ROLLAMA EDUCATION LIMITED –
PRIVACY NOTICE FOR TEACHERS, PARENTS,
CARERS AND TUTORS
1.
About our Privacy
Notice
1.1. Rollama Education Ltd ("we" or “us”) is committed to
protecting and respecting the privacy, safety, and security of our registered
(and prospective) users, including students, teachers, school administrators
and parents (together “Users”).
1.2. This notice (together with our terms of use (https://Rollama.com/legal/terms_and_conditions.html)
and any other documents referred to in it) explains who we are, how we collect,
share and use personal information about you, and how you can exercise your
privacy rights.
1.3. Please read this notice carefully to understand how any personal
information is used. If you have any questions or concerns about our use of
your personal information, then please contact us using the contact details
provided at the bottom of this Privacy Notice.
A child-friendly version of this Privacy
Notice is available here.
2.
About Rollama
Education Ltd
2.1. Rollama Education Ltd (Company Number: 13521924) is a UK-based company
which produces English language activities for schools and families.
2.2. Our product is Rollama – a suite of games and exercises to develop
fluency of English grammar, punctuation, spelling, vocabulary
and general language confidence (comprising a website, web app, and teacher
resources). For more information about Rollama, please see our website at https://Rollama.com (the “Rollama Site”). Other
products are in development and this Privacy Notice will be updated as
necessary upon their release.
2.3. Each resource created by Rollama Education Ltd, together with the Rollama
Site and any other website created for national and regional competitions
and/or events (together the “Sites”), is owned and operated by Rollama
Education Ltd. References to the Sites in this Privacy Notice therefore
includes all related Rollama Education Ltd-owned websites.
3.
What Personal
Information does Rollama Education Ltd collect?
We collect the following categories of
personal information:
3.1. School Users
In the case of school/educational
institution subscriptions (including on a trial basis) (“School Users”) we may
collect:
3.1.1.
School’s name,
address (for billing purposes and account name)
3.1.2.
Teachers’ names,
email addresses (so we can provide you with an account and contact you)
3.1.3.
Students’ names,
year groups and English language classes (to administer accounts)
3.2. Home Users and Tutors
In the case of home or family
subscriptions (“Home Users”), or tutor subscriptions, we may collect:
3.2.1.
Parents’/Tutors’
names and email addresses (so we can provide you with an account and contact
you)
3.2.2.
Children’s names
(to administer accounts)
3.2.3.
We may also collect
details of other interactions that you and/or your Users have with us, together
with any other information that you and/or your Users choose to provide us
with, for example, through correspondence and interactions with our customer
and technical support teams.
3.3. This information is required to fulfil our contractual obligations to
you as it is necessary to correctly identify each registrant as a site User,
manage their account and for other purposes identified below. It is impractical
in most circumstances for Users to remain anonymous, as we may not be able to
interact with you, provide access to the Sites, or answer your enquiry if we
are not able to identify Users or collect your personal information.
3.4. Please note that by registering with any of the Sites and providing
the requested personal information, whether on a trial, subscription or gifted
basis, the School is deemed to have a lawful basis
(pursuant to all applicable data protection laws) for supplying such data and
information for and on behalf of all Users (to include both teachers and students).
It is the school's responsibility to ensure that they have a sufficient lawful
basis for supplying all data to us. Where the lawful basis that the school is
relying on is “consent”, it is the School’s
responsibility to seek and confirm all necessary parental consent for all students.
If a school does not have (or in the future no longer has) a sufficient lawful
basis for supplying us with such personal data, any User to which this applies
must not use the Sites, and the School must promptly
inform us so any relevant data can be deleted from our Sites.
3.5. For the benefit of impact reporting, you may also opt to provide
further student details, to include; student’s gender,
student’s pastoral house, and details of any languages spoken at the student’s
home, however this information is all entirely optional and not required in
order to use the Sites.
3.6. We do not however collect any unnecessary personal information from
Users (for instance, information about religious beliefs, medical history etc).
4.
Children signing up
to our Sites and Consent
4.1. Please note that children (under the age of 18 years) cannot register
to use the Sites themselves, as they are not lawfully able to agree to our
Terms and Conditions. A teacher, tutor, parent or
guardian must register for them (either as part of a school subscription, tutor
subscription or home subscription) and it is the teacher, tutor, parent or
guardian’s responsibility to ensure that any consent to use the Sites has been
collected (including on a trial basis).
4.2. Parental
Consent Verification: For home subscriptions, we require
explicit confirmation from parents/guardians that they consent to their child's
data being processed. Parents must actively confirm they understand how their
child's data will be used before account activation.
