These terms apply when you use kudolings.com and the Kudolings service (“Kudolings”, “we”, “us”). Please read them
together with our Privacy Notice. By creating an account you agree to these terms.
1. Who we are
Kudolings is provided by [Company name] Ltd, a company registered in England and Wales (company number
[Company number]), registered office: [Registered address]. You can contact us at kudolings.com/#contact.
2. What Kudolings does
Kudolings helps teachers recognise positive behaviour in the classroom. Each pupil has a virtual creature (a Kudoling) shown on the
classroom board; the teacher rewards good behaviour, takes the register and uses classroom tools and games. Parents can see their own
child’s progress, and schools can see their teachers’ classes.
3. Accounts
- Teacher, parent and school accounts are for adults (18 or over). Pupils do not have accounts and never log in.
- Keep your password safe and don’t share your account. Tell us straight away if you think someone else has used it.
- The details you give us must be accurate. Parents can only join with an invite code or link from their child’s teacher.
4. Pupil information and the teacher’s responsibilities
- When a teacher uses Kudolings for their class, the school decides how pupil information is used (it is the data
controller) and we process that information on the school’s behalf (we are the data processor). See the
School Data Processing Agreement.
- Teachers should only use Kudolings in line with their school’s policies, and should check with their school before adding
pupil information.
- Only add the pupil information the service needs (for example a first name). Don’t add sensitive information such as health,
special educational needs or safeguarding notes.
- Choose carefully what parents and other teachers can see (for example, whether parents see other children’s names) using the
class settings.
5. Acceptable use
Don’t use Kudolings to break the law, to upload content that is offensive, harmful or infringes someone else’s rights, to share other
people’s personal information without permission, to send spam, or to try to access accounts or systems you’re not allowed to.
Messages between teachers must be respectful. We may remove content that breaks these rules.
6. Free service and Premium
The core service is free. Some characters, decorations, themes and tools are part of Premium. Premium can be earned (for example by
inviting colleagues) or, in future, bought by a teacher or a school. Paid plans will have their own terms and prices, shown before you buy.
When Premium ends, Premium items return to the free defaults; your data is not deleted.
7. Intellectual property
The Kudolings software, characters, artwork, games and design belong to us or our licensors. You may use them only to use the service.
You keep ownership of content you add (such as notes and messages) and give us permission to store and display it to provide the service.
8. Changes and availability
We keep improving Kudolings and may add, change or remove features. We aim to keep the service available but can’t guarantee it will
always be uninterrupted, for example during maintenance.
9. Our liability
Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that
cannot be limited by law. Otherwise, we are not liable for indirect or unforeseeable losses, or for content added by users.
[Liability cap for paid plans to be agreed with our lawyer.]
10. Suspending or closing accounts
You can close your account at any time by contacting us. We may suspend or close an account that breaks these terms, after a warning
where appropriate.
11. Changes to these terms
If we make important changes we will tell you on the site or by email before they take effect.
12. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
Privacy Notice
This notice explains what personal information Kudolings uses, why, who we share it with and your rights under the UK General Data
Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who is responsible for your information
- Teacher, parent and school administrator accounts: [Company name] Ltd is the data controller
(ICO registration: [ICO registration number]).
- Pupil information added by a teacher: the school is the data controller and we act as its data processor, following
the school’s instructions (School Data Processing Agreement). Parents and pupils can
contact the school or us with questions.
Contact: kudolings.com/#contact, [Registered address].
[Data protection contact or DPO to be confirmed.]
2. What we collect
Teachers
- Identity and contact: first name, surname, email address; optionally your school’s name and a phone number.
- Account: your password (stored only in a one-way encrypted form), settings, Premium status, invite code and the colleagues you invited.
- Profile and community (optional): profile photo or character, a short bio, and messages with other teachers.
- Security: IP address, approximate country, browser, login times and failed login attempts.
- Correspondence: feedback, ideas and messages you send us.
Parents and carers
- Identity and contact: first name, surname, email address and your relationship to the pupil (for example mum, dad or guardian).
- Account and security: as for teachers.
Pupils
Pupils don’t have accounts. Their teacher adds: first name, optionally a surname or pupil number and birthday (day and month only), their
class, attendance (the register), the rewards and points the teacher gives, teacher comments and end-of-term report comments.
