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Our StoryContactHome / Student App Privacy Policy
What the Asana Student App uses, why, and what your rights are.
Last updated: 31 October 2026
This policy explains what information the Asana Student App (“the app”) uses, why, and what your rights are. The app is provided by Asana School of English Teoranta (company number 625167), Quay Street, Cahersiveen, Co. Kerry, V23 F256, Ireland (“Asana”, “we”). Asana is the data controller.
For any question about privacy, or to use any of your rights, email info@asanaireland.com.
To ask Asana School of English to delete a student's data from the Asana Student App, email info@asanaireland.com with the subject "Delete my data". Include the student's full name, date of birth and stay dates. A student, parent or guardian can ask. We will confirm by email within one month.
What we delete: the student's photo, login records, certificate links, the record of when the app was last opened, and the stay details shown in the app (class, timetable and host family placement).
What we must keep: invoices and payment records are kept for 6 years, because Irish tax law requires it. If you also want the core student record deleted (name, course dates and certificate), say so in your email; we will delete it, but we will then not be able to confirm the certificate or course hours later.
The app is for students staying with Asana School of English, many of whom are aged 11–18. Each student gets a personal App Code from Asana or their group leader. There is no public sign-up.
When a student logs in with their App Code and date of birth, the app shows information that Asana already holds for their stay: their first name and surname; stay dates, agency and group; English class, room, teacher and timetable; the activity and excursion programme, including any changes; host family name, address and phone number; and a certificate of completion at the end of the course.
Student photo: when they first log in, each student adds a photo of their face, taken with the phone’s camera or chosen from their photos. It is used only so that Asana staff (teachers, group leaders and the office) can recognise the student and look after them. It is never shown to other students, never used for marketing or advertising, and never shared outside Asana. It is deleted automatically 30 days after the stay ends.
We also record when the student last opened the app (date and time). We use this to check that every student can use the app, so staff can help anyone who hasn’t opened it yet.
The app does not show or store health information, parents’ details or prices. It has no advertising and no tracking, and it does not sell or share data for marketing. It does not use the phone’s location, microphone or contacts. It only uses the camera or photo library when the student chooses to take or pick their photo.
Logging in: our server checks the App Code and date of birth once. The date of birth is not saved on the phone. After logging in, the phone keeps a login token, which stops working one day after the stay ends.
On the phone: the app saves the student’s stay details on the phone so they can be read without internet. Logging out removes them.
Security: our server only sends each student their own information. After too many wrong login attempts, the App Code is blocked for a short time.
Staff checks: Asana staff can view a preview of what a student’s app shows, to make sure the information is correct and complete. Each morning our server also checks that students’ information is complete and emails a short report to Asana staff.
Certificates: the certificate download link is private to the student and expires after 30 days.
We use this information to look after students during their stay and to deliver the course they booked. The legal bases are performance of a contract, and our legitimate interest in keeping students safe and informed (including being able to recognise each student we are responsible for).
Airtable, our student records system. Airtable may store data outside the EU under the EU’s Standard Contractual Clauses.
Google Firebase / Google Cloud, which runs our app server (in the EU, Belgium region) and hosts the web version of the app.
Login tokens: until one day after the stay ends. Login-attempt records: deleted automatically within a few hours. Certificate links: 30 days. Student photos: deleted automatically 30 days after the stay ends. “Last opened the app” records: kept with the student’s record.
Core student record (name, stay and course dates, class level and certificate): 6 years after the end of the stay, so we can confirm certificates and course hours for schools and funding bodies. Other student details (such as parents’ contacts, host family placement and health notes): 2 years after the end of the stay, then deleted. Invoices and payment records: 6 years, as Irish tax law requires.
Under the GDPR, students and their parents or guardians can ask to see, correct or delete their information, or object to how we use it. To do this, email info@asanaireland.com. You can also complain to the Data Protection Commission in Ireland at www.dataprotection.ie.
At the end of the course, the app may ask students aged 15 or over to write a Google review. This is optional and has no effect on the certificate. Reviews are written on Google’s website and are covered by Google’s privacy policy.
If we change this policy, we will update the date at the top of this page.