4.3. Enhanced
Children's Privacy Protections: We apply additional safeguards
for children's data, including:
·
Limiting
data collection to only what is necessary for educational purposes
·
Implementing
stricter access controls for children's accounts
·
Providing
parents with enhanced rights to access, modify, or delete their child's data
·
Ensuring
children's data is never used for marketing purposes
4.4. School
Responsibility: Schools registering students must confirm they
have appropriate legal basis (such as parental consent or legitimate educational
interest) and must maintain records of such consent. Schools must immediately
notify us if consent is withdrawn for any student.
5.
How does Rollama
Education Ltd collect Personal Information?
The personal information collected about
Users broadly falls into the following categories:
5.1. Information that you provide voluntarily
5.1.1.
We may obtain
personal information directly from you (unless it is unreasonable or
impracticable to do so) or from our School Users or Home Users about you and/or
other Users voluntarily by filling in forms on our Sites, or by corresponding
with us via phone, email or otherwise. This includes information that you
provide when you register an account with us, enter a competition or survey,
subscribe to marketing communications from us, and/or to submit enquiries to
us.
5.1.2.
The personal
information that you are asked to provide, and the reasons why you are asked to
provide it, will be made clear to Users at the point we ask you to provide such
personal information.
5.2. Information that we collect automatically
5.2.1.
When Users visit
our Sites, we may collect certain information automatically from their device.
In some countries, including countries in the European Economic Area, this
information may be considered personal information under applicable data
protection laws.
5.2.2.
Specifically, the
information we collect automatically may include information like a User’s IP
address, device type, unique device identification numbers and login
information, browser-type and version, time zone setting, operating system and
platform, broad geographic location (e.g. country or
city-level location) and other technical information. We may also collect
information about how a User’s device has interacted
with our Sites, including the pages accessed and links clicked, download
errors, length of visits to certain pages, page interaction information, and
methods used to browse away from any page.
5.2.3.
Collecting this
information enables us to better understand the Users who come to our Sites,
where they come from, and what content on our Sites is of particular interest
to them. We use this information for our internal analytics purposes and to
improve the quality and relevance of our Sites to our Users.
5.2.4.
We will also
collect the score achieved by Users to the questions raised on each programme
and the number of questions attempted. This information is required to enable
us to provide statistical feedback to teachers and parents on the performance
and progress of students, a facility which is an integral part of our products.
5.2.5.
Some of this
information may be collected using cookies and similar tracking technology, as
explained further under the heading “Rollama Education Ltd’s
Cookie Policy” below.
5.3. Information that we obtain from third-party sources
5.3.1.
From time to time,
we may receive information about you if you use any of the other Sites that we
operate or the other services and products that we provide. In this case we
will have informed you when we collected that personal information that it may
be shared internally and combined with data collected on the relevant Sites.
5.3.2.
Occasionally, we
may receive personal information about you from third-party sources (including
for example, distributors, business partners, affiliates, sub- contractors,
payment and delivery services, analytics providers, search information
providers), but only where we have checked that these third parties either have
your consent or are otherwise legally permitted or required to disclose your
personal information to us.
6.
What does Rollama
Education Ltd do with your Personal Information?
The personal information of Users,
including any prospective Users, may be used for the following purposes:
6.1. To carry out our obligations arising from any contracts entered into
between you and us and to provide access to our products and services including
the Sites;
6.2. To send a confirmation notice to the User of the registration;
6.3. To administer and manage accounts, including username and password
resetting, responding to enquiries raised by Users, to contact Users about any
problems with their accounts, or the use of our products and services, or their
conduct on the Sites;
6.4. To provide quotes or offers for, and updates about, our products and services;
6.5. To calculate the User’s performance – e.g.
coins, medals, trophies, points
6.6. To provide results data for each User, school class, or school as a
whole, including the preparation of statistical reports and data analysis to
assist us in enhancing the learning from our Sites;
6.7. To provide you with tips on how to use parts of the product or
service, information about new features on our Sites;
6.8. To notify you about changes, improvements, and upgrades to our
products and services and the Sites;
6.9. To ensure that content from our Sites is presented in the most effective
manner for Users and for their computers or devices;
6.10.
To keep our Sites
safe and secure;
6.11.
To publish names of
winners and high performers on the Sites and prepare auto-generated
certificates for progress of Users on the Sites;
6.12.
To administer our
Sites and for internal operations, including troubleshooting, data analysis,
testing, research, product development, quality control, statistical and survey
purposes;
6.13.
