Privacy Policy

Scope of this policy

This Privacy Policy describes how Bitlooms ("Bitlooms," "we," "our," or "us") handles personal information when you visit bitlooms.com, contact us, request a demonstration or consultation, or use products and services we provide, including SKAILEO (collectively, the "Services").

It does not replace a school’s, employer’s, or other customer’s privacy notice. It also does not apply to third-party websites or services that have their own privacy policies.

Our privacy roles

Our role depends on the context in which personal information is handled.

Information we collect

The information we handle depends on how you interact with us, the Services a customer enables, and the information the customer chooses to enter or connect.

Information you provide directly

• Contact and professional details, such as your name, email address, phone number, organisation, role, and the content of your enquiry.
• Account and profile details, such as usernames, access roles, preferences, and account authentication information.
• Customer and transaction details, such as service selections, billing contacts, invoices, payment status, and contract information. Payment providers may collect payment credentials directly under their own policies.
• Support and communication data, including messages, attachments, feedback, meeting details, and records needed to investigate or resolve a request.

Information customers provide through SKAILEO

Depending on the modules configured by a school or other customer, customer data may include:

• student, parent or guardian, employee, teacher, supplier, and other user identity and contact information;
• enrolment, class, attendance, timetable, homework, assessment, result, behaviour, learning, and communication records;
• fee, payment, payroll, financial, leave, HR, inventory, transport, hostel, library, and operational records;
• photographs, documents, device identifiers, notification tokens, activity logs, and, where a customer enables relevant features, biometric attendance references or other sensitive information.

Information collected automatically

• Device and usage data, such as IP address, browser and device type, operating system, referring pages, pages viewed, approximate location derived from IP, timestamps, clicks, and diagnostic logs.
• Cookie and similar technology data, including identifiers used for essential functions, analytics, audience measurement, and advertising attribution on our public website.

Information from other sources

We may receive information from the organisation that provides your account, authorised integrations, service providers, referral sources, and publicly available professional sources. We may combine that information with information already held where permitted by law.

How we use information

We use personal information only for legitimate, specified purposes, including to:

• provide, configure, operate, maintain, and support the Services;
• create and administer accounts, permissions, subscriptions, billing, and customer relationships;
• respond to enquiries, schedule demonstrations, provide support, and communicate service information;
• authenticate users, prevent misuse, protect users and systems, troubleshoot issues, and maintain audit and security logs;
• understand website and feature usage, test performance, improve accessibility and user experience, and develop Services;
• send relevant product or marketing communications where permitted, and honour opt-out choices;
• comply with law, enforce agreements, establish or defend legal claims, and respond to lawful requests; and
• create aggregated or de-identified information that cannot reasonably be linked to an individual, and use it for lawful business and service-improvement purposes.

When we process customer data for a school or other customer, we use it to provide the contracted Services and follow that customer’s documented instructions, subject to applicable law.

Legal bases for processing

Where a law requires us to identify a legal basis, our basis will depend on the information and purpose:

• Contract: processing needed to enter into or perform a contract with you or the organisation you represent.
• Legitimate interests: operating and improving our business and Services, securing our systems, supporting customers, and communicating about relevant services, where those interests are not overridden by your rights.
• Consent: where we ask for permission, such as for certain marketing or non-essential technologies. You may withdraw consent at any time without affecting earlier lawful processing.
• Legal obligation: processing needed to comply with tax, accounting, regulatory, court, or other legal requirements.

For customer data, the school or other customer determines the applicable legal basis or authorisation. Bitlooms processes that data under the customer agreement and applicable data-protection requirements.

Cookies and similar technologies

Our public website may use cookies, pixels, local storage, and similar technologies. These technologies can support site operation, measure traffic, understand how pages are used, and assess the effectiveness of outreach.

Services currently used on parts of our public website may include Google Analytics for audience measurement, Meta Pixel for advertising measurement, YouTube for embedded video, Calendly for scheduling, and WhatsApp when you choose to contact us through that service. These providers may receive device, usage, or account information and process it under their own privacy terms.

You can block or delete cookies using your browser settings. Blocking some technologies may affect page features. Where applicable law gives you additional consent or opt-out rights, we will handle a properly submitted request in accordance with that law.