We ask teachers not to add sensitive information.
3. Why we use it and our lawful basis
- To create and run your account, let you log in and keep it secure — contract and legitimate interests (security).
- To provide the classroom service: Kudolings, rewards, register, reports — for pupil information, on the school’s instructions
(the school’s lawful basis is usually public task).
- To let a parent see only their own child’s progress — contract with the parent and the school’s instructions.
- To send service emails such as email verification and password resets — contract.
- To run invites and Premium — contract.
- To keep the teacher community safe and prevent misuse — legitimate interests.
- To answer your questions and improve the service — legitimate interests.
- To meet legal obligations and protect our legal rights — legal obligation and legitimate interests.
We don’t sell personal information, we don’t show adverts, and we don’t use pupil information for marketing or profiling.
4. Who can see it and who we share it with
- Within the service: depending on the teacher’s settings, a parent may see other pupils’ creatures (and optionally first names)
in the class; teachers visiting a class through Explore see the teacher’s first name and surname initial and, if the teacher allows,
pupils’ first names; your community profile is visible to other teachers. A school administrator can see the classes of teachers who
joined the school account (see section 9).
- Service providers who process data for us under contract — see Our Service Providers.
- Authorities where the law requires it.
5. Cookies
We use one essential session cookie to keep you logged in. Interface preferences (such as the last tool you opened) are stored only in
your browser. We don’t currently use analytics or advertising cookies; if we add analytics, we will ask for your consent first.
6. How long we keep it
- Account and class information: while the account is open. You can delete your account at any time on your profile page:
your details, and your pupils’ names, numbers, birthdays and your comments, are removed straight away. Points and attendance
rows remain without any name. Copies in our backups are deleted within 30 days.
- Login records (IP, country, browser): 365 days. Failed login attempts: 30 days.
- Community messages: 365 days. Notifications, activity records and messages sent to us: 1 year.
- Pupils removed by a teacher: personal details (name, surname, number, birthday and teacher comments) are deleted 1 year after
removal; points and attendance remain without a name for the class’s past reports.
- When a school’s agreement ends, pupil information is deleted or returned as set out in the agreement.
7. Your rights
You have the right to access your information, to have it corrected or deleted, to restrict or object to its use, and to data
portability. On your profile page you can download a copy of your data (Download my data: a ZIP of spreadsheet files) and
delete your account (Delete my account). For anything else contact us at kudolings.com/#contact; for pupil information we will
work with the school, which is responsible for it. We reply within one month. You can also complain to the Information Commissioner’s Office (ICO):
ico.org.uk/make-a-complaint.
8. Security
All connections are encrypted (HTTPS), passwords are stored using one-way encryption, access to administration is restricted, and
uploaded photos are re-drawn with location data removed.
9. School accounts
- If your school has a Kudolings school account and your child’s teacher has joined it, the school’s authorised administrator
(the headteacher or someone they authorise) can see: teachers’ names and classes; pupils’ names, their Kudoling’s level and points;
positive behaviour records and teacher comments from the last 60 days; points taken away; and whether a parent is linked.
Parents’ names and contact details are not shown.
- School administrators can only view records; they can’t change or delete them.
- If a teacher leaves the school account or the school’s agreement ends, the administrator’s access ends.
Our Service Providers
We use a small number of service providers to run Kudolings. They process personal information only on our instructions and under
data protection contracts.
- Namecheap, Inc. (hosting): stores the site and its database on servers in Amsterdam, the Netherlands (EU). The UK recognises
the EU as providing adequate data protection. [Namecheap’s data processing terms to be confirmed.]
- Cloudflare, Inc. (USA): all connections to the site pass through Cloudflare’s network (IP address, browser information, the
page requested) to keep the site fast and protect it from attacks. Transfers to the USA are covered by the UK Extension to the
EU–US Data Privacy Framework and/or the International Data Transfer Addendum.
- Email delivery: our hosting provider’s mail service sends account emails (verification and password resets).
We don’t use Google Analytics or any other analytics service at the moment. If that changes we will update this list and ask for consent
before setting analytics cookies. Questions: kudolings.com/#contact
