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Legal & Trust

Privacy Policy

Last Updated: May 26, 2026 • Version 1.1

1 Overview

Saelix ("we", "our", or "us") operates the school-timetable, substitute-management, and operations platform. We are deeply committed to protecting the privacy of educational institutions, administrators, teachers, and staff who utilize our services.

This Privacy Policy outlines how Saelix handles, protects, and isolates data when a school registers a dedicated tenant workspace (e.g., schoolname.saelix.io) and accesses our web and mobile companion interfaces.

2 Data We Collect

To operate school timetables and daily workflows, the platform processes master records and transactional data provided by school administrators or generated by active users.

A. Master School Data

  • Teacher Profiles: Full names, unique staff codes, emails, phone numbers, and subject expertise mappings.
  • Academic Structure: Class/Standard lists, section designations, room assignments, and academic years.
  • Schedules: Period configurations, bell timings, weekly timetable configurations, and holidays.

B. Daily Operations Data

  • Leaves & Absences: Leave applications, start/end dates, approval statuses, leave types (CL, SL, EL, HD, OD), and supporting notes.
  • Substitutions: Generated open slots, assigned substitutes, acceptance or rejection flags, and coordinator log notes.

C. Accounts & Authentication

  • User Accounts: Emails, secure salted password hashes, associated roles (Super Admin, School Admin, Coordinator, Teacher), and linked staff profile mappings.
  • Device & Client Logs: IP addresses, browser user-agents, and authentication logs representing web platform and mobile companion app activities.

3 How We Use Data

Saelix processes your information solely to deliver robust operational tools that help schools function smoothly. Specifically, data is used to:

  • Generate weekly grids, class timetables, and teacher workloads.
  • Detect schedule conflicts in real time when modifying teacher assignments.
  • Power our automated Substitute Finder pipeline, which ranks available teachers for open slots using strict availability rules and fairness metrics.
  • Dispatch instant database-driven notifications for leave approvals and substitution invitations.
  • Generate exports like Monthly Teacher Workloads, Daily Substitution Logs, and Leave Registers.

4 Multi-Tenant Database Isolation

Unlike traditional shared software architectures, Saelix implements a strict subdomain-based database isolation model.

🛡️

Complete Physical Isolation

Each school workspace runs on its own independent, isolated MySQL database instance. Your school's teachers, timetables, and leave records are never mixed with or accessible by any other school on the platform.

This physical separation guarantees absolute data sovereignty, high performance, and eliminates cross-tenant data leakage risks.

5 Optional AI Policy

Saelix includes an optional, off-by-default feature designed to assist coordinators in explaining substitution recommendations in natural language.

🤖

Opt-In Integrity (Disabled by Default)

AI features are disabled by default (AI_ENABLED=false). If your school opts in, the platform calls the OpenAI API (using efficient models like gpt-4o-mini) to draft short explanation sentences on the Substitution Board.

Our AI privacy safeguards ensure:

  • No Model Training: Data shared with the API is governed by enterprise terms and is never used to train open-source or proprietary models.
  • Minimal Payload: The API receives only high-level structured rules (e.g., matching subjects, teaching workload counts, DOW) and basic teacher names. No sensitive passwords, hashes, or contact numbers are ever exposed.
  • Human Control: The AI never makes decisions. The final assignment power stays completely in the hands of your school coordinator.

6 Security & Backups

We implement enterprise-grade security protocols to protect school records:

  • Forced Encryption: All web traffic and mobile API calls are forced over HTTPS using modern secure TLS protocols.
  • Automated Backups: School databases are encrypted and backed up nightly using automated, isolated routines to secure, remote cloud nodes.
  • Salted Cryptography: All login passwords are hashed using high-entropy bcrypt algorithms.
  • Role-Based Access Control (RBAC): System access is locked down by role. Teachers can only view schedules and apply for their own leaves; master configurations are strictly locked to admins.

7 Retention & Rights

School data is retained only for the duration of the active workspace subscription.

Data Sovereignty & Deletion: If a school workspace is deleted or terminated by the landlord account administrator, the corresponding tenant database and all linked assets are immediately hard-deleted from our live server environments and will naturally expire from historical backup registers within 30 days.

Access and Corrections: Teachers and staff members should contact their school's workspace administrator (School Principal or Admin) to review, correct, or request deletion of their personal profiles. School administrators can modify or soft-delete teacher records directly through the Filament Admin Panel.

8 Contact Us

If you have any questions about this Privacy Policy, your school's database isolation, or data protection practices, please reach out to our trust and security team:

  • Email: support@saelix.io