Scope and who we are
ZenXSchool is a school software product operated by SoftAge Systems, Inc. d/b/a ZenXSchool. This Privacy Policy explains how SoftAge Systems, Inc. d/b/a ZenXSchool (“SoftAge,” “Company,” “we,” “us,” or “our”) handles personal information in connection with the ZenXSchool marketing website, applications, and related services (the “Service”). In this Policy, “Company,” “we,” “us,” and “our” refer to SoftAge Systems, Inc. d/b/a ZenXSchool. ZenXSchool is the name of the product.
It does not replace the Terms of Service, which govern use of the Service, or the Security page, which describes platform controls. A written data processing addendum may be included in a signed Order when a school needs processor terms in writing.
Depending on the context, SoftAge may be a controller of personal information we collect for our own business — for example website visitors and billing contacts — and a processor of Customer Data that a school or education group stores in its workspace. When we act as a processor, the school decides why and how that data is processed.
Schools, users, and families
If you use ZenXSchool as a staff member, administrator, or contractor of a school, that school typically controls your workspace profile and the operational records you can see. Requests to access, correct, or delete that information should usually go to the school first. We will support the school as required by law and the product’s tools.
Families and students ordinarily deal with the school, not with SoftAge. ZenXSchool does not provide a parent or student portal on this website. If a school stores information about a student or family in its workspace, the school is collecting that information for its own educational or operational purposes.
Information we collect
The categories we collect depend on how you interact with ZenXSchool.
Website and marketing
- Contact details you send us (name, email, phone, organization, role, and message) when you request a demo or write to us
- Technical data such as IP address, browser type, device, referring URL, and approximate location derived from IP, collected by our hosting and security infrastructure as needed to operate and protect the website
- Your cookie preference, stored locally so this site can remember essential-only or optional cookies
We do not require this marketing website to set advertising cookies. We do not currently load an analytics or advertising vendor. If we add optional technologies later, we will update this Policy and the Cookie Preferences page, and we will load them only after you accept them.
Account and workspace information
When a school signs up or a user is invited, we process information needed to create and secure the account.
This typically includes
- School or group name and workspace identifiers
- User name, work email, phone if provided, and role or permission assignments
- Authentication data such as password hashes, session tokens, and, if configured, multi-factor or identity-provider identifiers
- Billing contact, quote or order details, invoices, and payment-status metadata (card details are handled by a payment processor when electronic payments are used)
- Support correspondence and diagnostic logs
- Security and audit events related to sign-in, access, and administrative actions
Customer Data we process on a school’s behalf
Schools use ZenXSchool to store operational and academic records. That Customer Data may include personal information about staff, teachers, members, vendors, and — when the school enters it — students and families. Examples include names, emails, phone numbers, class and curriculum records, calendars, quotes, invoices, purchase records, and activity history.
SoftAge processes Customer Data to provide the Service the school has configured: hosting, search, notifications, document rendering, public forms the school publishes, integrations the school enables, backups, security, and support when an authorized user asks for help.
We do not use Customer Data to build unrelated marketing profiles of a school’s students, families, or staff, and we do not sell Customer Data.
Education records
When a school stores education records in ZenXSchool, the school is the educational agency or institution responsible for those records. SoftAge processes them only to provide the Service the school has configured, as a service provider to that school.
This Policy is not a FERPA, COPPA, or other education-privacy certification. A school remains responsible for its own notices, consents, directory-information choices, and disclosure decisions. If you are a parent or eligible student, contact the school about records it holds.
How we use information
We use personal information to operate ZenXSchool and to run SoftAge’s business relationship with schools and website visitors.
