Last updated: October 2026
01Overview
XCOOLL is used by institutions to manage admissions, attendance, payments, staff and communication. This policy explains what information the platform handles and how it is used.
02Information we handle
Account information: names, email addresses, phone numbers and passwords (stored only in hashed form) for staff, students and guardians.
School records entered by institutions: applications, enrollments, marks, attendance, payments, discipline notes, inventory and staff details.
Location at check-in: when a student or staff member checks in, their device location is sent once to confirm they are on campus. It is used for that check only.
03How information is used
To run the service your institution has chosen: showing the right data to the right people, generating reports and statements, and sending login codes, notifications and messages by email or SMS.
We don't sell personal information.
04Who can see what
Each institution decides which staff roles can see which information. Students see their own records, and guardians see the records of the students linked to them.
05Security
Passwords are hashed, administrator logins use two-factor codes, and access is controlled by roles and permissions. No system is perfectly secure, so please report anything suspicious to us.
06Browser storage
XCOOLL keeps your sign-in session in your browser's local storage so you stay logged in. Signing out removes it.
07Your choices
To access, correct or delete personal information, contact your institution first, since it manages your records. You can also reach us through the Contact page.