YearMap Academic Calendar Made Simple
🔒 Legal & Privacy

Privacy-first by design.

How YearMap handles your data and the rules for using the service. We keep things minimal, transparent, and built for UK education.

📄 Read Privacy Policy 📋 Read Terms of Service

Privacy Policy

Last updated: 1 December 2025

This Privacy Policy explains how Schuled Educational Services Ltd ("we", "us", "our") collects, uses, shares, and protects personal data when you use the YearMap web application ("YearMap", the "Service"). We're committed to protecting your privacy and complying with the UK GDPR, the Data Protection Act 2018, and PECR.

1. Privacy by design and data minimisation

YearMap is built to keep your data safe by design. We only store the essential information needed to provide the Service and nothing more:

  • Your school's name (to organise calendars and permissions).
  • Public calendar dates and descriptions you or your institution submit.
  • Basic account info: your name and institutional email address.

We do not collect sensitive personal details, hidden identifiers, or unrelated background data.

Quick FAQ

Personal data? Your institutional email (and name) count as personal data. No passwords are stored; sign-in is handled by your email provider, and we recommend enabling 2-step authentication. No tracking cookies, only essential config/security.

2. Who we are

Controller: Schuled Educational Services Ltd is the data controller for personal data processed to operate YearMap (such as account details, support messages, and service logs).

Processor: Where your institution uploads or manages calendar content, we may act as a processor on their behalf. Your institution remains the controller of that content.

3. What data we collect

We collect only what we need to provide the Service:

  • Account data: your name, work email address, SSO identifier, and organisation/school name.
  • Calendar data: dates and descriptions you or your institution add to calendars.
  • Usage and device data: basic technical logs (IP address, browser type, timestamps, error logs, feature usage counts) strictly for security and reliability.
  • Support communications: messages you send to us for help or feedback.

We do not collect special category data (like health, biometrics, religion), and we do not ask for home addresses, phone numbers, or payment information.

4. How we use your data

We use personal data to:

  • Provide and secure the Service (login, calendar creation, exporting, sharing).
  • Maintain service reliability (debugging, performance monitoring, abuse prevention).
  • Communicate with you about updates or support requests.
  • Comply with legal obligations.

5. Lawful bases for processing

Under UK GDPR, we rely on:

  • Contract: processing needed to provide the Service you request.
  • Legitimate interests: to secure, improve, and protect YearMap against misuse.
  • Legal obligation: where required to meet UK law.

6. Sharing your data

We do not sell your personal data. We share data only when necessary:

  • Service providers: hosting, logging, and support tools under strict confidentiality and security.
  • Your institution: admins may access accounts/calendars in their organisation.
  • Legal or safety reasons: if required by law or to protect users and the Service.

7. International transfers

If data is transferred outside the UK, we use safeguards such as adequacy decisions or the UK IDTA. We aim to keep data in the UK/EU where possible.

8. Data retention

We keep personal data only as long as needed for the Service, support, and legal compliance:

  • Account and calendar data: until deleted by your institution or account closure.
  • Backups: retained for limited periods for disaster recovery.
  • Security logs: typically up to 12 months unless longer is needed for investigations.

9. Authentication and passwords

YearMap uses your institutional Google Workspace or Microsoft 365 sign-in. We do not store or process your passwords.

10. Security

We use technical and organisational measures to protect data, including encryption in transit, access controls, and least-privilege administration. Our approach is to store only essential data, reducing risk by default.

11. Cookies and local storage

YearMap uses essential, functional cookies (and similar local storage) only to run the app and remember your preferences. We do not use advertising or cross-site tracking cookies, and we do not use cookies to build profiles or track you across other websites.

We use cookies/local storage for:

  • Session and security: keeping you signed in safely and protecting against abuse.
  • App configuration: remembering cookie-banner choice and UI/calendar settings.
These cookies do not store personal information and do not track you for analytics or marketing.

12. Changes to this policy

We may update this Privacy Policy from time to time. If changes are significant, we will notify users in-app or via email. Continued use after changes means you accept the updated policy.

Terms of Service

Last updated: 1 December 2025

These Terms of Service ("Terms") form a legal agreement between you and Schuled Educational Services Ltd ("we", "us", "our") governing your use of YearMap (the "Service"). By accessing or using the Service, you agree to these Terms.

1. Eligibility and scope

YearMap is currently provided free of charge for users in the UK education sector only.

By signing in, you confirm you are using an official institutional Google Workspace or Microsoft 365 education account and are authorised to use YearMap on behalf of your institution.

We may verify eligibility at any time. If we reasonably believe a user or organisation is not part of the UK education sector, we may suspend or terminate access and block usage.

2. Account and access

  • You're responsible for keeping your institutional account secure.
  • You must provide accurate information and keep it up to date.
  • Tell us promptly if you suspect unauthorised access.

3. Acceptable use

You agree not to misuse the Service, including by:

  • Using YearMap for non-educational or commercial purposes without permission.
  • Uploading unlawful, harmful, defamatory, or rights-infringing content.
  • Attempting unauthorised access to YearMap or its systems.
  • Disrupting the Service (spamming, automated scraping, excessive requests, or abuse).
To protect performance and fairness for everyone, we may apply rate limits, resource throttling, or temporary restrictions where usage is abnormal or risks stability.

4. Content and ownership

You (or your institution) retain ownership of content you create. You grant us a limited licence to host and display it only to provide the Service.

The YearMap software, branding, and design are owned by us. You may not copy, modify, reverse-engineer, or resell any part of the Service.

5. Availability and changes

We aim for reliable availability, but we don't guarantee uninterrupted access. We may modify, suspend, or discontinue features at any time.

6. Disclaimers and liability

The Service is provided "as is" and "as available". You use it at your own risk.

To the fullest extent permitted by law, we are not liable for:

  • Indirect or consequential losses, including loss of data, goodwill, revenue, or profits.
  • Interruptions or failures beyond our reasonable control.
  • Actions taken based on calendar outputs.

7. Termination

You may stop using YearMap at any time. We may suspend or terminate access immediately if you breach these Terms, if eligibility is not met, or to protect YearMap/users.

8. Privacy

Your use of the Service is also governed by the Privacy Policy above.

9. Governing law

These Terms are governed by the laws of England and Wales.

10. Changes to these Terms

We may update Terms from time to time. Continued use after updates means you accept the new Terms.

If you do not agree to these Terms, do not use the Service.

Questions about our privacy practices or these terms?

Contact us