Privacy Policy

1. Who is responsible for your data?

EduSim is the “data controller” for the information we collect about you when you use our Service. This means we decide how and why your data is processed.

If you have any questions about this policy, you can contact us at: support@edusim.co.uk.

2. Information we collect

We collect and process the following categories of information:

• Adult account details – name, email address, role, authentication identifiers and organisation/group membership.
• Child account details – display name set by an adult, child login ID and PIN, group membership and progress data.
• Learning data – topics assigned, answers submitted, marking decisions, feedback and completion status.
• Technical & security data – IP address, device and browser information, login timestamps, Firebase session data and other information required to keep accounts secure.
• Billing data (for paid plans) – limited information about your subscription status and payment outcome. Full payment details (such as card numbers) are handled by our payment provider and are not stored by EduSim.
• Support communications – messages you send us, such as via email or contact forms.

3. Cookies & similar technologies

EduSim uses cookies and similar technologies only where necessary to provide the Service (for example to keep you signed in and protect your account). We do not currently use third-party advertising or marketing cookies.

For more detail, see our Cookie Policy.

4. How we use your information

We use personal data for the following purposes:

• To create and manage adult and child accounts.
• To provide the EduSim Service and its features.
• To track learning progress and display results to adults.
• To manage groups, roles and permissions.
• To provide customer support and respond to enquiries.
• To process payments and manage subscriptions (via our payment provider).
• To monitor, maintain and improve the security and performance of EduSim.
• To comply with legal or regulatory obligations.

5. Legal bases for processing

Under the UK GDPR, we must have a lawful basis to process your data. We rely on:

• Contract – to provide the Service you sign up for and to manage your account.
• Legitimate interests – for example to maintain security, improve the Service and prevent abuse, where these interests are not overridden by your rights.
• Consent – where we ask for your clear consent for a specific purpose (you may withdraw consent at any time).
• Legal obligation – where we are required to keep or share data by law.

Children's data is processed under the authority of an adult account holder (for example a parent or school) who creates and controls their access to EduSim.

6. How long we keep your information

We keep personal data only for as long as is reasonably necessary to provide the Service and meet legal requirements. In general:

• Account and learning data is retained while your account is active.
• We may retain limited records after account closure for security, fraud prevention and legal compliance.
• Support emails and operational logs may be kept for a reasonable period to help us respond to future issues and maintain service integrity.

When data is no longer needed, we will delete it or anonymise it so it can no longer identify an individual.

7. Sharing your information

We may share data with:

• Service providers – such as Firebase (for hosting and authentication), Paddle (for subscription billing), and email providers. These providers act as “processors” and may only use data as instructed by us.
• Group members – adults within your group (for example co-teachers or co-parents) will see the child progress data and information you choose to share through the Service.
• Authorities – where we are required by law, court order or regulatory request to share information.

We do not sell personal data or share it with third parties for their own marketing purposes.

8. International transfers

Some of our service providers (for example Firebase and Paddle) may process data in countries outside the UK or European Economic Area. Where this happens, we ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to protect your personal data in line with UK data protection law.

9. Children's data

EduSim is intended to be used by children under the supervision of a responsible adult. Adult account holders are responsible for:

• Creating child logins and providing accurate information.
• Explaining to children how their information is used, as appropriate.
• Supervising children's activity on EduSim.

We do not knowingly collect personal data directly from children without the involvement of an adult account holder.

10. Keeping your information secure

We take reasonable technical and organisational measures to protect personal data, including using secure hosting, access controls and encryption where appropriate. However, no system can be completely secure, and we cannot guarantee absolute security of your data.

You also play a part in keeping data safe by choosing strong passwords, protecting child PINs and logging out of shared devices.

11. Your rights

Under UK data protection law, you have rights including:

• The right to access the personal data we hold about you.
• The right to correct inaccurate or incomplete information.
• The right to request deletion of your data in certain circumstances.
• The right to object to or restrict processing in some cases.
• The right to data portability for information you provided to us.

To exercise these rights, please contact us at support@edusim.co.uk. We may need to verify your identity before handling your request.

12. Complaints

If you have concerns about how we handle your data, please contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

For more information, visit the ICO website at ico.org.uk.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of the page. If we make significant changes, we may also notify you via the Service or by email. Continued use of EduSim after changes take effect means you accept the updated policy.