Privacy Policy

1. Who we are

Reportly ("Reportly", "we", "us") is a South African software service that helps teachers draft report-card comments from marks, skill scores, and notes they enter themselves. This policy explains how we handle personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

Our Information Officer is Martin, registered with the Information Regulator (South Africa) under registration number 2026-067501, reachable at privacy@reportly.co.za for any privacy question, access request, or complaint.

2. Who is responsible for the data

The teacher or school that registers for Reportly and enters learner information is the responsible party under POPIA for that information. They already hold the appropriate basis (typically parental/guardian consent obtained at enrolment) to process their own learners' academic records. Reportly acts as an operator: we process that information only on the registering teacher or school's instruction, to provide the service, and we do not use it for any other purpose.

3. What we collect

• Teacher account information: name, email and login credentials, and language preference.
• Learner information entered by the teacher: first name, surname, class, marks, skill-item scores, tags, notes, and birthdate where captured.
• Generated content: draft and approved report comments, and the teacher's own writing samples used to match their voice.
• Interest/registration enquiries: name, email, school name, and any message submitted through our registration form.

4. Children's personal information

Learner records necessarily include information relating to children. We only process this information on the instruction of the registering teacher or school, who is responsible for having the appropriate basis to hold and process it as part of normal school reporting. We do not use learner information for marketing, profiling, or any purpose beyond generating and storing that learner's own report comments.

5. How we use information

To generate first-draft report comments, to let a teacher review and store their reports, to keep the service secure and working, and to respond to registration enquiries and support requests. We do not sell personal information, and we do not share learner information with any third party except the infrastructure providers needed to run the service, each acting on our instruction and only for that purpose: Anthropic (a United States-based AI provider), which receives a learner's first name, marks/scores, and the teacher's notes and tags in order to draft that learner's comment — we do not send surnames or birthdates to Anthropic; Resend, used only to deliver account emails such as sign-up confirmation; and Yoco, our South African payment processor, which handles the card payment on its own secure page. Yoco receives the card details you enter there and the payment amount. We receive only a payment reference, the amount and the date, and we never see or store your card number. Learner information is never sent to Yoco. Because Anthropic is based outside South Africa, this involves a cross-border transfer of personal information as contemplated by section 72 of POPIA; Anthropic processes this data solely to generate the requested text and does not use it to train its models.

6. Storage and security

Reportly runs on shared database infrastructure that also hosts a small number of our other applications. Each teacher's data is logically isolated by database-level access-control rules so that only that teacher can reach their own classes and learners' records, whatever else is hosted alongside it. Access is available from any device with an internet connection over an encrypted (HTTPS) connection. We apply reasonable technical and organisational safeguards — including encryption in transit, access controls enforced at the database level, and regular encrypted backups — to protect information against loss, unauthorised access, and disclosure, as required by POPIA's security safeguard conditions.

7. Retention

Information is kept for as long as the teacher or school's account is active, unless the registering teacher or school asks us to delete it sooner (a teacher can permanently delete their own account and everything on it at any time from Settings). A free trial account that goes unused for around 6 months receives an email warning and is automatically deleted, along with all its data, if it remains inactive for a further 3 weeks — logging back in at any point cancels the deletion.

8. Your rights

Under POPIA you may request access to, correction of, or deletion of personal information we hold, and you may object to processing or lodge a complaint with the Information Regulator (South Africa). A teacher can permanently delete their own Reportly account, and every learner record under it, at any time from Settings — this takes effect immediately. For learner information, these requests should generally go through the learner's school, as the responsible party, but you're welcome to contact us directly and we'll assist or direct you.

9. Contact

Questions, access requests, or complaints: privacy@reportly.co.za. You may also contact the Information Regulator of South Africa at inforegulator.org.za.