Privacy notice

This is the text each tuition centre's Acadence site shows to its users. On a centre's site, the centre's registered name and contact details appear where this page says "your tuition centre".

Version 2026-10-27.

In short: your centre keeps your schoolwork, marks and class records to teach you. Acadence runs the software for the centre. AI only suggests marks, and you or your parent can say no to it. Nobody sells your data.

Who is responsible

your tuition centre ("the centre") is responsible for your data under Singapore's Personal Data Protection Act 2012 (PDPA). It decides what is collected and why.
BOOK IN CHAT PTE. LTD. (UEN 202646792Z), 60 Paya Lebar Road, #6-28, Paya Lebar Square, Singapore 409051 ("Acadence"), provides and runs the software for the centre. It handles your data only on the centre's instructions, except for the optional uses in Acadence's own uses below.

What the centre keeps

Account details: your name, username, class and, for parents, which child they are linked to.
An email address you give us (your own or a parent's), used to send password-reset codes, notices, and to tell you when your password or email changes.
Your schoolwork: what you write or type on worksheets and practice, photos or files you upload, marks, tutor feedback, and AI suggestions and readings of your work.
Records of activity, such as when you handed in work, and who changed a mark, for security and to settle disputes about marks.
Technical records: when you sign in, your device and browser type and IP address, used to keep accounts secure.
Records of the policies you or your parent accepted, and when.
If the centre uses Acadence to run its classes: your timetable, attendance, make-up lessons, absence requests and the reason given, and any medical certificate uploaded for an absence. Only the centre's managers, and your class tutor if the centre allows it, can open a certificate. It is never sent to an AI service.
If the centre uses Acadence for fees: the family's billing name, email and address, invoices, payments recorded and reminders. Acadence does not take payments or keep card or bank details; you pay the centre directly.
Enquiries and trial lessons: the names, phone number, email, level and subject a family gives when asking about lessons, notes of calls and messages, and the family's agreement to be contacted.
Notices and messages the centre sends you, and whether you read them. If you turn on notifications on your phone or browser, the address your device gives for notifications.
For tutors and staff: lessons taught, leave requests and any certificate uploaded for them, and cover arrangements.

Why

To run your classes: give out worksheets, collect and mark work, and show your progress to you, your tutor and your linked parent.
To run the centre: timetables, attendance, absences and make-up lessons, tutor leave and cover, fees and invoices, answering enquiries, and sending you notices about these.
To read your handwriting better (where the centre has this on): when a tutor corrects how the software read your writing, the correction is kept and used inside the centre's own site to read your future work. It is not sent outside the centre's site. The centre switches this off for you if you or your parent ask.
To improve teaching at the centre, using class-level results inside the centre, for example which questions a class finds hardest.
With the AI marking consent (and AI marking of practice): to get suggested marks from an AI service. Where the AI service's own terms need a parent's or guardian's agreement while you are under 18, the centre holds that agreement (for example on its enrolment form) and has told Acadence so. You can say no at any time, and your tutor then marks by hand. If you are under 13, your parent or guardian must agree for you.

Who can see it

Your tutors and the centre's staff. A parent linked to your account sees your results and progress after they are released, and what the centre shares with parents about lessons, absences and fees.
Acadence's own administrators, who run the servers, can reach the centre's data when needed for support, security and backups. They must keep it confidential, and their access is limited. Acadence's operator console shows Acadence counts and status for each centre, not students' names or work.
Companies that help run the site. Each may use your data only to provide its part:
- Contabo: the servers, in Singapore.
- Cloudflare: the secure connection. Your pages pass through its network, which may be outside Singapore.
- Brevo: sends emails (password resets and notices). It gets your email address and the email's text.
- Your phone or browser maker: only if you turn notifications on. It gets an empty "wake up" signal, never the text.
- AI services: only as the AI marking consent says, and only the ones named there.
Some of these companies are outside Singapore. Each has agreed in its data-protection terms to use your data only to provide its service, to keep it secure and to delete it after the period it states, and the AI services have agreed not to use it to train their AI. Acadence relies on those terms as giving protection comparable to Singapore's PDPA, and will show them to the centre on request. The terms are written mainly for EU and US law. The full list, with where each one works, is at acadence.net/legal/providers.

Acadence's own uses

Acadence may make statistics that cannot identify anyone (for example, how often tutors accept AI suggestions) to run and improve its service.
Acadence will use your work to improve its AI or learning materials, or show it in its promotion, only with a separate, optional consent from your parent or guardian (or from you, if you are 18 or older). If nobody gives it, your work is never used for these.

How long

Your work, marks, feedback, AI suggestions and the text read from your work: while you are enrolled and for 12 months after you leave, then deleted.
The full AI request and reply for practice: deleted after 90 days.
Records of consents and the log of who changed a mark: for at least 6 years after you leave, and no longer than the law or a dispute needs.
The centre's billing and fee records (invoices, payments, and monthly lists of which students handed in work; no schoolwork): 7 years, as financial records.
Medical certificate files: deleted after the period the centre sets (30 days after the decision unless the centre changes it); only the fact that one was seen is kept.
Enquiry records: deleted after the period the centre sets (12 months after the enquiry was closed or last changed, unless the centre changes it), whether or not the family enrolled.
Backups: overwritten within 30 days. AI services keep their copies as stated in the AI marking consent.

Your choices

You or your parent or guardian can ask the centre to see or correct your data. The centre will reply within 30 days, or tell you when it can.
If you, or your parent or guardian, withdraw a consent, that use stops. You can withdraw the AI consents yourself on your profile page under Policies and agreements; your parent or guardian can do so in the parent app or by telling the centre. If you withdraw the Terms or Privacy consent, the centre may not be able to keep your account, but it will still give you your marks.
Parents and guardians: if your child is under 13, the centre needs your consent before your child uses this site, and for AI marking; your child's own click on this notice only records that they were shown it. You can see, correct or withdraw consent for your child's data in the same way.

If something goes wrong

If your data is lost or seen by someone who should not see it, and it could cause you significant harm, the centre will tell you (and your parent or guardian if you are under 18) and the PDPC, as the law requires. Acadence tells the centre without undue delay.

Questions and complaints

Ask the centre first: your tuition centre's contact email. About the Acadence software: Acadence's data protection officer, Lee Cheng Han, [email protected]. If you are not satisfied, you can contact the PDPC at www.pdpc.gov.sg.