Privacy Policy

We collect three families of data:

• Identity data — first name, last name, email, phone and role (administrator, teacher, parent, student, accountant, front desk) of the users invited by the School.
• School data — information about students (student number, class, grades, attendance, remarks), about teachers (subjects, assigned classes) and about internal interactions (announcements, messages, leave requests).
• Technical data — IP address, device type, operating system, connection logs. We use this data solely to secure the platform and improve the quality of the service.

Data is processed solely in order to:

• provide and maintain the service;
• authenticate users and secure their sessions;
• generate the official documents the School requests (report cards, receipts, ID badges);
• enable communication within the School (announcements, messages, notifications);
• provide user support and technical maintenance;
• comply with legal and regulatory obligations.

Processing rests on performance of the contract between Klavenn and the School, on the consent of invited users, and on Klavenn’s legal obligations (fraud prevention, retention of connection logs).

School records — attendance, entries and exits, clock-ins, grades, payments — are attached to the academic year they belong to and are never expired, thinned out or aggregated away while the subscription is active. A record from ten years ago is read the same way as one from this morning.

That retention is tied to the subscription, and this is the important point: Klavenn is not the School’s archive. We hold the data so the platform can work. If the subscription ends, the data is kept for 30 days so it can be recovered or exported, and is then permanently deleted from our systems.

Long-term preservation is the School’s responsibility. A school register has to survive a change of provider, and often a legal retention obligation longer than any contract with us. The School can export its records at any time from the administration area, in an open format, and undertakes to keep its own archive of anything it must retain beyond the subscription.

Only purely technical logs (authentication and connection logs) are kept for 12 months for security purposes, then purged automatically. They contain no school records.

Klavenn does not sell, rent or share Schools’ data with third parties for commercial purposes. The only sharing that can occur is:

• with our technical sub-processors (database hosting, storage, email delivery, payment integrations), strictly to the extent needed to provide the service;
• under a court order or a duly justified legal request;
• with the School’s express, prior agreement.

The list of sub-processors is kept up to date and can be provided on request at info@klavenn.com.

Klavenn implements appropriate technical and organisational measures to protect data: TLS encryption in transit, bcrypt for passwords, logical multi-tenant isolation, daily backups, complete audit logs, and role-based access control (RBAC).

More detail on the Security page.

Anyone whose data is processed may exercise the following rights:

• the right of access and rectification;
• the right to erasure and to restriction of processing;
• the right to data portability;
• the right to object on legitimate grounds.

Requests should go first to the School that invited the user. Klavenn can be contacted directly at privacy@klavenn.com if that proves difficult.

Data is hosted in facilities that follow international security best practice. Where international transfers occur, they are governed by standard contractual clauses.

The platform uses cookies strictly necessary for authentication (a signed session cookie), for interface preferences (language, theme, dashboard configuration) and for aggregate analytics. No advertising or cross-site tracking cookies are used.

For any question about this Policy, or to exercise your rights, write to privacy@klavenn.com.