To send out
newsletters and emails about our products and services, including the Sites
including information about upcoming events, competitions, and rules of the
Sites; and/or
6.14.
To send you
information about third-party services that we feel may be of interest to you,
but only where we have express or implied consent to contact someone or we are
otherwise permitted by law to do so. If you do not want to receive these
updates, Users may opt out at any time by following the specific opt out
instructions within the communications that we send, or by updating their
details on the “My Details” page of our Sites.
7.
Please note that
our Sites do not provide students with any means to communicate directly with
each other. There are no chat rooms connected with our products and services.
8.
Legal basis for
Processing Personal Information
8.1. Our legal basis for collecting and using personal information depends
on the specific data and context:
·
Contractual
necessity: We
process personal information necessary to fulfil our contractual obligations,
including providing access to our educational platform, managing accounts, and
delivering our services.
·
Legitimate
interests: We
rely on legitimate interests for activities such as:
o Improving our educational content and
platform functionality
o Conducting analytics to enhance user experience
o Ensuring platform security and preventing
fraud
o Sending service-related communications
o Preparing anonymized statistical
reports for educational research
·
Consent: We obtain explicit consent for
marketing communications and optional data collection (such as additional
student demographic information for impact reporting).
·
Legal
obligation: We
may process data to comply with legal requirements, such as responding to
lawful requests from authorities.
We
ensure that our legitimate interests do not override your fundamental rights and
freedoms. You have the right to object to processing based on legitimate
interests at any time.
9.
Who does Rollama
Education Ltd share my personal information with?
9.1. We will keep personal information confidential and will not sell or
knowingly divulge Users’ information to advertisers or any external third
parties, however the following categories of recipients may access, process or
be transferred your data:
9.1.1.
our group companies;
9.1.2.
our sub-contractors
who assist us in making, improving and delivering the Sites;
9.1.3.
third parties who
provide services on our behalf to help with our business activities.
10. These parties are authorised to process your personal information only
as necessary to provide these services to us. Such services may include payment
processing, providing customer service, sending marketing communications, those
who help to enhance the security of our Sites, and those who otherwise process
personal information for purposes that are described in this Privacy Notice or
notified to you when we collect your personal information.
10.1.
Government
education departments, universities, bodies managing or representing schools,
or schools themselves, to help enhance the learning from our Sites through the
preparation of statistical reports and analysis. Any data provided to such
establishments for their own analysis will always be provided as aggregated
(non-personal) or de-personalised data, in such a way that they are unable to
identify any individual child directly or indirectly. It is lawful for us to
de-personalise this data as we rely on legitimate interest as our lawful basis
to do so and it is lawful for us to share this de-personalised data and any
associated reports as we are not sharing any data that can be identified as personal;
10.2.
any competent law
enforcement body, regulatory, government agency, court or other third-party where
we believe disclosure is necessary (i) as a matter of applicable law or
regulation, (ii) to exercise, establish or defend our legal rights, (iii) to
enforce our terms and conditions, or (iv) to protect your vital interests or
those of any other person;
10.3.
a potential buyer
(and its agents and advisers) in connection with any proposed purchase, merger,
or acquisition of any part of our business, provided that
we inform the buyer it must use your personal information only for the purposes
disclosed in this Privacy Notice; and/or
10.4.
any other person
with your consent to the disclosure.
11. Rollama Education Ltd’s Cookie Policy
11.1. Types of Cookies We Use
We use the following categories of cookies:
·
Strictly
Necessary Cookies:
Essential for site functionality, including session management, language
preferences, and user authentication. These cannot be disabled.
·
Analytics
Cookies: Google
Analytics cookies help us understand how users interact with our platform.
These cookies collect anonymized data about page visits, user journeys, and
site performance.
·
Functional
Cookies:
Remember your preferences and settings to enhance your experience, such as
remembering your school login and display preferences.
11.2. Cookie Consent
·
Essential
cookies are automatically enabled as they're necessary for the site to function
·
Analytics
cookies require your consent, which you can withdraw at any time
·
You
can manage cookie preferences through your browser settings or our cookie
preference centre
11.3. Third-Party Cookies
We use Google Analytics, which may set cookies. You can
opt out of Google Analytics tracking by visiting: https://tools.google.com/dlpage/gaoptout
12. How does Rollama Education Ltd keep my personal information secure?
12.1.
We use appropriate
technical and organisational measures to protect the personal information that
we collect and process about you. The data that we collect from you is stored
on secure servers located in Europe through Hostinger.
