Who this policy applies to
This Privacy Policy explains how Ctrl Shift Digitize Limited, operating the Caribucate platform ("Caribucate", "we", "us", or "our"), collects, uses, stores, protects, and shares information when people visit our website or use Caribucate.
Caribucate is a Student Information System and Learning Management System built for Caribbean schools, with an initial focus on Trinidad and Tobago.
In many cases, a school determines what student, staff, parent, and guardian information is entered into Caribucate and how it is used. In those cases, Caribucate acts as a service provider to the school. The school remains responsible for its own notices, authority, records, and legal obligations.
- Visitors to the Caribucate website and people who request a demonstration.
- Schools and institutions that evaluate, subscribe to, configure, or use Caribucate.
- School administrators, teachers, staff, and other authorised personnel.
- Students whose information is processed in Caribucate.
- Parents and guardians who access Caribucate or are linked to student records.
- People who contact us by telephone, WhatsApp, email, form, or another channel.
Information we collect
The information processed depends on the modules a school enables and how the website and platform are used.
Website and inquiry information
- Name, school or organisation, role, email address, telephone number, school size, message content, and demonstration preferences.
- Communication records, including relevant email, WhatsApp, telephone, quotation, and follow-up notes.
- Basic technical information such as browser, device, IP address, pages visited, approximate location, referral source, and server or analytics logs where enabled.
School account information
- Names, usernames, contact details, profile data, role, department, position, school, class, subject, and permissions.
- Login activity, password-reset activity, account status, device sessions, audit logs, settings, and preferences.
Student information
- Identity, admission, enrolment, class, form, house, cohort, demographic, address, contact, guardian, and registration records.
- Daily and subject attendance, staff notes, RFID scan records, device-related scan metadata, and ID-card design or print records.
- Courses, materials, assignments, submissions, assessments, grades, feedback, corrections, report cards, transcripts, and learning activity.
- Uploaded registration or profile documents, awards, certificates, clubs, forms, and other authorised school activity records.
- Library loans, reservations, fines, reading lists, and circulation records.
- Transport profiles, routes, stops, requests, pickup or dismissal records, and related operational records.
- Cafeteria wallet balances, top-ups, adjustments, purchases, reversals, and point-of-sale records where those modules are used.
Parent, guardian, and staff information
- Parent or guardian identity, relationship, contact and address details, login information, linked students, registration submissions, verification details, communication preferences, notices, messages, read receipts, and access activity.
- Staff identity, contact and profile details, role, department, position, permissions, timetable and subject assignments, attendance, leave records, approvals, activity logs, and authorised documents.
AI Teacher Docs information
- Subject, class, level, term, topic, objectives, resources, assessment methods, lesson duration, curriculum notes, and teacher-provided prompts.
- Generated lesson plans, schemes of work, rubrics, worksheets, and related draft documents.
- Teachers and schools should not enter unnecessary sensitive personal information into AI prompt fields.
How we use information
We do not sell student personal information. We do not use school-controlled student information for third-party advertising or unrelated commercial profiling.
- Provide, operate, secure, maintain, troubleshoot, and support Caribucate.
- Create and manage school, staff, teacher, student, parent, and guardian accounts.
- Support records, registration, enrolment, attendance, classes, subjects, guardians, reports, transcripts, and documents.
- Provide LMS workspaces, resources, assignments, submissions, assessments, grades, discussions, announcements, and learning records.
- Support communications, notifications, parent email workflows, read receipts, and course updates.
- Support RFID attendance, ID cards, library, transport, cafeteria, awards, certificates, forms, clubs, and other enabled operations.
- Generate dashboards, reports, exports, action queues, and school-health indicators.
- Provide AI-assisted teacher-document drafting where enabled.
- Respond to inquiries, arrange demonstrations, prepare quotations, provide support, and communicate with schools.
- Improve product usability, performance, reliability, and planning using information appropriate for those purposes.
- Comply with contractual, accounting, audit, security, legal, and regulatory obligations.
School-controlled data and educational use
Schools decide which users may access the platform and what information those users may view, create, change, export, or delete. Caribucate uses school-controlled data to provide services to the school and for authorised school-related purposes.
- The school decides what information is entered and which modules are enabled.
- The school must have the authority, consent, or other lawful basis required for its use of Caribucate.
