Privacy Policy

What We Collect

Teacher / staff accounts

To sign in, teachers and school staff provide an email address. We use passwordless, one-time-code sign-in (via our identity provider, ZITADEL) — we never ask for or store a password. We store the account holder's name and email address.

Assessment video

Teachers record video of learners performing a fitness test. That video is uploaded directly to our cloud storage (Google Cloud Platform) over an encrypted connection and processed by our computer-vision pipeline to detect participants and extract movement metrics (e.g. jump height, sprint time, shuttle lap count).

Performance metrics

The outputs of that video analysis — timings, distances, counts, and similar derived metrics — are stored against the learner's record so results can be shown on dashboards and tracked over time.

Minimal student information

In our core database, a student is represented as an anonymous record: an internal ID, an age band, a gender category, and their class/grade and school. We deliberately do not store a student's name, date of birth, or any government identifier in this part of the system.

A student's actual name and other identifying details are held in a separate, encrypted identity store (see "Data Security" below), linked to the anonymous record only internally and only where needed — for example, so a teacher can see which result belongs to which learner on their own roster.

How We Use It

• To run the automated fitness assessment: detecting participants in a video and scoring their performance.
• To show results to teachers and school heads through dashboards (per-student results, class/grade comparisons, trend tracking over a school term or year).
• To operate, maintain, and improve the reliability and accuracy of the assessment pipeline.
• To authenticate account holders and keep accounts secure.
• To communicate with schools and account holders about their account or the service.

We do not use student data for advertising, and we do not sell personal information to third parties.

Who Can Access It

Access is role-based and scoped to a learner's own school. Every request to view a student's video, results, or identity is checked against an authorization system (OpenFGA) before any data is returned — there is no access by default.

• Teachers / editors see learners in the classes they are assigned to teach.
• School heads see results and rosters across their own school.
• Parents/guardians, where a school enables this, can see their own child's results.
• Soft In Science platform administrators have operational access across schools for support, troubleshooting, and system administration — not for day-to-day viewing of individual results.

Staff at one school cannot see learners, video, or results belonging to another school.

Children's Data

Most Vigour users are schoolchildren (minors). We treat this data with extra care:

• The school is the data controller for its learners' information. Schools are responsible for obtaining appropriate consent from parents/guardians before a child's video is recorded and processed — in line with South Africa's requirement that a competent person (parent or legal guardian) consent on behalf of a child.
• Our platform includes a consent module that records what was consented to (e.g. video capture, metric processing, identity storage, data sharing, reporting), who gave it, when, and how (digital or paper form) — forming an audit trail schools can rely on.
• We do not knowingly collect information directly from children outside of this school-mediated, consent-gated process. We do not use student data for behavioural advertising or profiling unrelated to fitness assessment.

Data Security

Our database is split into separate areas that cannot be joined except by application code with the right permissions:

• An anonymous data area holding what a test was and what the result was — identified only by internal IDs, age band, and gender category.
• A separate identity area holding names and other personal details, encrypted at rest with a managed encryption key (Google Cloud KMS).
• A separate consent area holding consent records and an audit trail.

Video is uploaded and stored on Google Cloud Platform infrastructure, encrypted in transit and at rest. Access to raw video and to the identity store requires authentication and passes through the same authorization checks described above.

Retention

Recorded video is kept for as long as needed to provide the service — processing the test, allowing review, and supporting re-processing if a result needs to be re-checked. To manage cost, videos automatically move to cheaper, slower storage tiers over time; this is a storage-tier change, not a deletion.

We do not delete video on a fixed schedule. It is retained until a school or account holder asks us to delete it — for a specific learner, a class, or on account closure — and we will action that request. If you'd like video deleted, contact us using the details below.

Derived performance metrics are retained for as long as a school's account is active, so that progress can be tracked over school terms and years. Consent records and audit logs are retained as long as needed to demonstrate compliance with the consent that was given.

Your Rights

Depending on your role and jurisdiction, you may have the right to access, correct, or request deletion of personal information we (or the school we process it for) hold about you or your child, and to withdraw previously given consent. Because schools act as the data controller for student information, requests about a specific learner's data are usually best directed to the school first — we will support the school in fulfilling it, or you can contact us directly and we will coordinate with the school.

Legal Basis

Vigour is built for South African schools. Our primary legal framework is South Africa's Protection of Personal Information Act (POPIA). Under POPIA, processing a child's personal information requires the consent of a competent person (parent or legal guardian) — this is the basis for the school-mediated consent process described above.

Our data architecture (anonymous core data, separately encrypted identity, and jurisdiction-aware consent configuration) was designed to also accommodate schools outside South Africa in the future, including frameworks such as the UK/EU GDPR. At present, our live deployments are in South Africa and POPIA is the framework we operate under.