The measures we use are designed to provide a level of security appropriate to
the risk of processing your personal information. All traffic and passwords are
encrypted. As part of our privacy compliance process, we review these security
procedures to consider appropriate new technology and methods.
12.2.
We use Stripe, a third-party
payment processor, to process credit card payments and invoice payments made to
us. Transactions are encrypted using SSL technology. We do not retain any credit
card numbers ourselves. Stripe's use of your personal information is governed
by their privacy policy, which may be viewed at https://stripe.com/us/privacy.
12.3.
12.3. We use a third-party
customer service platform, Tawk.to, to handle all customer service queries sent
to us either via email or via help pop-ups within our Sites. Tawk.to's use of your personal information is governed by
their privacy policy, which may be viewed at https://www.tawk.to/privacy-policy/
12.4.
You and your students/children
are responsible for keeping your passwords confidential. We ask Users not to
share their passwords with anyone. Users should be aware that unfortunately the
transmission of information via the internet is not completely secure. Although
we will do our best to protect your personal data, we cannot guarantee the
security of your data transmitted to our Sites; any transmission is at your own
risk. Once we have received your information, we will use strict procedures and
security features to try to prevent unauthorised access. We also expect all our
employees and contractors to comply with this Privacy Notice, and we will take
appropriate actions to address breaches by employees and contractors of the
obligations imposed by this Privacy Notice
13. International Data Transfers
Your
personal information may be transferred to and processed in countries other
than your country of residence. Here's how we protect your data:
·
Server
Location: Our
primary servers are located in Europe through Hostinger, ensuring GDPR compliance for data storage.
·
Third-Party
Processors: Some
of our service providers may transfer data outside the EEA:
o Stripe (payment processing): Transfers are
protected by EU-US Data Privacy Framework and Standard Contractual Clauses
o Google Analytics: We have enabled IP anonymization and
data processing amendments to limit data transfers
o Tawk.to (customer service): Protected by
appropriate data transfer safeguards
·
Safeguards: All international transfers are
protected by appropriate safeguards including Standard Contractual Clauses,
adequacy decisions, or other mechanisms approved by relevant data protection
authorities.
14. Data Retention
14.1. Data Retention Periods
We retain different types of data for specific periods
based on legal requirements and business needs:
·
Student
educational data:
Retained for the duration of subscription plus 12 weeks after expiry
·
Account
and contact information:
Retained for 3 years after account closure for potential reactivation
·
Marketing
data: Retained
until consent is withdrawn or 3 years from last interaction
·
Analytics
data: Anonymized
and retained for up to 5 years for product improvement
·
Support
communications:
Retained for 2 years after resolution
·
Payment
data: Processed
by Stripe; we retain payment confirmation records for 7 years for accounting purposes
14.2
When retention periods expire or when
you request deletion, we:
Permanently delete personal data from live systems within
30 days
Remove data from backup systems within 90 days
Anonymize data that must be retained for legal compliance
Provide confirmation of deletion upon request
14.3
Our policy is to
automatically delete all student/child data from school accounts, tutor
accounts and family accounts 12 weeks after expiry of a free trial or expiry of
a subscription, where no renewal or pending subscription has been requested by
that school, tutor, or family. Please note that subscriptions are automatically
renewed at expiry unless cancelled by the user. A reminder email will be sent
one week prior to renewal. The main contact will be notified by us of our
deletion policy prior to expiry of the subscription, and again prior to
deletion of the student data. Deleted student/child data cannot be retrieved
following deletion.
15
Your Data
Protection Rights
Users have the following data protection
rights:
15.2
If a User wishes to
access, correct, update or request deletion of their personal information, or
that of their school (in the case of teachers), they can do so at any time by
contacting us using the contact details provided under the “How to contact us”
heading below. Users can also delete all their personal data by navigating to
“Subscription Details” and pressing “Delete”.
15.3
In addition, Users
can object to processing of their personal information, ask us to restrict
processing of their personal information or request portability of their
personal information. Again, Users can exercise these rights by contacting us
using the contact details provided under the “How to contact us” heading below.
15.4
Users have the
right to opt-out of marketing communications we send at any time. Users can
exercise this right by either clicking on the “unsubscribe” or “opt-out” link
in any marketing e-mails we send, or by updating their details on the “My
Details” page of our Sites. Alternatively, Users can contact us using the contact
details provided under the “How to contact us” heading below.
15.5
Similarly, if we
have collected and process Users’ personal information with their consent, then
Users can withdraw their consent at any time. Withdrawing consent will not
affect the lawfulness of any processing we conducted prior to withdrawal, nor
will it affect processing of personal information conducted in reliance on
lawful processing grounds other than consent.
