Privacy notice

1. Who we are

ClassPilot AI provides AI tutoring for UK secondary schools. ClassPilot is not a registered company; it is run by its founder as an individual in England. Your school decides how ClassPilot is used and is the data controller for pupil and staff information. We act as a data processor on the school's behalf, following its written instructions.

For information sent through our public contact form, we are the data controller. You can reach us at any time through our contact page.

2. What we collect

• Account details: name, email address, password (stored scrambled, never readable), role and year group.
• School details: school name, classes, topics and staff codes.
• Tutor chats: messages pupils send, tutor replies, and the topic and tutor version used.
• Safety records: safety check results, flags and notes made by staff.
• Usage details: when you sign in and how many questions are asked each day.
• Contact form messages: your name, email, school and message.

3. Why we use it

We do not sell data, show adverts, or build marketing profiles of pupils.

• To run the service: sign-in, classes, tutor replies and teacher controls.
• To keep pupils safe: screening messages and alerting the school's safeguarding lead.
• To let teachers review learning and report answers that look wrong.
• To improve reliability and fix problems.
• To reply to contact form messages.

4. Our lawful basis

Schools usually rely on 'public task' under UK GDPR to use ClassPilot for education, and on safeguarding duties (such as Keeping Children Safe in Education) for safety records. For contact form messages we rely on 'legitimate interests' in replying to you.

5. Who can see chats

Chats are never presented as private. Pupils are told this whenever they use the tutor.

• The pupil who wrote them.
• Teachers of the class the chat belongs to.
• The school's safeguarding lead(s) and school administrators.
• Staff at other schools can never see your school's data.

6. How AI is used

To write tutor replies and run safety checks, the text of messages is sent to AI model providers through our AI gateway. We send only what's needed for the reply and don't include pupils' names or email addresses in tutor requests. Providers are not permitted to use the data to train their models under our agreements.

AI can make mistakes. Safety checks can miss harmful content or raise false alarms, which is why teachers can review chats.

7. Where data is stored

Data is held with our cloud hosting providers. Where data leaves the UK, we use safeguards approved under UK law, such as the UK International Data Transfer Agreement.

8. How long we keep it

• Tutor chats: until the end of the academic year, unless the school chooses a different period.
• Safety flags: as long as the school's safeguarding policy requires.
• Accounts: deleted when the school removes them or the school leaves ClassPilot.
• Contact form messages: up to 2 years.

9. Keeping data secure

Data is encrypted in transit and at rest. Each school's data is kept separate in our database, and access is limited by role. Only a small number of our staff can access systems, and only when needed.

10. Your rights

Pupils and parents should contact the school first, because the school controls this data. We'll help the school respond.

You can also complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how your data is handled.

• See a copy of your data.
• Ask for mistakes to be corrected.
• Ask for data to be deleted or restricted, where the law allows.
• Object to how your data is used.

11. Children

ClassPilot is designed for pupils aged 13–18 using it through their school. Pupils can't sign up without a class code from a teacher. Under-18 protections are always on and can't be switched off.

12. Changes to this notice

If we make important changes, we'll tell schools in advance and update the date above.