Privacy Policy

MeadowFox Ltd ("MeadowFox", "we", "us", or "our") is committed to protecting privacy and handling personal and organisational data responsibly.

This Privacy Policy explains how MeadowFox collects, uses, stores, and protects information when users access:

• the MeadowFox website
• Simon, our AI-powered intelligence platform
• our products, services, communications, and support channels

MeadowFox is designed for educational institutions, including schools, academies, and trusts.

We may collect the following categories of data.

Contact Information

Including:

• name
• email address
• job title
• organisation name
• phone number

Collected when users:

• contact us
• request a demo
• communicate with our team

Platform Data

Information uploaded into MeadowFox, including but not limited to:

• spreadsheet exports
• exam entry data
• timetable data
• candidate data
• centre-specific operational rules
• access arrangements records
• operational notes

Technical Data

Including:

• IP address
• browser type
• device information
• session analytics
• website usage information

We use data to:

• provide MeadowFox services
• operate Simon's intelligence functions
• identify anomalies and risks
• generate reports and alerts
• improve platform performance
• provide customer support
• communicate with users
• maintain security and compliance

Customer data is processed solely to provide MeadowFox services.

Simon uses artificial intelligence to analyse operational data and provide insights.

This may include:

• anomaly detection
• entry validation
• compliance checks
• trend analysis
• centre-specific operational reasoning

Educational institutions retain ownership of all customer data uploaded into MeadowFox.

MeadowFox processes this data only for the purposes of delivering agreed services.

Raw Uploaded Files

Raw uploaded files (such as spreadsheets and exports) may be retained for approximately 30–90 days, unless required for ongoing service delivery or legal obligations.

Processed Intelligence & Simon Memory

Operational intelligence generated by Simon, including centre-specific memory and rules, may be retained for longer to improve service continuity and institutional intelligence.

Customers may request deletion of data subject to contractual and legal obligations.

We do not sell customer data.

We may share data only with:

• trusted infrastructure providers
• secure cloud hosting providers
• payment processors
• legal or regulatory authorities where required by law

All third-party providers are expected to maintain appropriate security standards.

MeadowFox implements appropriate technical and organisational security measures designed to protect customer data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Security measures may include:

• access controls
• secure authentication
• encrypted transmission
• infrastructure monitoring
• restricted administrative access

Under applicable data protection laws, including UK GDPR, users may have rights to:

• access data
• correct inaccurate data
• request deletion
• restrict processing
• object to processing
• request portability where applicable

Requests may be submitted using the contact details below.

The MeadowFox website may use cookies or analytics tools to improve performance, understand usage, and enhance user experience.

Users may control cookies through browser settings.

We may update this Privacy Policy periodically.

Changes will be posted on this page with an updated effective date.

For privacy, GDPR, data access, deletion, or data protection enquiries:

privacy@meadowfox.co.uk

For commercial enquiries:

sales@meadowfox.co.uk