Last updated: 18 October 2026
This Privacy Policy explains how Spotnet Technologies collects, uses, stores, discloses, and protects personal data when you use Edlink, visit our website, contact us, or otherwise interact with us. It applies to schools, staff, students, parents, guardians, and other users of the Service.
If there is a conflict between this policy and a signed data processing addendum or other written agreement, the signed agreement will control to the extent of the conflict.
We may collect the following categories of information:
We use personal data to operate and improve Edlink, create and manage accounts, process school records, provide support, send service notices, maintain security, troubleshoot errors, detect abuse, comply with legal obligations, and enforce our agreements.
We may also use aggregated or de-identified information for analytics, product improvement, testing, reporting, and internal administration. Where data is de-identified, we will take reasonable steps to prevent re-identification.
For school-uploaded data, the school or organization using Edlink is generally the controller or equivalent responsible party, and Spotnet acts as a processor or service provider to the extent permitted by law. The school is responsible for ensuring that it has a lawful basis to collect and share the data it enters into the Service, including any notice, consent, or other authorisation required by law.
Where we process personal data for our own business purposes, we do so for legitimate business administration, performance of a contract, compliance with legal obligations, protection of our rights, and other lawful purposes permitted under applicable law.
We do not sell personal data. We may share information only where reasonably necessary for the Service or where law requires it.
We retain personal data only for as long as reasonably necessary for the purposes described in this policy, to provide the Service, to comply with legal obligations, to resolve disputes, to enforce agreements, and to maintain backups, archives, and security logs. Retention periods may vary depending on the type of data, the account status, and legal requirements.
When data is no longer needed, we may delete it, anonymize it, or store it in a limited archived form where permitted by law or operational necessity.
We use administrative, technical, and organisational safeguards designed to protect personal data against unauthorised access, alteration, loss, or disclosure. However, no system is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your account credentials and for using the Service in a secure manner.
Schools must ensure that they have the right to collect, use, and share student data before entering it into Edlink. Spotnet does not determine the purpose or lawful basis for the school's use of student data and relies on the school to provide lawful instructions.
If we receive a request about student data that was uploaded by a school, we may direct the requester to the school first or coordinate with the school as appropriate and as required by law.
Because Edlink may use cloud infrastructure, support tools, or service providers located in different countries, personal data may be processed outside the country where it was collected. Where required by law, we will take reasonable steps to use appropriate safeguards for such transfers.
Depending on your role and applicable law, you may have rights to access, correct, update, delete, object to, restrict, or obtain a copy of your personal data, and to withdraw consent where consent is the legal basis. Some requests must be made through the school if the school controls the relevant data.
We may need to verify your identity before responding to a request. We may also refuse or limit a request where the law permits or requires us to do so.
We may use cookies, session storage, local storage, and similar technologies to keep you signed in, remember preferences, maintain security, and understand how the Service is used. You can control some of these technologies through your browser settings, but disabling them may affect functionality.
Essential cookies support sessions, security and your privacy preference. Optional visitor analytics start only after you accept analytics. We store an encrypted IP address, browser information, referral hostname and visits to the landing, login and registration pages. We do not store page query strings or use cookies to discover your name, email or phone number. IP addresses are network addresses and do not establish a physical address.
Privacy preferences and a random visitor identifier are saved for up to 180 days. Analytics records are removed after 30 days through our scheduled retention task. Choose “Essential only” in Privacy preferences to stop analytics and delete the visitor history associated with this browser. Hosting and security logs may be processed separately to operate and protect the service.
If you submit a help or callback form, we store the contact and school details you choose to provide, your request, selected contact method and follow-up permission. With analytics accepted, that request can be linked to your visitor history. You can request help without accepting analytics. Only authorized platform staff can view enquiries; IP addresses are restricted to the platform owner and operations administrators.
Follow-up permission covers your request, rather than unrelated marketing. Contact our support team to withdraw permission or request deletion of your enquiry. We retain enquiries while needed to handle requests and related support obligations.
We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version on this page or otherwise provide notice as required by law. Continued use of the Service after the updated policy becomes effective means you accept it.
Questions, privacy requests, or suspected data breaches can be sent to support@edlink.space.
