Updated: January 1, 2026
This Privacy Policy explains how Simplegradebook collects, uses, stores, and protects personal information in connection with the Simplegradebook service (the “Service”). It applies to teachers, school administrators, students, and parents/guardians who use the Service. This Policy should be read together with the Terms and Conditions.
Teachers and authorized school administrators (“Users”) are solely responsible for all data, information, and content they upload, enter, or transmit to the Service (“User Data”), including personal information about students.
For the purposes of applicable privacy legislation, teachers and school administrators are the data controllers for all User Data uploaded under their authority. Simplegradebook does not claim ownership of User Data.
You represent and warrant that you have all necessary rights, permissions, and legal authority to collect, upload, use, and share User Data in accordance with applicable laws and institutional policies. Authorized school administrators may access student-level data within their school as permitted by the principal school administrator.
Students and parents/guardians may be granted access to the Service by a teacher or school administrator. If access is granted, they may create user accounts to:
Account access, deletion, and retention are subject to school policies and applicable legal requirements, as described below.
With respect to personal information contained in User Data, Simplegradebook acts solely as a service provider and data processor on behalf of Users.
We do not determine the purposes for which personal information is collected or used. We process personal information only in accordance with User instructions and solely for the purpose of providing and maintaining the Service.
The Service processes the following categories of personal information:
a) Account Information
Information provided directly by Users to create and manage accounts, including names, email addresses, authentication credentials, and account settings. This information is used only to operate, secure, and support access to the Service.
b) Student Educational Data
Personal information about students entered or uploaded by teachers or school administrators under the authority of the school. This may include student names, identification numbers, grades, feedback, attendance records, observations, and submitted work. This information is processed solely on behalf of the User and for educational purposes.
c) Messaging and Communications
The Service includes an internal messaging system that allows teachers, students, and parents/guardians to exchange messages related to coursework and school activities. Message content is treated as personal information and is accessible only to the participants in the conversation and authorized school administrators. Messages are not monitored, analyzed, or used for any purpose other than providing the messaging functionality, except as required for security, troubleshooting, or legal compliance.
We use personal information only to:
Automated reports (such as student or parent notifications) are sent only when the recipient has explicitly opted in or when authorization has been provided by the teacher or school. Users are responsible for ensuring that consent is obtained where required by law.
We do not review, monitor, or verify the content of User Data and have no obligation to determine whether User Data has been lawfully collected or disclosed. Responsibility for the legality, accuracy, and appropriateness of User Data rests solely with the User.
We implement reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information, as required under British Columbia’s Personal Information Protection Act (PIPA). Safeguards include:
In the event of a security incident involving personal information that presents a real risk of significant harm, we will notify affected Users without unreasonable delay and provide information reasonably necessary to enable Users to meet their notification obligations under applicable law.
We retain personal information only for as long as necessary to provide the Service or as otherwise instructed by the User. Upon termination of an account, personal information will be deleted from the online system. Some information may be retained offline for a limited period to comply with legal, backup, or institutional retention requirements. Account recovery after deletion may not be possible. Dormant accounts may be deleted after extended inactivity, at which point all associated User Data will be permanently removed.
Requests to access, correct, or delete personal information should be directed to the teacher or school administrator who controls the data, or as otherwise required by law. We will comply with such requests or provide instructions for self-deletion where appropriate.
Teachers may maintain archives of grades and related data within their accounts for as long as the account remains active. Teachers are responsible for ensuring archived data is managed in compliance with applicable laws and school policies.
User Data is stored and processed only on servers located in Canada. We may use third-party service providers located in Canada to host or support the Service. Such providers are contractually required to protect personal information and may use it only to provide services to us. Users outside Canada acknowledge that personal information will be stored and processed in Canada and are responsible for ensuring such transfers comply with local laws.
The Simplegradebook developer, a teacher certified in British Columbia, may access User Data solely for operational, maintenance, or legal purposes.
This Privacy Policy is governed by the laws of the Province of British Columbia and applicable Canadian federal law.
If you have questions about this Privacy Policy, please contact:
Newcastle Technologies
Email: info@simplegradebook.ca