Account information
Sign-in and profile workflows use identity and contact details, password hashes, membership records and session information such as device labels and user agents.
Privacy information
Understand the information behind the school day.
This page explains the information VidyOmni workflows use, the choices available in the product and how to raise a question about a record. Your institution’s own notice explains its purposes, contacts and retention decisions.
Institution-aware workflows Role-based access
THE CONNECTED INSTITUTION
Clear responsibilities. Informed decisions.- 01Identify the institution and record
State the school or campus, your relationship to it and the type of information you want reviewed. Include only a minimal reference.
- 02Explain the requested outcome
Describe whether you need an explanation, correction, copy, consent review or account closure, and identify the information affected.
- 03Complete identity checks securely
Use the institution’s established channel to confirm your identity and, for a child’s record, the relevant guardian relationship.
- 04Ask for a recorded response
Request the decision, any information corrected or retained and the next contact if you need the outcome reviewed.
A practical journey to explore
A CLOSER LOOK
Start with the institution responsible for your records.
Schools and other institutions create and administer learner, family and staff records through the platform. The institution determines the purposes and scope of its work. The deployment owner determines hosting and enabled service providers; those arrangements should be explained in the notice applicable to your institution.
Institutional records
Depending on the modules used, the institution may maintain applications, enrollment, attendance, assessments, fees, documents, staff and campus-service records.
Sensitive learner context
Records can include guardian relationships, restricted care information and encrypted identifiers. Institution staff should collect only the details needed for an identified purpose.
A route for questions
Ask your institution administrator to explain a record, correct an inaccuracy, review consent or consider a deletion request. Avoid sending sensitive documents through a general enquiry.
HOW IT WORKS
Get a clear answer about your information.
A focused request helps the institution find the correct record and confirm your authority to act.
- 01
Identify the institution and record
State the school or campus, your relationship to it and the type of information you want reviewed. Include only a minimal reference.
- 02
Explain the requested outcome
Describe whether you need an explanation, correction, copy, consent review or account closure, and identify the information affected.
- 03
Complete identity checks securely
Use the institution’s established channel to confirm your identity and, for a child’s record, the relevant guardian relationship.
- 04
Ask for a recorded response
Request the decision, any information corrected or retained and the next contact if you need the outcome reviewed.
From purpose to access
Information should have a reason to be there.
The platform provides controls; the institution must apply them to a defined process and explain that process to its community.
Operational purposes
Typical workflows support admissions review, enrollment, teaching, attendance, assessment, fee administration and institutional communication. The modules and purposes used by your institution may differ.
Access within the institution
Permissions and relationships limit access within the application. Authorized staff should review roles when responsibilities change; learners and guardians should use their own accounts.
External services
Configured identity, messaging, storage or other services may handle information needed for their workflow. Ask the deployment owner which services are enabled and what provider terms apply.
Public information and applications
An institution can publish a public site and its own admission notice. Submitted application information and evidence enter a governed admissions process rather than becoming public site content.
Record decisions
Consent, preferences and retention are distinct questions.
Changing a communication preference, withdrawing a consent record and removing an academic record have different effects.
Consent records
Authorized staff can record a purpose, notice version, status, evidence and expiry. Sensitive identifier creation checks an active consent for the same purpose; withdrawing consent does not automatically erase earlier records.
Retention and closure
No universal retention period is published here. Ask the institution which records it needs to retain and why, including any operational, archival or applicable legal requirements.
Limits of this page
This is product-level privacy information. It does not identify a universal legal operator, hosting region, processor list or contractual processing arrangement for every deployment. Confirm those particulars in your institution’s published notice and agreement.
COMMON QUESTIONS
A few details
worth getting right.
Questions about your institution’s exact setup? Prepare a focused request.
Find the right contact routeWho should a parent contact to correct a learner record?
Contact the school or campus administrator using its established channel. Explain the field that is wrong and provide verification through the secure process the institution specifies. The institution can check your guardian relationship and arrange the authorized correction.
Does withdrawing consent remove every record about me?
No. A consent change and a record deletion are separate actions. Ask the institution to identify the affected purpose, the change it can make and any records it must retain. This page does not promise automatic deletion following withdrawal.
Where is our data hosted and how long is it retained?
Those details depend on the deployment and institutional arrangements. Ask the institution or deployment owner for its current hosting, provider and retention information. The software’s configurable defaults are not evidence of a particular live hosting location or retention schedule.
BUILD A CLEARER OPERATING DAY