Direct Notice to Parents
1. Why you are reading this
Your child’s school, college or training provider uses Classe365 to run its day-to-day work: enrolment, timetables, attendance, coursework, marks and reports, and messages between the school and families. Classe365 is a student information system and learning platform made by us, and the school uses it under a contract with us.
Because your child is under 13, the law in the United States — the Children’s Online Privacy Protection Act, known as COPPA — says you must be told, before your child’s information is collected, what will be collected, why, and who will see it. You then get to decide what you agree to. This notice is that explanation, and it comes with a short set of choices at the end.
We have tried to write this the way we would want it written if it were our child. If anything here is unclear, ask the school, or email us at clientservice@classe365.com and we will explain it.
One thing worth saying at the start: the school decides what goes into the platform. We built the system and we run it, but we do not choose what is collected about your child, and we never use your child’s information for anything except running the platform for the school.
2. Who we are
Classe365 is operated by:
- 365 Software, LLC for schools in the United States — 131 Continental Dr, Suite 305, Newark, DE 19713, United States; or
- Sprout On Web Pty Ltd for schools everywhere else — 22 Palm Street, St Ives, NSW 2075, Australia. ABN 72 138 602 418.
A group company, Classe365 India Pvt Ltd (37, Venjay Edifice Complex, 3rd Floor, JLB Road, Chamarajapuram, Mysuru – 570 005, India), provides our support and engineering services. Section 7 explains what that means, and it matters, so please read it.
You can reach any of us at clientservice@classe365.com.
3. What is collected about your child, and why
Exactly what is held depends on what your child’s school has chosen to collect. Typically it includes:
| What is collected | Why |
|---|---|
| Your child’s name, date of birth, address, and the school’s own student number | To create and identify your child’s record |
| Contact details, including your details as a parent or guardian, and emergency contacts | So the school can reach you, and reach someone in an emergency |
| A photograph, if the school uploads one | To identify your child on class lists and registers |
| Enrolment details — year group, classes, courses, timetable | To place your child in the right classes and build a timetable |
| Attendance | To record who was present, and to report attendance as the school is required to |
| Coursework, submissions, marks, grades, reports and certificates | To teach and assess your child and report progress to you |
| Activity in the learning platform — what was opened, what was submitted, quiz and assignment activity | So teachers can see progress and follow up |
| Pastoral notes the school chooses to keep — behaviour, welfare, accessibility arrangements, medical or dietary needs | Only if your school records these; the school decides |
| Fees, payment plans, scholarships and concessions | To manage what is owed and what has been paid |
| A username, a password (stored scrambled, never in readable form), sign-in records, and technical details like IP address and browser type | To let your child sign in, and to keep the account secure |
| Anything else your school adds to its own enrolment or admission forms | The school decides; ask the school if you are unsure why a field is there |
Three things we want to be clear about
We do not record your child’s voice. There is no voice capture feature for children, and we hold no voice recordings and no voiceprints.
We do not use fingerprints, face recognition or any other biometric identifier. Classe365 does not collect, store or process fingerprints, handprints, retina or iris patterns, genetic data, voiceprints, gait patterns, facial templates or faceprints, and does not do facial or voice recognition. There is one thing you should know: some institutions choose to switch on SMOWL, a separate online exam proctoring service that they contract with directly. If your child’s school uses SMOWL for supervised online exams, any biometric processing is done by SMOWL under SMOWL’s own terms and privacy policy, not ours. Ask the school whether it uses SMOWL, and ask the school for SMOWL’s privacy notice.
We never ask for a government-issued ID number. We do not need a national identity number, social security number, tax number, passport number or driving licence number to run the platform. If a school has added such a field to its own enrolment form, that is the school’s decision. If it is collected, we protect it exactly like the rest of the record and delete it on the same timetable.
4. Who sees your child’s information
The school
Your child’s school sees the record. That is the point of the system. Which staff see which parts is up to the school.
Us
We see it only to run the platform: to keep it working, to fix problems, to restore data when something goes wrong, and to keep the account secure. We do not use it for anything else.
Amazon Web Services — the company that hosts the platform
Classe365 runs on Amazon Web Services, which is where the data is actually stored and backed up. Most schools are hosted in Amazon’s us-east-1 region in Northern Virginia, United States; a school can ask for the nearest available Amazon region instead. This one is not optional — there is no version of the platform that does not run on hosting. Section 6 explains why that matters to your choices.
Three other companies, only if you agree
Depending on what you choose in section 6, information about your child may also be seen by:
- Intercom, in the United States, which is the messaging system our support team uses when the school raises a question about your child’s record;
- Atlassian, in the United States and Australia, which is the system our engineers use to log and fix faults, if a fault affects your child’s record;
- Stripe and PayPal, both in the United States, if fees relating to your child are paid online through them.
Each of these is a separate choice, and you can say yes to some and no to others.
