Privacy Policy

Privacy Policy

Last updated: October 4th, 2025 (amendments in red)

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy. Mr W's Lab is committed to protecting and respecting your privacy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

For users of the virtual classroom services, you will be asked for:

For users of mathscopilot.com, QLA or the term/lesson planner tools:

The data retrieved by engaging with above tools support teaching and learning: We may use performance data to provide feedback to teachers and students, identify learning trends, and personalise educational experiences.

The Service does not collect telephone numbers, credit cards numbers, or any other information other than that mentioned above that would enable Mr W's Lab Ltd to identify you without your consent. By using this Service, you consent to the sharing of information including app canvas content and any login information (via "Class Share" or "Class Pads" or interactive quiz screens).

The Service contains tools that allow you to upload documents (primarily used for the sharing of work with teachers and those within the working environment or populating class registers). You will be asked at first use as to whether you would like to grant the Service access to your library and/or camera in the case of capturing images. Photos or other sensitive images that might identify you or provide sensitive information are uploaded at your own risk. No photos are uploaded without your consent, however, by using the app, you consent to the controller taking a copy of the canvas you are working on as part of the working environment for use whilst in the classroom/workplace. In the interest of improving the quality of the service, we may stored a copy of the canvas only when the canvas contains a problem needing to be fixed or a common misconception worth highlighting across the network of users (if the canvas contains any personal data it will not be stored). By uploading you consent to the image or document being used by the controller of a session or virtual school (teacher or class code creator) for possible further distribution to anyone within the same code environment. All content is currently stored within the EEA.

Legal Basis for Processing Personal Data

We process your data under the following lawful bases as defined by the UK GDPR:

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies that may be employed on Our Service are beacons, tags, and scripts to collect and track information to improve and analyze Our Service. The technologies We use may include:

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Our Service uses cookies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you browse our Service and also allows us to improve Our Service. Please be aware that we make every effort to respect your privacy and only use them for essential features on Our Service. By using the Service, you agree to their use. If this is a concern, then we would recommend that you change your cookie settings via your browser. Your browser help function will tell you how to do this. Learn more about cookies here: What Are Cookies?.

We use both Session and Persistent Cookies for the purposes set out below:

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

We may share Your personal information in the following situations:

Student performance data is only accessible to authorised school staff and is never shared with third parties for commercial or non-educational purposes.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. The Company will aim to remove session access within a reasonable time frame (usually within a few hours) and session activity data provided by users within 96 hours (unless either the marking feature or homework feature has been used which would extend the period to 10 days to allow for staff to moderate the submitted work).

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods. Please refer to Google Analytics policies for data retention information.

Student profile information and performance data will be retained for no longer than is necessary to fulfil educational purposes whilst using term/lesson planner, QLA or revision tools. Unless extended for legitimate educational review/moderation/linked to a teacher account, such data is typically deleted within 13 months of creation or when a virtual school user deletes an account, which ever is the longer period whilst being used.

Disclosure of Your Personal Data

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security. We limit access to all information to authorized employees and contractors who need to know the information in order to operate, develop or improve the Service. We will not sell or rent any of your personal information for our own commercial purposes and we will not send marketing or advertising materials. Within "Class Share" or "Class Pads", the host/teacher is given a password in order to protect the session/active virtual classroom. It is the responsibility of the host/teacher to ensure this password is kept safe and only released to responsible colleagues who require that degree of access.

All student data is encrypted in transit and at rest. Access to performance data is restricted to verified users (teachers and school-appointed staff) using secure authentication methods.

Your Consent

By using the app, you are consenting to our processing of your information as set forth in this Privacy Policy now. “Processing,” means using cookies/sessions/application memory on a computer/hand held device or using or touching information in any way, including, but not limited to, collecting, storing, deleting, using, combining and disclosing information, all of which take place in the EEA. In the event you wish your data to be removed from the app, please contact the "Data controller" (the class code creator) who will be able to reset/remove all information provided and stored. If Mr W's Lab Ltd is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via a prominent notice on the support page Web site of any change in ownership or uses of this information, as well as any choices you may have regarding this information. Our Service may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. We encourage you to check these policies before you submit any personal data to these websites.

Staff Privacy

Other than the information outlined in the tracking technology and cookies section, we do not ask for any personal data. Only where staff choose to login as a student for test purposes will we collect a name.

Children's Privacy

We collect personal data from children under the age of 16 only through their school or teacher, who acts as the data controller for this information. It is the responsibility of the teacher or school to ensure the appropriate legal basis exists for processing this data, including securing parental consent where required.

Maths White Board and Maths Copilot is used in educational settings and may be accessed by individuals under the age of 16. In accordance with data protection regulations (such as the UK GDPR), special considerations apply when collecting and processing children's data.

Students may create their own individual accounts to access the Maths Copilot Service. In doing so, they are asked to provide the personal data listed above and may optionally associate their account with a school or class code. Where a student chooses to join a class or school profile using a teacher-provided code, that school or teacher becomes the joint data controller for that specific context, and their privacy and data policies will also apply.

When a student account is not linked to any school or class profile, the data controller remains Mr W's Lab Ltd, and we process this data under legitimate interest to deliver the Service. In such cases, we limit data collection to what is necessary and avoid storing sensitive personal information.

Teachers or schools that invite students to use the Service are responsible for ensuring that they have an appropriate lawful basis for processing the data of students in their care (e.g. via public task or parental consent, where necessary). Where a student account is deleted or unlinked from a school or teacher, access to associated data is also removed.

🔍 Summary of Data Collection and Use

What We Collect Who Provides It Who Can Access It Why We Collect It Retention Period
Admission number Teacher / School Admin Teacher / School Admin To identify individuals when adding/editing accounts Up to 13 months or until account deletion
Student name Student or Teacher Teacher / School Admin To identify work and support class organisation Same as above
Email address Student or Teacher Platform admin only To distribute resources or account admin Same as above
Year group Student or Teacher Teacher / School Admin To help teachers group and monitor students appropriately Same as above
Class code / group name Teacher or Student Teacher / School Admin To link student accounts to teaching groups Same as above
Performance data (e.g. answers, scores) Student during use Teacher / School Admin To support teaching, feedback, and improvement Typically 10 days (up to 13 months if attached to a teacher account)
Canvas content Student during use Teacher / Shared class To enable class collaboration and feedback Session-based; up to 96 hours (or 10 days with moderation enabled) (up to 13 months if attached to a teacher account if unused)
IP address, browser, device data Automatically collected Platform admin only For diagnostics, analytics, and platform security Up to 13 months or as required for security purposes if unused

🛡️ Notes

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via an update of the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

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