Privacy Policy

1. Who We Are

OloTree (olotree.com) is a school diary and school-to-home communication app: homework and class activities, exam schedules, announcements and a shared calendar for parents, teachers, school admins and principals. It is run as an independent initiative from Khyber Pakhtunkhwa, Pakistan. This policy explains what information the app, the admin console and this website handle, and the choices you have.

The short version: we use your data only to run your school's OloTree, we do not sell it, and we do not use it for advertising or for anything else.

2. Information We Collect

From adults (parents, teachers, school admins, principals)

• Account details: your name, email address, role and school. Your password is stored only as a one-way hash — we cannot read it.
• School content you create: diary posts and homework (with due dates and optional photos), comments, exam schedules, announcements (with attachments), calendar events and class notes.
• School setup:for principals and school admins, the school's name, address, contact details, time zone, classes, sections, subjects and staff you invite.

About children

Children do not have their own accounts or logins. A parent creates and manages each child's profile, which holds:

• first name, last name, gender, grade and (optionally) date of birth;
• which class the child is enrolled in;
• simple diary progress — whether an activity was seen or marked done, and when.

From your device

• a push-notification token for your phone, so alerts can reach you;
• your device's time zone, so times are shown correctly;
• standard server logs (such as IP address and request time) kept for security and reliability.

What we do not collect

We do not collect precise location, contacts, biometric data, phone numbers or social-media handles of children, and we use no advertising or third-party analytics trackers in the app or on this website.

3. How We Use Information

Only to provide the service you signed up for:

• show diary activities, exam schedules, announcements and the calendar to the right people;
• let parents mark work seen or done and let teachers see that progress;
• send notifications about school activity, respecting the school's quiet hours;
• keep accounts secure, prevent misuse and fix problems;
• produce school, class and teacher activity reports for principals and admins.

We do not sell, rent or trade personal information, we do not use it for advertising or profiling, and we do not use it for any purpose other than running your school's OloTree.

4. Who Can See What

• Parentssee their own children's classes: the diary, published exam schedules, announcements and calendar. Draft exam schedules stay hidden until a teacher publishes them.
• Teachers see the classes they are assigned to, including which children have seen or completed each activity.
• School admins and principals see their own school: classes, staff and reports.
• Nobody at another school can see your school's information.

A small number of platform administrators may access data strictly to operate and support the service.

5. Service Providers

We rely on a few infrastructure providers, each only to deliver the service and not to use your data for their own purposes:

• Amazon Web Services (AWS) — hosts the OloTree servers that run the app.
• MongoDB Atlas — the cloud database that stores account and school data.
• Cloudflare R2 — cloud file storage for diary photos and attachments.
• Push-notification delivery (Expo, Google Firebase Cloud Messaging and Apple Push Notification service) — receives your device token and the notification text so it can reach your phone.

Data may be processed on servers outside your country. We may also disclose information if the law requires it or to protect the safety of children and users.

6. How Long We Keep Data

• Class data is deleted one month after the school year ends. That covers diary activities, comments, per-child seen/done status, announcements, exam schedules and every photo or PDF attached to them.
• Photos and PDFs attached to diary activities and announcements are kept until one month after the school year ends, then removed from our storage. A photo is reduced in size and its location data removed before it is uploaded. A file that was picked but never posted is deleted within a day. A copy already on your phone stays there until you sign out.
• Basic class records (roster, teacher assignments) are kept so principals can see historical counts, until the school or account is deleted.
• Accounts and schools you ask us to delete are erased after a 30-day grace period — see the next section.
• School details. When a school registers we store its name, address, city, phone number (used to contact the school), the kinds of school and classes it runs, and the education boards it follows. The classes are set up only after we approve the school. None of this is information about a child.
• Declined school registrations.When a school registration is declined we keep the request (school name, address, phone, and the principal's name and email) for 2 years, and then erase it. We also keep a one-way fingerprint (hash) of the declined email address and phone number, with a partly hidden copy so our team can recognise it, so the same contact cannot register again; if someone tries, we record the date and time of the attempt. We do this on the basis of our legitimate interest in preventing misuse of the service. No child data is involved. To ask for a review, or for this record to be erased, write to privacy@olotree.com.

The app keeps a working copy of your data on your device so it works offline. It is removed when you sign out.

7. Your Controls: Deactivate or Delete

You are in control. In the app, open Profile → Deactivate or delete account. You confirm with your password. You can also follow the steps on our account-deletion page.

Deactivate (put on hold)

Your account is hidden and you are signed out, and nothing is deleted. Sign in again and confirm to bring everything back exactly as it was.

Delete

• Your account is locked immediately and permanently erased after 30 days.
• Signing in again within those 30 days and confirming cancels the deletion.
• Your children's profiles, progress and diary status are erased with your account.
• Content that belongs to the school (for example a teacher's diary post) stays with the school but no longer carries your name, email or phone — the author becomes an anonymous “Deleted user”.

Principals: deactivate or delete the school

• A principal can deactivate the school: staff and parents can no longer open it, nothing is deleted, and signing in again as the principal restores it.
• A principal can delete the school: it is locked immediately and everything in it — classes, diary, exam schedules, announcements, invites and staff accounts — is permanently erased after 30 days unless restored. Parents keep their own accounts and children; only the link to the school is removed.
• If a principal who is the school's only principal deletes their own account, the school is deleted with it (the app asks you to confirm).

Access and correction

You can view and edit your profile in the app. To ask for a copy of your information or a correction we can't make in the app, email privacy@olotree.com and we will respond within 30 days.

8. Children's Privacy

OloTree is designed with child-privacy laws such as COPPA in mind. Children never sign up themselves: a parent (or the school) creates the child's profile and consents to it, and can have it erased at any time. We collect only what is described above and never use a child's information for advertising or profiling.

9. Security

• Traffic between the app and our servers is sent over an encrypted connection.
• Passwords are stored only as salted hashes.
• Access is limited by role and by school; every request is checked.
• On sign-out the app deletes its local copy of your data.

No system is perfectly secure. If a breach affects your information we will tell the affected school and users without undue delay.

10. Changes to This Policy

If we change this policy in a way that matters, we will tell you in the app or by email before it takes effect, and update the date above.

11. Contact Us

Questions, concerns or requests about your data:

privacy@olotree.com