, related alerts, and saved stops, may remain after a trip ends. Ending a trip stops new updates and does not automatically delete stored information. Retention is subject to school transport operations, recordkeeping needs, and the rights requests described below; granting location permission does not imply unlimited retention.

7. Account deletion

Eligible users can request account deletion from the profile page in the application. Login access and unnecessary personal information are removed or disabled, while academic, financial, or other records that the school is required to retain may remain.

8. Students and children

Student accounts are managed under school and parent or guardian supervision in accordance with applicable rules. A parent, guardian, or school must not create or use a child's account without the authority and consent required by law.

9. User rights and location controls

Users may request access, correction, objection, or deletion where legally available by contacting their school administration or the official Scholax support channels.

Users can change location permissions in their device settings. Drivers need location access to share an active trip, and location-based attendance or pickup actions need permission when used. Guardians can view the bus without granting their own location or select a stop manually on the map. For access to or deletion of trip and stop data, contact the school that manages the account.

10. Changes and contact

We may update this policy as the service or applicable requirements change. The latest version and update date will be displayed on this page. For questions, contact your school administration or use the official contact channels published on the Scholax platform.