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, 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 or PIN 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 (database hosting and the language-generation provider that drafts comment text on our instruction).

6. Storage and security

Each school's data is kept in its own database, protected by access controls so only that school's own teachers can reach their own learners' records. Access is available from any device with an internet connection. We apply reasonable technical and organisational safeguards 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, and for a reasonable period afterward to allow recovery of accidentally deleted records, unless the registering teacher or school asks us to delete it sooner.

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). 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.