And who does not see it
Some tools people ask us about — Google Analytics, Semrush, Mailchimp and ActiveCampaign — run on our public marketing website only. They never receive anything from the platform and they never see your child’s information.
What we never do
- We never sell your child’s information. Not to anyone, for any price.
- We never show advertising to your child inside the platform.
- We never build an advertising profile of your child, and we never track your child across other websites.
- We never use your child’s information to train shared or general-purpose AI systems. Where a feature learns from data, it learns only from that one school’s own data, for that one school. Nothing is pooled across schools.
- We never send marketing to your child, and we never add your child to a mailing list.
5. Employers, older students and Hiree365
We also run a platform called Hiree365, which helps colleges and universities run graduate recruitment. Hiree365 has a minimum age of 16 and no users under 13. It does not apply to your child while your child is under 13, and nothing in this notice about Classe365 puts your child’s information onto Hiree365.
6. Your choices
Here are the choices. There are four of them. The first is required. The other three are optional, and each one is a separate decision. None of them is ticked in advance, and none of them affects the others.
☐ 1. REQUIRED — The core educational service
What this covers: collecting and using your child’s information to provide the platform to the school — the record itself, enrolment, timetable, attendance, coursework, marks, reports, communication with you, and the security and support that keep it running. It includes storing that information with Amazon Web Services, which hosts the platform.
Why hosting is part of the required item: the platform physically runs on Amazon’s infrastructure. The record is stored there and backed up there. There is no way to use Classe365 without it, so it cannot be a separate choice. The law calls this kind of disclosure “integral” to the service, and it is the only one we treat that way.
If you do not agree to this item, your child cannot have a record in Classe365, and you should talk to the school about how it will manage your child’s enrolment and schoolwork instead. That is a conversation for the school, not for us.
☐ 2. OPTIONAL — Customer support through Intercom
What this covers: allowing information about your child to pass through Intercom (United States), the messaging system our support team uses, when the school contacts us about your child’s record.
If you say no: support carries on. The school can still contact us and we will still help. We simply will not put your child’s information into Intercom, which can mean a question specifically about your child’s record takes a little longer to resolve. Your child’s access to the platform is not affected in any way.
☐ 3. OPTIONAL — Engineering fault diagnosis through Atlassian
What this covers: allowing information about your child to be recorded in Atlassian (United States and Australia), the system our engineers use to log and track faults, if something goes wrong that affects your child’s record.
If you say no: faults still get fixed. Our engineers work on the problem without putting your child’s information into the fault tracker, which can mean a fault that affects only your child’s record takes longer to diagnose. Your child’s access to the platform is not affected in any way.
☐ 4. OPTIONAL — Online fee payments through Stripe and PayPal
What this covers: allowing information about your child, linked to a fee payment, to reach Stripe and PayPal (both United States) when fees relating to your child are paid online.
If you say no: you pay the school by whatever other method it offers. Your child’s access to the platform is not affected in any way. If you are not the person who pays your child’s fees, this choice may not arise for you at all.
The important promise
Saying yes to item 1 and no to items 2, 3 and 4 gives your child the full educational service. Lessons, coursework, assessments, attendance, reports, messages from teachers — all of it works exactly the same. We will not reduce, limit or withdraw your child’s access because you declined an optional item, and we do not permit a school to be told otherwise.
You can change any of these answers later. Section 9 explains how.
7. Support and engineering staff in India can see the record
We want to be straightforward about this rather than bury it.
Staff of Classe365 India Pvt Ltd, in Mysuru, India, provide our support and engineering services, and they may access customer data — including your child’s record — to do that work.
This is a normal, ongoing part of how the service runs, not an emergency arrangement. When the school raises a support ticket, when a fault needs diagnosing, when data needs restoring, or when the platform is being maintained, the person doing that work may be in Mysuru, and doing it may require them to look at records in your school’s system.
That access is controlled:
- staff can reach only the information needed for the task in front of them;
- every access is authenticated and logged;
- the company and every individual is bound by written confidentiality obligations;
- formal data transfer agreements are in place between our contracting companies and the India company;
- the information is used only to provide support and engineering services — never for any purpose of that company’s own.
We tell you this because you are entitled to know who can see your child’s record.
8. How long the information is kept
The school decides when it no longer needs your child’s record, and deletes it. After that, here is what happens.
| Your child’s record, once the school deletes it | Gone from the platform immediately. It survives only in our backups for up to 7 days, then it is permanently deleted |
| Everything, if the school stops using Classe365 | All of the school’s data, including your child’s, is permanently deleted within 30 days |
| Support messages | Kept for 24 months after the issue is resolved |
| Security and server logs | Kept for 30 days |
| Backups | We take a backup every day. Each one is kept for 7 days, then it expires |
About that 7 days. We back the platform up every day so that a school can recover from a mistake — if someone deletes the wrong record, the school has a week to ask us to put it back. The consequence is that a deleted record sits in those backup copies for up to a week before the last copy containing it expires. During that week the record is not in the platform, nobody is using it, and nothing is being done with it. After the week it is gone for good.
