PresentlyStudent Privacy & Data Processing Agreement
Effective date: 30 October 2026
This agreement is between Presently (operated by Contive Technologies Ltd.) ("Presently", "we", "us") and the teacher, school or organisation using Presently ("you", "the School"). You must accept it before using Presently with students. When you tick "I have read and agree", you confirm that you accept it for yourself and, where you act for a school, on the school's behalf.
1. Why this agreement exists
When you use Presently in class, we process personal data about students, many of whom are children. Students do not have accounts. You and your school decide why and how student data is used. We process it only to provide the Service to you and only on your instructions. In legal terms, the School is the controller and Presently is the processor (or "service provider" or "school official", depending on the law).
2. Student data we process
| Data | Where it is kept | How long |
|---|---|---|
| Class recordings (video and audio) | Your Google Drive only, never our servers | Controlled by you in Drive |
| Attendance sheets | Your Google Drive | Controlled by you in Drive |
| Saved class lists (names and emails) | Presently web service | Until you delete them or your account |
| Attendance summaries (names, emails, join and leave times, status) | Presently web service | Until you delete them or your account |
| Class audio for AI notes (only if you choose to use AI) | Processed by Presently and AI providers | Deleted immediately after processing |
| Transcripts and AI notes (only if you use AI) | Presently web service | Until you delete them, or 90 days by default |
Participant names, emails and join and leave times come from Google Meet, your Google Workspace directory, the meeting's Google Calendar invite, Google Classroom rosters you import, and class lists you add yourself.
3. Your responsibilities
By accepting this agreement, you confirm and agree that:
- Authority. You have authority from your school to use Presently with your students, and your use follows school policy.
- Notice. You will tell students, and parents or guardians where appropriate, that classes are recorded, that attendance is tracked and, if you use it, that class audio is processed by AI to create notes.
- Consent and lawful basis. You, or your school, have a lawful basis to process student data and have obtained any consent required by local law, including parental consent for children where needed.
- Where not allowed. You will not use Presently to record where recording is prohibited by law, school policy or the meeting's rules, or where a student or parent has validly objected and the law requires you to respect that.
- Requests. You will handle requests from students and parents to see, correct or delete their data. We will help you.
- Your Drive. You will keep recordings and attendance sheets in your Google Drive secure and share them only with people who need them.
- Review AI output. You will review AI notes before sharing them, as they may contain errors.
4. Our commitments
We will:
- process student data only to provide the Service and only on your instructions;
- collect and keep only the minimum data needed (data minimisation);
- never show advertising to students or use student data for advertising;
- never sell or rent student data;
- never build profiles of students except as needed for the attendance features you use;
- never use student data, audio, transcripts or notes to train AI models, and only use AI providers that do not train on it;
- make sure our staff and sub-processors are bound by confidentiality;
- help you respond to data requests, data protection impact assessments and regulator enquiries.
5. Legal frameworks
This agreement is designed to support your compliance with the laws that apply to you, including:
- United States: COPPA, where the School consents on behalf of parents for students under 13 for educational use only, and FERPA, where we act as a "school official" with a legitimate educational interest, under the School's direct control.
- UK and EU: the UK GDPR, the Data Protection Act 2018 and the EU GDPR, including Article 8 on children and Article 28 on processors, and the principles of the UK Age Appropriate Design Code.
- Middle East: the Bahrain Personal Data Protection Law (Law No. 30 of 2018), the Egyptian Personal Data Protection Law (Law No. 151 of 2020), the Saudi Personal Data Protection Law and the UAE Personal Data Protection Law.
You remain responsible for checking which laws apply to your school and meeting their requirements.
6. AI processing
AI notes are optional and can be turned off for your account or your whole school. When used, class audio is sent to trusted AI providers for speech-to-text and then to a language model. Audio is deleted immediately after processing. We configure providers for zero data retention where available and require that they do not train on the data.
7. Sub-processors
You authorise us to use these sub-processors:
| Sub-processor | Purpose | Location |
|---|---|---|
| Google (Google APIs) | Meet, Calendar, Classroom, Directory and Drive features | Global |
| Trusted AI providers | Speech-to-text and AI notes (only if AI is used) | United States and other countries |
| Our secure payment provider | Payment processing (teacher billing data only, no student data) | Egypt and other countries |
| Our cloud hosting provider | Server hosting and database | Germany |
We share the names of our current providers on request at support@ai-365.uk.
We will give at least 30 days' notice of any new sub-processor that will handle student data. If you object on reasonable data protection grounds, you may stop using the affected feature or end this agreement.
8. International transfers
Student data may be processed outside your country, including in Germany and the United States. Where the law requires, we use appropriate safeguards such as Standard Contractual Clauses, the UK International Data Transfer Addendum, or the transfer mechanisms required by the Bahrain, Egyptian, Saudi and UAE data protection laws.
9. Security
- Encryption in transit (TLS) for all connections.
- Encryption at rest where our providers support it.
- Access limited to authorised staff on a least-privilege basis, with strong authentication.
- Recordings stored in your Google Drive, not on our servers.
- Regular review of our security measures.
10. Data breaches
If we become aware of a breach affecting student data, we will notify you without undue delay and in any case within 72 hours. We will tell you what happened, what data was affected, what we are doing about it, and help you meet any duty to inform regulators, students or parents.
11. Access, correction and deletion
- You can view, edit and delete class lists, attendance summaries, transcripts and AI notes in the web service at any time.
- If a parent or student asks us directly, we will pass the request to you and help you respond within the legal time limits.
- If you delete your account, we delete classes, attendance summaries, transcripts and AI notes within 30 days, and from backups within 90 days.
- Recordings and attendance sheets in your Google Drive are under your control; you delete them in Drive.
- Before deletion, you can export your data from the web service.
12. Term, law and contact
This agreement lasts as long as you use Presently with student data, and our commitments continue for any student data we still hold after that. It forms part of the Presently Terms of Service. If this agreement conflicts with the Terms about student data, this agreement wins. It is governed by the laws of the [Kingdom of Bahrain — confirm], without limiting any rights students, parents or schools have under their local law.
Questions or requests: support@ai-365.uk
13. Acceptance
By ticking "I have read and agree", you confirm that:
- you have read and understood this agreement;
- you have authority from your school to use Presently with students and to accept this agreement;
- you will inform students and parents and obtain any consent your local law requires.