- The school manages notices to parents, guardians, students, teachers, and staff where required.
- The school reviews roles and permissions and removes access when it is no longer needed.
- The school ordinarily responds to records requests when it is the appropriate decision-maker; Caribucate will assist as required by contract or law.
Children and student privacy
Caribucate may process information about children and students under the direction and authorisation of schools and authorised personnel. Student information is used for the benefit of the school and its educational community, not for unrelated commercial advertising.
Where child-privacy laws apply, including rules that permit a school to authorise educational technology in a limited educational context, Caribucate will provide the school with appropriate notice of its information practices and will support appropriate review, correction, deletion, and prevention of further collection requests.
Parents and guardians should first contact the relevant school about a child's school record, account access, correction, or deletion. If a request comes directly to Caribucate, we may verify the requester and coordinate with the school.
Legal bases and privacy principles
Depending on the user, location, and relationship, information may be processed to perform a school contract; with consent where required; to operate, secure, improve, and support the platform; to meet legal, audit, accounting, or dispute obligations; or under the school's lawful educational authority.
We aim to follow the general privacy principles reflected in Trinidad and Tobago's Data Protection Act, Chap. 22:04, including accountability, purpose identification, lawful and limited collection, appropriate consent, accuracy, retention limits, safeguards, transparency, access, challenge mechanisms, and comparable safeguards for international disclosure.
The Act is officially listed as only partially proclaimed. This Policy does not claim that every provision applies in every circumstance; schools should obtain advice for their own legal and regulatory duties.
Data security
We use administrative, technical, and organisational safeguards designed to protect information against unauthorised access, loss, misuse, alteration, or disclosure. No online system can be guaranteed completely secure, and schools and users must also protect their accounts, devices, passwords, and permissions.
- Role-based access controls, password and session protections, and audit activity.
- Secure hosting and database controls, backups, and operational monitoring.
- Restricted staff access to production information and security review of sensitive workflows.
- Incident investigation and reasonable coordination with affected schools where required.
Data retention
We retain information only for as long as reasonably needed to provide Caribucate, support school operations, comply with contracts and law, resolve disputes, maintain necessary audit records, and protect security.
Retention for student, staff, and guardian records may depend on school instructions, the applicable school agreement, legal obligations, school record policies, and backup schedules. When information is no longer needed, it will be deleted, archived, anonymised, or restricted as appropriate.
Access, correction, deletion, and other requests
Depending on your role and applicable law, you may be able to request access, correction, deletion, restriction, or information about the use of your personal information.
Students, parents, guardians, teachers, and school staff should ordinarily contact their school first because the school usually controls the relevant records and permissions. Caribucate may verify identity, request details to locate the record, refer a request to the school, assist the school, or limit a request where required by law, contract, security, or school-record obligations.
International processing and transfers
Caribucate may use infrastructure or service providers located outside Trinidad and Tobago or outside the country where a school is located. Where information is transferred internationally, we aim to use service-provider due diligence, contractual protection, appropriate security, and safeguards comparable to those required for the information involved.
A school should confirm country-specific transfer requirements before using Caribucate for regulated records.
AI features
AI Teacher Docs helps teachers draft lesson plans, schemes of work, rubrics, worksheets, and related classroom materials. Output may be incomplete, inaccurate, biased, outdated, or unsuitable for a particular student, class, curriculum, or school policy. Teachers and authorised school staff must review, edit, and approve output before use.
Users must not include unnecessary student or other sensitive personal information in AI prompts. Caribucate will not intentionally use school-controlled student personal information to train third-party general-purpose AI models unless a separate written agreement expressly authorises that use and applicable law permits it.
Third-party links and services
Caribucate may link to or interact with third-party services such as WhatsApp, email providers, cloud services, payment-related tools, or external resources. Their own terms and privacy policies govern their services. This Policy does not control independent third-party practices.
Changes to this policy
We may update this Policy to reflect product, legal, security, or operational changes. If a change is material, we will take reasonable steps to notify affected schools or users, such as updating the date, posting the revised Policy, or providing notice through the platform or email.
Contact us
For privacy questions, requests, or concerns, email hello@caribucate.com with “Privacy” in the subject line, or call +1 (868) 478-6774. Our public location is Port of Spain, Trinidad and Tobago.
If your request concerns a school record, please also contact the relevant school.