HallAxis Privacy Notice

Last updated: 9 October 2026

HallAxis provides examination-operations and workforce-planning software for schools and exam centres. This notice explains how information is handled when HallAxis provides and operates the service.

Our data-protection role

For examination, room, invigilator and other operational information entered or imported by a school or exam centre, the school or centre is normally the controller and HallAxis acts as its processor. HallAxis acts as a separate controller for limited information it needs for its own account administration, support, security, compliance and, when activated, billing activities.

Information we process

Depending on how a school uses HallAxis, information can include school or centre details; authorised-user names, work email addresses, login identifiers, roles and permissions; invigilator first names or suitable identifiers (full names are not required for planning), operational email addresses where communication features are used, availability, relevant support capabilities and exam/room allocations; examination dates, times, durations, subjects, qualification levels, paper/unit details, rooms, staffing requirements and aggregate candidate numbers; and authentication, security, support and audit information.

HallAxis has been developed and tested using staff first names only for workforce planning; where names are shared, an additional identifier can distinguish staff. Staff home addresses, dates of birth, National Insurance numbers, bank details and payroll records are not required. HallAxis does not require student names, individual candidate numbers, student records, medical information or identifiable details of individual students’ Access Arrangements. Reader, Scribe and other support requirements are recorded against an examination or room as staffing demand, not linked to an identified student. Schools should exclude unnecessary identifiable student information from imports and entries. First names and staff email addresses may still be personal data.

How information is used

School-controlled information is processed to provide the HallAxis functions selected by the school, including timetable/resource planning, room and invigilator allocation, operational schedules and packs, rota communications, secure invigilator availability requests, support, security, audit and controlled account lifecycle operations.

Where HallAxis acts as controller, information is used as necessary to administer the service relationship, respond to enquiries, maintain security and compliance, and meet applicable legal or accounting obligations. HallAxis does not use school-controlled operational personal data for unrelated HallAxis marketing.

Cookies and necessary browser storage

HallAxis uses necessary authentication/session storage to keep authorised users signed in and organisation-scoped browser storage used by the Planner to provide the service requested by the user. HallAxis does not currently use optional advertising or analytics trackers. This position will be reviewed if the technology used by HallAxis changes.

Service providers and data locations

HallAxis uses Supabase for database and authentication infrastructure, Vercel for application hosting and deployment, IONOS for operational email/SMTP, and GitHub for private source-code and development records. The primary connected HallAxis Supabase database is hosted in Frankfurt, Germany (EU). Vercel application hosting and delivery is international and is not represented as UK-only. GitHub is used as a development system and is not intended as routine storage for school operational data.

IONOS support has confirmed that Mail Basic email content and personal data are stored and processed in EU data centres, with no routine Mail Basic transfers outside the UK/EEA and subprocessors operating within the EU/EEA. This is based on supplier support information and remains subject to the applicable service terms. More generally, authorised suppliers may process limited information in other countries subject to applicable contractual and international-transfer safeguards.

Security

HallAxis uses technical and organisational controls including authenticated access, role and permission controls, organisation isolation, database row-level security, restricted privileged functions, server-side secret handling, audit evidence, secure tokenised availability links and controlled administrative/offboarding functions. No internet service can guarantee absolute security.

Privileged technical access

Authorised school users access their organisation's information through assigned roles and permissions. HallAxis's founder and technical administrator retains privileged underlying-platform access for administration, maintenance, security and support, which may permit access outside the normal school-user interface. This is separate from the school's decisions about staff and examination allocations. Appropriate confidentiality, access and support safeguards should be agreed before live school information is introduced.

Retention, offboarding and deletion

School-controlled operational information is retained to provide the service and in accordance with the school's documented instructions and applicable law. At the end of the service, the school may request return or deletion of its operational data by emailing support@hallaxis.co.uk. HallAxis will confirm the requested scope and any lawful retention exceptions. Suspension alone does not start deletion. Following confirmed exit or non-subscription, the current 30-day period makes an organisation eligible for administrative deletion review; it is not automatic deletion and does not replace the school's return-or-deletion choice.

Removing an organisation does not necessarily remove every associated login identity or record. Authentication identities, security and audit records, and any relevant supplier-held copies are assessed separately according to their purpose and lawful retention requirements. IONOS support has stated that backup copies of deleted Mail Basic emails are retained for 7 days. IONOS may separately retain its own customer account records for applicable legal and business requirements; this is not a HallAxis retention period for school examination data. Backup and retention periods for other suppliers remain subject to their applicable arrangements. HallAxis follows a defined offboarding and deletion procedure. Organisation data is reviewed for deletion under the applicable retention rules, while authentication records, audit records and supplier-held backups are assessed separately. Completion of an individual offboarding request is recorded following the relevant deletion and verification checks.

Your rights and school-controlled information

Where your information was provided to HallAxis by your school or exam centre for examination operations, the school is normally responsible for handling your data-protection request and HallAxis will provide appropriate processor assistance. For information HallAxis controls directly, applicable rights can include access, correction, erasure, restriction, objection and portability, subject to the circumstances and legal requirements.

Invigilator availability links

Where a school sends an individual HallAxis availability request, the secure link is intended only to allow that recipient to submit or update their own availability within the school's controlled workflow. It does not provide access to the school's Planner, Master Schedule, rooms, other invigilators, candidate volumes, billing or school administration.

Changes to this notice

We may update this notice when HallAxis functionality, suppliers, data locations or legal requirements change. Material processing changes are subject to appropriate privacy and security review.

Questions and requests

For privacy, account-data or data-protection enquiries, email support@hallaxis.co.uk.

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