Cortex IOS School Staff Privacy Notice

The School determines:

• what staff information is collected
• why it is collected
• how it is used
• who may access it
• how long it is retained
• applicable employment or operational requirements

Depending upon your role and the modules enabled by your School, Cortex IOS may process information including:

• Identity Information
• full name
• employee identifier
• photograph
• designation
• department
• employment status
• date of joining
• reporting hierarchy
• other employment identifiers

Your School may maintain records relating to:

• appointments
• departments
• responsibilities
• qualifications
• professional certifications
• leave
• attendance
• payroll information where enabled
• performance records where enabled
• training records
• professional development activities
• employment history maintained by the School

Depending on your role, Cortex IOS may also record:

• attendance entries
• assessment activities
• academic records created by you
• timetable activities
• lesson planning
• communication history
• workflow approvals
• administrative actions
• financial entries where authorised
• HR workflows
• audit records
• other operational activities performed through Cortex IOS

To support platform security and operation, Cortex IOS may process:

• login history
• authentication events
• session information
• IP address
• browser information
• device information
• operating system
• application version
• audit logs
• technical diagnostic information

Information relating to School staff may be processed for authorised purposes including:

• user account management
• employment administration
• attendance
• leave management
• payroll processing where enabled
• academic administration
• student management
• examinations
• assessment management
• fee administration
• accounting workflows
• School communications
• governance
• compliance
• platform security
• technical support
• other authorised School operations

When using Cortex IOS, School staff are expected to:

• access only information required for their authorised responsibilities
• maintain confidentiality
• protect student information
• protect staff information
• avoid sharing authentication credentials
• use authorised accounts only
• comply with School policies
• comply with applicable legal obligations
• report suspected privacy or security concerns promptly

Security measures may include:

• encrypted communication
• encryption at rest where implemented
• secure authentication
• role-based access control
• least-privilege access
• tenant isolation
• protected backups
• audit logging
• security monitoring
• incident response processes

The mobile applications:

• require an existing authorised Cortex IOS account
• do not provide public registration
• do not independently create staff accounts
• do not independently delete staff accounts
• provide role-based functionality according to School configuration

Certain mobile features may require permissions such as:

• camera
• storage
• notifications
• microphone
• location,
• depending on the feature being used

Where AI-assisted functionality is enabled, staff may use authorised features to assist with activities such as:

• narrative observations
• academic drafting
• educational summaries
• workflow assistance
• report preparation
• communication drafting
• other authorised School functions

Depending upon the functionality used, audit records may include:

• login events
• password reset events
• attendance entries
• assessment publication
• report card publication
• administrative actions
• workflow approvals
• configuration changes
• financial activities where authorised
• communication events
• other significant operational actions

Depending on applicable law, your role, and your School's policies, you may be able to:

• access eligible personal information
• request correction of inaccurate information
• update contact details where permitted
• manage communication preferences where available
• submit privacy-related requests
• request review of eligible information
• request deletion of eligible personal information where appropriate

As an authorised Cortex IOS user, you should:

• maintain password confidentiality
• use strong authentication credentials
• protect devices used for School work
• avoid sharing accounts
• verify information before publication
• review AI-assisted outputs before use
• report suspected incidents promptly
• comply with School policies
• respect the privacy of students, parents, colleagues, and other users

Questions relating to Cortex IOS may be directed to:

• Privacy Team Aionpixel Technologies Private Limited
• Email: privacy@cortexios.com

Trust Centre:

• https://www.cortexios.com/trust
• Frequently Asked Questions