AssessWrite AI – Privacy Notice (Schools, Teachers and Individual Users)

Registered name: Teacher Tech AI Limited

We are the controller of your personal data. For more information on controllers and their responsibilities, please see the ICO’s guidance on data protection principles, definitions, and key terms:

https://ico.org.uk/for-organisations/advice-for-small-organisations/getting-started-with-g dpr/data-protection-principles-definitions-and-key-terms/.

This privacy notice explains what information we collect, why we collect it, how we use it, and the rights you have under UK data protection law.

Contact Details

Email: samuel.clark@assesswriteai.co.uk

What Information We Collect and Why

For Student Education and Welfare

We collect and process the following information:

- Student names

- Year groups

- Writing samples

We use this information to provide our writing platform service to schools, allowing students to create, store, and review their work in a way that supports learning and helps teachers monitor progress.

Where AssessWrite AI is used by schools, processing is carried out to support the school’s statutory educational functions and contractual arrangements.

For Queries, Complaints or Claims

We collect and process:

- Names and contact details

- Any relevant information shared with us about the issue

We use this information to respond effectively and resolve the matter, maintaining trust with schools, teachers, and parents.

For Information Updates or Marketing Purposes

We process:

- Teacher names

- Teacher email addresses

- Marketing preferences

We use this information to send important updates about the platform, new features, and guidance on how to use it effectively. Each message includes an easy way to opt out.

To Comply with Legal Requirements

We may collect or use additional information where required to meet legal, accounting, or regulatory obligations.

Our Lawful Bases for Processing

Student Education and Welfare

Lawful basis: Legitimate interests

We process student names, year groups, and writing samples because it is necessary to deliver our writing platform service to schools. This processing is limited to the minimum personal information required to provide educational benefit. The benefits to students and teachers outweigh any potential risks, and we apply strong security measures (including secure cloud storage and restricted access).

Queries, Complaints or Claims

Lawful basis: Legitimate interests

We process contact details and any information shared with us to respond effectively to questions or complaints. This helps maintain trust and improve our service. Data is only kept as long as needed to resolve the matter.

Information Updates and Marketing

Lawful basis: Legitimate interests

We use teacher names and email addresses to send service-related updates that help schools and teachers get the most value from the platform. We minimise intrusion by limiting the frequency and content of communications, and you can opt out at any time.

Legal Requirements

Lawful basis: Legal obligation

We may need to process certain personal data to meet legal, tax, or regulatory requirements.

School Accounts and Data Protection Responsibilities

Where AssessWrite AI is used under a school or trust arrangement, the school or trust acts as the Data Controller and Teacher Tech AI Limited acts as a Data Processor. We process personal data only on documented instructions from the school and in accordance with UK GDPR.

We support schools with their data protection obligations and will provide information required for Data Protection Impact Assessments (DPIAs) upon request.

Data Controller and Data Processor Roles

For the purposes of UK GDPR:

  • Schools, trusts, or education providers using AssessWrite AI are the Data Controllers for pupil and staff personal data uploaded to the service.

  • AssessWrite AI acts as a Data Processor, processing data only on documented instructions from the school.

We process personal data solely to provide the AssessWrite AI service and do not use pupil data for marketing, profiling, or unrelated purposes.

A Data Processing Agreement (DPA) is available on request to support school GDPR compliance and DPIA requirements.

Where We Get Personal Information From

Directly from you (or from your school when they set up accounts on your behalf)

How Long We Keep Information

Data Retention Schedule

Teacher contact details (name and email)
We keep this information while you have an active AssessWrite AI account, or until you ask us to delete it.
This is needed to set up and manage your account and to contact you about the service.

Student names and writing samples
We keep these until the end of the academic year, unless you ask us to delete them sooner.
This allows us to support assessment, feedback, and progress tracking during the year.

Year group information
We keep this until the end of the academic year, unless you request earlier deletion.
This is used only to organise assessments correctly.

Queries or complaints
We keep records for up to 12 months after an issue has been resolved.
This helps us respond properly if a related issue comes up again.

Technical and usage data
We keep this data for up to 12 months.
It helps us keep the service running smoothly and improve how it works.

After these periods, we securely delete or anonymise data so it can no longer be linked to individuals.

Where We Store Your Data

We store personal information securely using Microsoft Azure, which complies with UK GDPR requirements. Data is stored on servers located within the UK (or EEA where necessary). Microsoft applies strong encryption and security controls to keep your data safe.

Use of Artificial Intelligence and Automated Processing

AssessWrite AI uses artificial intelligence to analyse uploaded writing samples and generate assessment insights, summaries, and feedback.

This includes:

  • Automated analysis of handwritten pupil work

  • Curriculum-aligned assessment outputs

  • Suggested feedback tasks

The system does not make decisions about pupils independently. All outputs are intended to support professional judgement and must be reviewed by a teacher.

Optical Character Recognition (OCR)

Handwritten writing samples uploaded to AssessWrite AI are processed using secure Optical Character Recognition (OCR) technology to convert images into text for analysis.

OCR processing may be provided by external specialist providers. These providers:

  • Process data only on our instructions

  • Do not retain or reuse uploaded content

  • Are subject to appropriate data protection agreements

Third-Party AI Services

We use trusted third-party AI services (including large language models such as GPT-4) to process text extracted from uploaded documents. These providers act as data processors under contract and are required to meet UK GDPR standards.

We do not allow third-party AI providers to use uploaded data to train their models.

Who We Share Information With

We share data with trusted suppliers and service providers who support the delivery of our platform (such as Microsoft Azure for hosting). All suppliers are bound by data protection agreements to ensure your information is secure.

Your Data Protection Rights

You have rights under UK GDPR, including the right to:

- Access your data

- Ask us to correct or delete data that is inaccurate

- Request deletion of data (“right to be forgotten”)

- Restrict how we process your data

- Object to processing in certain circumstances

- Request that we transfer data to another provider (“data portability”)

- Withdraw consent (where consent is the lawful basis)

To exercise your rights, contact us at the email address listed above. We will respond without undue delay and within one month.

How to Request Deletion

Schools and teachers can request deletion of student data or account data at any time by emailing us at samuel.clark@assesswriteai.co.uk. We will confirm once the deletion has been completed.

How to Complain

If you have any concerns about how we use your personal data, contact us using the email address above.

If you are unhappy with our response, you can raise a complaint with the ICO:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

Last updated: 25/01/2026