Privacy Policy

Last updated: January 2026

Vio Learning Ltd ("we", "us", "our") is committed to protecting the privacy and security of all users of the VioLearning platform, including teachers, students, and school administrators. This policy explains how we collect, use, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Vio Learning Ltd is a company registered in England and Wales. We provide an AI-powered educational platform for UK secondary schools. For questions about this policy, contact us at privacy@violearning.com.

2. Data We Collect

School and Teacher Data

  • School name, address, and contact details
  • Teacher names, email addresses, and roles
  • Account credentials (passwords are hashed and never stored in plain text)

Student Data

  • First name and surname initial (we minimise student identifiers)
  • Class group membership
  • Work submissions (written work, activity responses)
  • Assessment scores and progress data
  • Additional learning needs (ALN) flags, where set by the teacher

Partner Interest Data

  • School and contact details submitted via our partner interest form
  • Subject and interest preferences

3. How We Use Data

We process personal data for the following purposes:

  • Providing the service: Delivering lessons, activities, assessments, AI scoring, and progress tracking
  • AI processing: Using Azure OpenAI to score student work, generate feedback, and personalise learning pathways
  • Improving the platform: Analysing anonymised, aggregated usage data to improve educational outcomes
  • Communication: Responding to enquiries and managing partner school relationships

4. AI and Data Processing

VioLearning uses Azure OpenAI Service for all AI processing. This means:

  • All AI processing occurs within Microsoft Azure UK South infrastructure
  • Student data is never sent to OpenAI directly — only to Azure's UK-hosted service
  • Microsoft does not use your data to train or improve their AI models
  • All data remains within the UK at all times

5. Legal Basis for Processing

We process personal data under the following legal bases:

  • Legitimate interests: Providing and improving the educational platform (Article 6(1)(f) UK GDPR)
  • Contract: Fulfilling our agreement with partner schools (Article 6(1)(b))
  • Consent: Where specific consent is obtained, such as for partner interest forms (Article 6(1)(a))

6. Data Sharing

We do not sell personal data. We share data only with:

  • Microsoft Azure: Cloud infrastructure provider (UK South region), under a Data Processing Agreement
  • The relevant school: Teachers and administrators can access their own school's data

7. Data Retention

  • Active account data: Retained for the duration of the school's subscription
  • Student work and scores: Retained for the academic year plus one year, then anonymised or deleted
  • Partner interest submissions: Retained for up to 12 months, then deleted
  • Account data after school leaves: Deleted within 90 days of subscription end

8. Data Security

We implement appropriate technical and organisational measures, including:

  • Encryption in transit (TLS 1.2+) and at rest
  • JWT-based authentication with secure token handling
  • Role-based access control (teachers see only their classes)
  • Azure infrastructure with UK South residency
  • Regular security reviews and updates

9. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict processing
  • Data portability
  • Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, contact privacy@violearning.com.

10. Children's Data

VioLearning processes student data on behalf of schools. Schools are the data controllers for student data and are responsible for ensuring appropriate consent and legal basis. We act as a data processor under the school's instructions and our Data Processing Agreement.

11. Cookies

The VioLearning platform uses only essential cookies required for authentication and session management. We do not use advertising or tracking cookies.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated to partner schools directly. The "last updated" date at the top of this page reflects the most recent revision.

13. Contact

For any questions about this privacy policy or our data practices: