This overview explains the documented product workflows. A school’s signed service agreement and any agreed data-processing terms set the contractual arrangements for its hosted services.
Who decides what is processed
Your school decides which records to enter, the purpose for using them and which staff may access them. It is responsible for its notices, permissions and lawful basis for collecting student, guardian and employee information.
Academium supplies the software and the hosting, sync or support services selected by the school. For records processed through those services, the service arrangement and the school’s authorised instructions define the work. Academium also manages information needed for its own accounts, billing and support.
Records and people involved
Depending on the modules used, SMS records can concern students, prospective students, guardians, employees and visitors, including admissions, attendance, fees, payroll, assessments, documents and school communications.
Surepass can process learner and account information, questions, answers, results, practice and typing activity, and the relationships that allow a parent, teacher or school to follow a learner’s progress. Schools should configure fields and access to match their actual needs.
Where processing happens
School server
The on-site server holds school records and serves authorised users over the school network. Protecting the server, its network and its backup drives is part of running this setup.
Individual Edition
A local copy enables supported work without a connection. Changes sync to the connected school server or portal when that connection is available.
Academium portal
When hosting or portal sync is selected, supported records are processed online. The service and plan determine what is available.
Backups
Backups are separate copies of records and uploaded files. Storage location, schedule, retained history and any cloud-copy service depend on the product’s configuration.
Connecting products and providers
SMS and Surepass can exchange supported school records and completed assessment marks when their integration is configured. A local connection, portal sync and a cloud backup have different requirements; enabling one does not imply that every other connection is active.
Payment processors, communications services and other connected providers handle the information needed for their particular feature. Before enabling a hosted or connected service, ask us about the relevant providers, processing locations and any international-transfer arrangements. This page does not promise a particular hosting country.
Access and protection
School roles and permissions govern everyday access. Account controls, registered-device management, HTTPS portal connections and encrypted server backups provide different protections at different points in the workflow.
Controls vary by product, edition, role and configuration. A local database copy, an exported report and an encrypted backup are different assets and need appropriate handling by the school.
Requests, retention and deletion
Direct requests about school-managed information to the school’s owner or administrator. Academium can help with requests relating to the services it provides and may need to confirm the authority of the person making the request.
Schools should set retention requirements for their records and configure backup history accordingly. Removing a record or signing out of a device is not a request to erase every synced copy, export or backup. Discuss exports, hosted retention and deletion with us before ending a service.
Discuss your school’s requirements
Contact us to discuss a data-processing agreement, provider details, hosting arrangements, retention, incident coordination or a data request. Include the product and setup your school uses, without attaching sensitive records to the first message.