Purposes include
- Providing, maintaining, securing, and improving the website and Service
- Creating and administering accounts, workspaces, and permissions
- Billing, accounting, and preventing fraud
- Communicating about the Service, including security, product, and administrative messages
- Responding to demo requests, support, and privacy or legal inquiries
- Monitoring abuse, investigating incidents, and enforcing the Terms
- Complying with law, legal process, and government requests we believe in good faith are valid
- De-identifying or aggregating information so it is no longer reasonably identifiable, for capacity planning and product improvement
Legal bases (EEA, UK, and similar laws)
Where those laws apply to our role as a controller, we rely on one or more of the following:
- Contract — to provide the Service you or your school request
- Legitimate interests — to secure the platform, improve reliability, prevent abuse, and communicate about the Service, balanced against your rights
- Consent — where we ask for it, for example optional website technologies if we introduce them
- Legal obligation — to keep records, respond to lawful requests, and meet tax and accounting rules
When we act as a processor of Customer Data, the school is responsible for its legal basis and instructions to us.
Public forms
A school can publish a form at a hosted URL or embed it. Submissions are stored in that school’s workspace. The school should provide its own privacy notice and any required consent. If you submitted a form and want to exercise privacy rights in that submission, contact the school that published it.
Payments
Where electronic payments are enabled, payment credentials are processed by the payment provider. SoftAge is not the processor of record for card data. We receive limited metadata needed for invoices, payment records, and support. Do not enter full card numbers into ordinary ZenXSchool fields.
Retention
We keep website inquiry records as long as needed to respond and for a reasonable period afterward for our records.
Account and billing information is kept for the life of the customer relationship and as required for tax, accounting, and dispute purposes.
Customer Data is retained according to the school’s use of the Service, including backups and legal holds. After a school’s subscription ends, we delete Customer Data from active systems after a commercially reasonable period, unless law requires longer retention.
Security logs are kept for a period appropriate to investigation and platform integrity, then deleted or aggregated.
Security
We use administrative, technical, and organizational measures designed to protect personal information, including tenant isolation, authentication, authorization, encryption in transit, and auditing, as described on Security. No system is perfectly secure. Please use strong authentication and report suspected incidents promptly.
International transfers
SoftAge and its infrastructure providers may process information in the United States and other countries. Those countries may have different data-protection laws than your home country.
Where required, we use appropriate transfer mechanisms for our controller processing. International transfers of Customer Data can be addressed in a signed Order or data processing addendum.
Your rights
Depending on where you live, you may have rights to request access, correction, deletion, restriction, objection, portability, or information about how we process your personal information, and to withdraw consent where processing is based on consent.
To make a request about information SoftAge holds as a controller (for example, a demo inquiry or a billing contact we manage), email the privacy address below. We may need to verify your identity. You may use an authorized agent where the law allows, if the agent can document their authority.
For Customer Data in a workspace, contact the school. If the school has deleted your user account, some residual logs may remain as described under Retention.
You may lodge a complaint with a supervisory authority. We would appreciate the chance to address your concern first.
United States state privacy laws
U.S. state privacy laws apply based on the business’s size, revenue, and data practices, and on the resident’s state. To make rights practical, we will treat individual requests about information we hold as a controller in line with the rights above, even if a particular statutory threshold might not apply, except where the law does not permit that treatment.
We do not sell personal information and we do not share it for cross-context behavioral advertising. We do not currently operate advertising technologies on this website.
You may submit a request as described under Your rights. We will verify your identity and will not discriminate against you for exercising these rights. If we deny a request and your state provides an appeal, include “privacy appeal” in your email and we will review.
Children
This marketing website is for school and education-group decision-makers. We do not knowingly collect personal information from children under 16 on the website.
Schools that store information about students or families in a workspace are responsible for their own notices and consents. SoftAge does not collect that information from children on this website.
If you believe we have collected personal information from a child in a context where we are the controller, contact us and we will delete it unless we are required to keep it.
Changes to this Policy
We may update this Privacy Policy. The effective date at the top will change when we do. For material changes, we will provide notice on this page, through the Service, or by email to an administrator where appropriate. Continued use after the effective date means you acknowledge the updated Policy.
Contact
Privacy requests and questions: info@softage.com. Please include “ZenXSchool privacy” in the subject and enough detail for us to identify the workspace or inquiry.
Notices: SoftAge Systems, Inc. d/b/a ZenXSchool, 300 S. Duval Street, Ste. 410, Tallahassee, FL 32301, United States. Email: info@softage.com.