15.6
Users have the
right to complain to a data protection authority about our collection and use
of their personal information. For more information, please contact your local
data protection authority.
15.7
We are registered
for GDPR compliance with the Information Commissioner’s Office (“ICO”) - Data
Protection Reference ZB138761. Further details about this can be found at:
https://ico.org.uk/for-organisations/guide-to-data-protection/
15.8
We respond to all
requests we receive from individuals wishing to exercise their data protection
rights in accordance with applicable data protection laws.
16.
AI-Generated Content and Services
16.1.
AI Content Features
Rollama
offers features that use artificial intelligence ("AI") technology,
including but not limited to OpenAI's services, in
the ‘Sporty Spelling’ feature, to generate educational content such as word
definitions, example sentences, and other learning materials
("AI-Generated Content").
16.2.
Content Accuracy and Reliability
You
acknowledge and agree that:
a) No Guarantee of Accuracy:
AI-Generated Content is provided "as is" without any warranty of
accuracy, completeness, reliability, or suitability for any particular purpose.
b) Potential Errors: AI
systems may produce content that is factually incorrect, contextually
inappropriate, biased, or otherwise unsuitable for educational use.
c) Educational Judgment Required:
Users must exercise their own professional and educational judgment when using
AI-Generated Content with students.
16.3.
User Responsibilities
By
using AI-powered features, you agree to:
a) Review All Content:
Carefully review all AI-Generated Content before using it with students or in
educational settings.
b) Age-Appropriate Usage:
Ensure any AI-Generated Content is appropriate for the age, maturity level, and
educational context of your students.
c) Supervision: Maintain
appropriate supervision when students interact with AI-Generated Content.
d) Reporting: Promptly
report any inappropriate, offensive, or concerning AI-Generated Content to
Rollama.
16.4.
Prohibited Uses
You
may not:
a)
Use AI-Generated Content for any purpose other than educational activities
within the Rollama platform b) Redistribute or republish AI-Generated Content
outside the platform without authorization c) Use AI features to generate
content that violates any applicable laws or regulations d) Attempt to
circumvent content filters or safety measures
16.5.
Limitation of Liability
TO
THE MAXIMUM EXTENT PERMITTED BY LAW:
a) No Liability: Rollama
shall not be liable for any errors, omissions, or inappropriate content in
AI-Generated Content.
b) User Assumption of Risk:
Users assume all risks associated with using AI-Generated Content in
educational settings.
c) Third-Party AI Services:
Rollama's liability for AI-Generated Content is
further limited by the terms and capabilities of third-party AI service
providers (such as OpenAI).
d) Educational Outcomes:
Rollama makes no warranties regarding educational outcomes or learning
effectiveness of AI-Generated Content.
16.6.
Content Moderation
While
Rollama implements reasonable content filtering and safety measures:
a) Best Efforts: We make
reasonable efforts to filter inappropriate content but cannot guarantee all AI-Generated
Content will be suitable.
b) Continuous Improvement:
We continuously work to improve content quality and safety measures.
c) User Reporting: We
rely on user reports to identify and address problematic content.
16.7.
Changes to AI Features
Rollama
reserves the right to:
a)
Modify, suspend, or discontinue AI features at any time b) Update content
filtering and safety measures c) Change AI service providers without notice d)
Implement usage limits or restrictions on AI features
16.8.
Third-Party AI Services
AI-Generated
Content may be provided through third-party services (such as OpenAI). Your use of these features is also subject to the
relevant third-party terms of service and privacy policies. Rollama is not
responsible for any changes, limitations, or discontinuation of third-party AI
services.
17
Updates to this
Privacy Notice
17.1
We may update this
Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our
Privacy Notice, we will take appropriate measures to inform you, consistent
with the significance of the changes we make. We will obtain your consent to
any material Privacy Notice changes if and where this is required by applicable
data protection laws. Users will be deemed to have consented to any such
changes by their continued use of the Sites following any changes being made.
18
You can see when
this Privacy Notice was last updated by checking the “last updated” date
displayed at the bottom of this Privacy Notice.
19
How to Contact Us
If you have any questions or concerns
about our use of your personal information, please contact us using the
following details: [email protected]
The data controller of your personal
information is Rollama Education Ltd which is registered with the ICO with
registration number ZB138761.
Address:
Rollama Education Ltd
45 Coatsby Road
Kimberley
Nottingham
NG16 2TH
United Kingdom
Company Details
VAT:
UK Registered Co.: 13521924
Email:
Last updated: August 2025