Privacy & Data Protection

GDPR Compliance Notice

SkillScan is designed with privacy at its core. We do not store any personally identifiable student information.

What We Do NOT Store

  • Student names – Names are never saved to our database
  • Date of birth – No personal demographic data is collected
  • School information – Institution details are not recorded
  • Contact information – No email addresses or phone numbers
  • Addresses – No location or address data is stored

What We DO Store

  • Anonymous Case IDs – Randomly generated reference numbers
  • Screening responses – Student answers to assessment questions
  • Teacher account email – For login authentication only
  • Reading year level – Academic stage (e.g., S1, S2)

⚠️ Important: Record-Keeping Requirement

You MUST maintain your own records linking Case IDs to student names.

Since we do not store student names for GDPR compliance, you are responsible for keeping a secure record that maps each Case ID to the corresponding student.

Recommended approach:

  • Keep a physical notebook or secure digital spreadsheet
  • Record the Case ID next to each student's name when you create a new screening
  • Store this record in a secure, password-protected location
  • Follow your institution's data protection policies

How to Use Case IDs

  1. When creating a new screening: Note the generated Case ID (e.g., 983079) immediately
  2. Write it down: Record this Case ID alongside the student's name in your secure records
  3. When reopening a screening: Look up the Case ID from your records using the student's name
  4. Access the screening: Use the Case ID to view results on the dashboard

Data Retention

Screening data (responses and scores) is retained indefinitely unless you request deletion. However, since no personal identifiers are stored, the data cannot be traced back to individual students without your Case ID records.

If you need to delete a screening, contact your system administrator with the Case ID.

Word Report Export

When you export a Word report, you have the option to enter a student name. This name:

  • Is NOT saved to our database
  • Only appears in the downloaded Word document
  • Is your responsibility to handle securely according to GDPR requirements
  • Should be stored/shared following your institution's policies

✓ GDPR Compliance Summary

By design, SkillScan minimizes data collection and ensures:

  • Data minimization: Only essential assessment data is stored
  • Pseudonymization: Case IDs replace personal identifiers
  • User control: You maintain the link between IDs and students
  • Privacy by design: Personal data is never requested or stored

Questions about data protection? Contact your system administrator or data protection officer.