Privacy Policy

Who this policy covers

School Hub and Anseo Photo are used by schools and by Anseo staff to manage school-card photographs, student records needed for card production, orders, and related school administration.

When we provide the service to a school, the school is the data controller for student information and student photographs. Anseo processes that information on the school’s instructions to deliver School Hub and Anseo Photo. Anseo is the controller for staff account information created to access the service.

What we collect

School and student information

• Student names, student numbers, course, year, class, and school identifiers
• Whether a current photograph exists, and when it was taken or replaced
• Portrait photographs captured or imported for school cards and related fulfilment
• Order, dispatch, and school-administration records entered in School Hub

Staff and operator accounts

• Name, email address, and school or operator assignment
• Work or school sign-in details from Microsoft Entra ID, or Google sign-in on the website
• Temporary photo-access codes issued by an administrator, and an optional operator label
• Approval status and role (for example school user or Anseo operator)

Device and app information

• A device identifier stored securely on the phone or tablet to keep the Anseo Photo session
• Sign-in tokens needed to call School Hub
• A short, school-scoped list of recently selected student IDs, kept on the device for up to 14 days
• Photos waiting to upload, held on the device until they are sent or discarded

Anseo Photo does not store names, class labels, search terms, or biometric templates on the device as part of recent-selection history.

Photographs of children

Anseo Photo is used to take portraits of school students, including children, for school-card printing and related school services. Photographs are taken or imported only by signed-in staff or operators who already have access to that school’s records.

We do not use student photographs for advertising, facial recognition of a person, or sale to third parties. A photograph is used to produce and manage the school card and the school’s School Hub record.

On-device face checks

Anseo Photo can run an on-device check after a photo is taken. This only looks for whether a face appears in the framed crop, so the operator can be warned about framing or quality. The check runs on the device, does not create a biometric template or face embedding, and is not used to identify a student. The result may be stored as ordinary quality-warning text with the photo record (for example “no face detected”). The feature can be turned off in the app configuration.

How we use information

• Authenticate staff and operators and control access to the correct school
• Capture, review, replace, and store student portraits
• Produce school cards and related orders
• Show capture progress and upload status
• Keep the service secure, diagnose faults, and meet our contract with the school

We rely on the school’s instructions and the contract to provide the service, and on our legitimate interests in securing accounts and operating School Hub. Where a school needs a different lawful basis for student photographs (for example consent under its own policy), the school is responsible for that.

Permissions the mobile app asks for

• Camera — to capture a student portrait in the app
• Photo library — only if the operator imports an existing image

The app does not record audio and does not need microphone access.

Who we share information with

We do not sell personal information. We share it only as needed to run the service:

• The school that owns the student record
• Microsoft Entra ID, for work or school sign-in
• Google, when a website user chooses Google sign-in
• Microsoft Azure, which hosts School Hub, files, and related infrastructure
• SendGrid, when we send service emails such as password resets or order notices
• Authorities if the law requires it

Retention

• Student photographs and school records stay in School Hub for as long as the school’s service arrangement requires.
• Queued photos stay on the device until they upload, fail permanently, or the operator discards them.
• Recent student IDs on the device expire after 14 days and are cleared on sign-out or when local data is cleared.
• Sign-in tokens are kept only while the session is valid.

When a school leaves the service, or asks us to delete a record, we delete or return the relevant information in line with that request and any legal retention duty.

Security

Access requires an approved School Hub account or a time-limited photo-access code. The mobile app stores tokens and recent student IDs in the device keychain or keystore. Photographs travel to School Hub over HTTPS. Schools should use lock-screen and device-encryption policies on capture devices.

Your rights

If you are a parent, guardian, or student, please contact the school first. The school decides how student records and photographs are used.

If you are a staff or operator user, you can ask Anseo for access, correction, or deletion of your account information, or to restrict or object to our processing, subject to the law and our contract with the school. You may also complain to the Data Protection Commission in Ireland.

Request account deletion

Staff and operators can ask us to delete their School Hub or Anseo Photo account and the personal data we hold for that account:

Request account deletion

That request does not delete student photographs or other school records. Those stay with the school. You can also email support@anseo.ie.

Children using the app

Anseo Photo and School Hub are not directed at children. Students do not create accounts or sign in. The app is for adults authorised by a school or by Anseo.

Cookies and website sign-in

School Hub uses cookies and similar storage that are required to keep you signed in and to protect the session. We do not use advertising cookies.

Changes

We may update this policy when the products change. The date at the top will change when we do. Material changes will be reflected on this page before they apply to a new app version where we can.

Contact

Privacy questions about School Hub or Anseo Photo: support@anseo.ie

Account deletion: https://schoolhub.anseo.ie/account-deletion

Website: https://schoolhub.anseo.ie