How we share information

We do not sell personal information for money. We may disclose information only as reasonably needed to the following categories of recipients:

• Schools and other customers that provide or manage your account and authorised administrators acting for them.
• Service providers that support hosting, infrastructure, communications, scheduling, analytics, security, support, payments, and other business functions under appropriate contractual restrictions.
• Integrations and third parties you request, when a customer or authorised user enables a connection or directs information to be shared.
• Professional advisers and authorities, when reasonably necessary to obtain advice, protect rights or safety, investigate misuse, comply with law, or respond to valid legal process.
• Transaction participants, in connection with a proposed or completed financing, merger, acquisition, reorganisation, or transfer of business assets, subject to appropriate confidentiality and legal safeguards.

Some privacy laws may define disclosures through advertising or measurement technologies as a "sale," "sharing," or targeted advertising even when no money changes hands. Where those laws apply, you may exercise the relevant opt-out right as described below.

International data transfers

Bitlooms, our customers, and our service providers may operate in different countries. As a result, personal information may be processed outside the country where it was collected. Privacy protections can differ between countries.

Where required, we use lawful transfer mechanisms and appropriate safeguards, such as contractual protections, approved transfer clauses, or transfers to countries recognised as providing adequate protection. You may contact us for more information about safeguards relevant to your data.

Data retention and security

How long we keep information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including to provide the Services, follow customer instructions, maintain security and business records, resolve disputes, and meet legal obligations. Retention periods vary based on the type and sensitivity of information, the customer agreement, account status, legal requirements, and the risk of harm from unauthorised use or disclosure.

When information is no longer required, we take reasonable steps to delete, anonymise, or securely isolate it, subject to backup cycles and legal retention duties.

How we protect information

We use administrative, technical, and organisational safeguards designed to protect personal information, including access controls, authentication, monitoring, secure development and infrastructure practices, and staff or provider confidentiality controls as appropriate. No system can be guaranteed completely secure, so users should also protect their credentials and notify us promptly of suspected unauthorised access.

Students and children

Our public corporate website is intended for organisations and adults and is not directed to children. SKAILEO, however, is an education service that may be used by schools, students, parents, guardians, and staff under the school’s administration.

When Bitlooms handles student or child information for a school, we process it to provide school-authorised educational or operational services and in accordance with the customer agreement. We do not use student personal information in SKAILEO to build commercial advertising profiles or serve behaviourally targeted advertising.

Schools determine which information is collected, who may access it, how long it is needed, and what notices or consents are appropriate. Bitlooms remains responsible for its own obligations as a service provider. Parents, guardians, and eligible students should normally contact their school first to review, correct, or delete education records.

AI-assisted insights and automated processing

Some SKAILEO features may organise information, identify patterns, or produce analytics and AI-assisted insights for authorised school users. These features are intended to support human review. The relevant school or customer remains responsible for decisions about students, applicants, employees, or other individuals.

Bitlooms does not use information collected through the public website to make decisions based solely on automated processing that produce legal or similarly significant effects. If a customer configures a use case that is subject to special automated-decision requirements, that customer must provide any required notice and review process, and Bitlooms will support its applicable contractual and legal obligations.

Your privacy rights

Depending on where you live and subject to legal exceptions, you may have rights to:

• know whether we process your personal information and access or receive a copy of it;
• correct inaccurate or incomplete information;
• request deletion or restriction of processing;
• object to certain processing, including direct marketing, or opt out of certain sales, sharing, profiling, or targeted advertising where applicable;
• receive information you provided in a portable format;
• withdraw consent where processing is based on consent;
• appeal a decision about a privacy request where the law provides that right; and
• complain to the privacy or data-protection authority in your place of residence, work, or the location of an alleged infringement.

To protect privacy, we may verify your identity and authority before completing a request. You may use an authorised agent where permitted by law. We will not unlawfully discriminate against you for exercising a privacy right.

Your communication and privacy choices

• Marketing: use the unsubscribe option in a marketing email or contact us to stop future promotional messages. We may still send non-promotional service or account messages.
• Cookies: use your browser controls to block or delete cookies. Where a site preference tool is available, you can use it to change your selections.
• Mobile notifications: manage push notification permissions in your device settings or relevant application settings.
• Account information: update available profile details in the Service or ask your organisation’s administrator for help.

Updates to this policy

We may update this Privacy Policy to reflect changes to our Services, practices, or legal obligations. We will post the revised policy on this page and change the "Last updated" date. If a change materially affects how we use information, we will provide additional notice when required by law or contract.

Contact us

Contact Bitlooms with privacy questions, concerns, or requests. Please describe your relationship with us and the information or Service involved so we can direct your request appropriately.