Privacy Policy
Last updated: September 15, 2026
Introduction
ATL Portfolio ("we", "our", or "us") is committed to protecting the privacy and security of students, teachers, and educational institutions using our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our ATL (Approaches to Learning) portfolio management system.
Information We Collect
Student Information
- Name, email address, and profile picture
- School, programme (PYP/MYP/DP), class, and year group
- ATL evidence submissions including reflections, media files, and self-assessments
- Progress data and proficiency levels across ATL skill categories
- Personal learning goals and achievements
Teacher & Administrator Information
- Name, email address, and professional profile
- School affiliation and teaching assignments
- Assessment feedback and proficiency ratings for students
School Information
- School name, logo, country, and IB programmes offered
- Email domain for authentication purposes
- Subscription and billing information
How We Use Your Information
- To provide and maintain the ATL Portfolio platform functionality
- To enable students to document and reflect on their ATL skills development
- To allow teachers to assess student evidence and provide feedback
- To generate progress reports and analytics for students, teachers, and coordinators
- To facilitate communication between students and teachers regarding assessments
- To maintain, secure, support, and improve the reliability and usability of our services, subject to our contractual and data-protection obligations
- To process subscription payments and manage school accounts
AI-Assisted Features
Some optional ATL Portfolio features use artificial intelligence to generate suggestions or draft commentary. These include Learner Profile suggestions, student progress commentary, draft teacher feedback, and administrator accreditation-report drafting.
When a user chooses to use an AI feature, the content needed for that request may be sent through Base44's AI integration and its disclosed AI-model subprocessors. For the student and teacher features we have reviewed, prompts are designed not to include account names, email addresses or school IDs; however, user-entered reflections or task descriptions may themselves contain personal information.
AI outputs are assistive. They may contain errors or omit context and are not intended to make final automated educational decisions. Students choose whether to use suggestions, teachers remain responsible for assessments and feedback, and authorised staff must review AI-assisted accreditation content before use.
Data Access & Sharing
Within Your School:
- Students can view their own evidence, assessments, and progress
- Teachers can view student evidence within their own school and may assess or comment on evidence in accordance with school-defined workflows
- Coordinators can view aggregated analytics and student progress within their programme
- School Admins can manage users and view school-wide data
Third-Party Sharing:
We do not sell, trade, or share student data with third parties for marketing purposes. We may share information with:
- Service Providers: Trusted vendors who assist in operating our platform (hosting, payment processing)
- Legal Requirements: When required by law or to protect rights and safety
Data Security
We implement technical and organisational security measures appropriate to the service and identified risks, including:
- Encrypted data transmission (HTTPS/SSL)
- Secure authentication and authorization systems
- Role-based access controls to limit data access to authorized users only
- Security review, maintenance, and updates appropriate to the service
- Managed cloud infrastructure with platform-level resilience and recovery controls
Student & Parent Rights
Students and their parents/guardians have the right to:
- Access and review the student's personal information and portfolio data
- Request corrections to inaccurate or incomplete information
- Request deletion of student data (subject to school record-keeping policies)
- Where processing relies on consent, withdraw that consent (which may affect the relevant feature or service)
- Export portfolio data in a portable format
To exercise these rights, please contact your school administrator or reach out to us directly at the contact information below.
Data Retention
School-controlled educational data is retained according to the active service relationship, the School's documented instructions and our retention schedule. Schools may request return, deletion or anonymisation when a student leaves or when the School's subscription ends, subject to applicable legal retention requirements and provider backup-recovery cycles. Billing and transaction records are retained as required by law.
Cookies & Tracking
We use cookies and similar technologies that are necessary for authentication and service operation. We also offer optional Google Analytics for service-usage analytics; it is not loaded unless you actively consent to analytics cookies. We do not enable advertising-personalisation signals and do not intentionally send student evidence, reflections or assessment content to Google Analytics.
Children's Privacy
Our platform is designed for educational use by students aged 5-18. We aim to collect only information necessary for the educational service and to apply privacy protections appropriate to student users. The School, as controller for school-provided educational data, is responsible for identifying the applicable lawful basis and obtaining parental or guardian consent where the law requires it. Additional requirements, including COPPA, are assessed before deployments to which they apply.
International Data Transfers
Our service providers may process personal data in more than one jurisdiction. Where an international transfer requires safeguards, we use or rely on applicable transfer mechanisms and document relevant subprocessors and transfer arrangements for school due diligence.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify schools and users of material changes via email or through the platform where appropriate. Where a change requires new instructions, consent or another legal step, we will take that step before relying on the changed processing.
Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
ATL Portfolio Support
Email: privacy@atlportfolio.com
For school-specific inquiries, please contact your school administrator first.