We never keep your child’s information for our own purposes. We hold it because the school needs it, and we delete it when the school says so.
9. Reviewing, correcting, deleting, and changing your mind
You can, at any time:
- See what is held about your child, and be told how it is used and who receives it;
- Correct anything that is wrong;
- Have your child’s information deleted;
- Refuse to allow any further collection or use of your child’s information;
- Withdraw any of the optional consents in section 6 — items 2, 3 or 4 — one at a time or all of them.
None of this costs anything.
The quickest way: ask the school
The school controls your child’s record. It can look something up, correct it or delete it straight away. Contact the school office, the registrar, student services, or whoever the school names as its data protection or privacy contact. This is almost always faster than coming to us, because the school can simply do it.
If you would rather come to us
Email clientservice@classe365.com. Tell us your child’s name, the school, your relationship to your child, and what you want. Then:
- We will confirm we have received it.
- For requests to see, correct or delete a record, we will pass the request to the school straight away, because the school controls the record and the decision is legally the school’s to make — and we will tell you we have done that, and who will get back to you. We will not change or delete something in a school’s system on our own initiative, because that would mean altering your child’s school record without the school knowing.
- We will give the school whatever technical help it needs to answer you.
- If you are withdrawing one of the optional consents in section 6, we act on it ourselves, straight away. You should never have to wait on paperwork to stop an optional disclosure. We stop sending that information, we ask the company concerned to delete what it already has about your child, and we tell the school.
We will need to be satisfied that you are your child’s parent or guardian before we act. Usually the school confirms that from its own records. We will not ask you for a passport or a driving licence unless there is genuinely no other way, and we will not keep a copy of one.
We answer requests we handle ourselves within one month. If a request is complicated we may need up to two months more, and we will tell you inside the first month if so, with the reason.
If you are not happy with how we have handled something
Tell us first, at clientservice@classe365.com. If you are still not satisfied, you can complain to a regulator — in the United States, your State Attorney General or the Federal Trade Commission; in the United Kingdom, the Information Commissioner’s Office; in Australia, the Office of the Australian Information Commissioner; in the European Union, your national supervisory authority; elsewhere, your national or state data protection authority.
10. Keeping it safe
Your child’s information is protected by encryption when it travels across the internet and while it is stored, by network separation between schools so one school can never see another’s data, by strict role-based access so staff see only what their job requires, by daily backups, by continuous security monitoring, and by logging of who accessed what.
We also maintain a written children’s information security program with a named coordinator, an annual risk assessment, documented safeguards, checks on every company that receives children’s data, and annual testing and review.
We are honest about what we do not have: a SOC 2 Type II audit is under way and is expected to finish in December 2026. We do not hold a SOC 2 report today and we do not claim one. We do not hold ISO 27001 certification and we do not claim one.
If something goes wrong and data is exposed, we tell the affected school within 24 hours of finding out, and we help the school work out what to tell families.
11. AI features
Some schools switch on AI features — help with marking analysis, attendance patterns, spotting students who may be struggling, writing assistance, plagiarism checking. Two promises apply:
The AI never decides anything about your child. Every output is advice to a teacher or administrator. A human being makes the decision. No automated system produces a significant decision about your child without a person reviewing it.
Your child’s information is never used to train shared AI. Where a feature learns from data, it learns only from your school’s own data and is used only for your school. Nothing is combined across schools, and your child’s work is never used to improve the product for anyone else.
Where anyone in the platform is talking to our AI chat assistant, the interface says so.
12. Who to contact
Us: Email: clientservice@classe365.com Phone (accessibility line): +61 2 9472 5000
Post, United States schools: 365 Software, LLC, 131 Continental Dr, Suite 305, Newark, DE 19713, United States
Post, all other schools: Sprout On Web Pty Ltd, 22 Palm Street, St Ives, NSW 2075, Australia
Your child’s school: the school is the first and usually the best place to go with a question about your child’s record, because it controls that record. Its office, registrar, or named data protection or privacy contact can help you. If you do not know who that is, ask the school office, or ask us and we will point you to the contact the school has given us.
13. Where to read more
- The Children’s Privacy Policy sets out our full COPPA position in detail, including the complete list of who receives children’s information, our retention schedule, and our written children’s information security program.
- The Privacy Policy is the master document covering everyone whose information we hold.
- The FERPA Compliance Statement explains our position on school records under United States federal education law.
All are published at classe365.com, and we will send you a copy if you ask.
This notice is dated 15 September 2026 and takes effect on 15 October 2026. If we change what is collected about your child, how it is used, or who receives it, we will tell your school at least 30 days before the change takes effect so that the school can ask you again.
Classe365 is operated by 365 Software, LLC (United States customers) and Sprout On Web Pty Ltd (all other customers), with support and engineering services provided by Classe365 India Pvt Ltd.
