Privacy Policy

Last updated: 6 June 2026.

Part A — Common (applies to all Qwixl products)

1. Who we are

The data controller for Qwixl and its products (Qwixl: Homework, Qwixl: Milo, and Qwixl: Streams) is Luke Chapman, sole trader, trading as Qwixl, of Old Furnace Cottage, Greendale, Oakamoor, Stoke-On-Trent, ST10 3AP, United Kingdom. For the purposes of UK GDPR, the controller determines the purposes and means of processing your personal data. Contact: support@qwixl.com.

2. What this policy covers

This policy applies to the Qwixl website at qwixl.com and to each Qwixl product. Part A sets out the matters that apply across all products. Part B sets out the data practices specific to each product. Where a product processes data differently, the product section governs that processing.

3. The personal data we collect

Across our products we may collect:

• Identity and account data: first and last name, email address, and role (for example teacher, student, or parent).

• For students, date of birth, which we use to apply age-based access and consent rules.

• Authentication data from a sign-in provider you choose (Google or Microsoft), as described in the relevant product section.

• Usage and product data generated as you use the Service, as described in each product section.

• Communications you send us, such as support enquiries.

We do not store school name or school address. Payment card details are not stored by us; payments are processed by Stripe.

4. Our lawful bases

We process personal data on one or more of the following bases: performance of our contract with you, to provide the Service; our legitimate interests in operating, securing, and improving the Service, where these are not overridden by your rights; compliance with a legal obligation, such as tax and safeguarding; and your consent, which you may withdraw at any time. Special category data is processed as set out in section 8.

5. How we use your data

We use personal data to create and manage your account; to provide the features of the product you are using; to send service communications such as consent requests, password resets, and billing notices; to take payment through our payment provider; to keep the Service secure; and to meet our legal obligations. We do not sell personal data. We do not use personal data for advertising.

6. Sharing and sub-processors

We share personal data only with the sub-processors that help us run the Service. Each is bound by a contract requiring it to protect your data and use it only on our instructions.

• Supabase — database and authentication hosting for Qwixl account data, telemetry, and derived metrics. Hosted in the EU.

• Vercel — web hosting and edge delivery for the website and web application.

• Stripe — subscription payments. Stripe holds card details on our behalf; we never see or store card numbers.

• Google — sign-in, and the Google Docs and Google Classroom APIs for Milo and Streams. See sections 17 and 18.

• Microsoft — sign-in and the Office add-in platform for Milo for Word. See section 17.

• LanguageTool — grammar and spelling analysis for Milo. See section 17.5.

• OpenRouter — the model provider routing for AI tutor and guide features in Milo and Streams.

• Resend — transactional email (consent requests, password resets, receipts, and renewal reminders). Receives the recipient email address and the email body.

We may disclose data where required by law or to protect our rights, our users, or safety.

7. International transfers

Your data may be processed in the United Kingdom and the European Economic Area. Some sub-processors operate in the United States. Where we transfer data outside the UK or EEA we rely on appropriate safeguards, such as adequacy decisions or standard contractual clauses. Details are available on request.

8. Special category data (SEN screening)

Qwixl: Homework and Qwixl: Milo produce screening indicators relating to potential special educational needs (SEN), such as literacy, attention, and writing and motor-skill indicators. Under UK GDPR Article 9 these indicators are special category data.

• We process them for reasons of substantial public interest in the safeguarding and educational support of children, consistent with the SEND Code of Practice 2015.

• Access is restricted, under the student's control, to the student, their teacher(s), a linked SENCO, and a parent or guardian. Access is logged for audit.

• Screening indicators are not a diagnosis. They are intended to support professional review and do not replace formal assessment.

• Schools should ensure their own Data Protection Impact Assessment covers this processing. A Data Processing Agreement template is available on request.

9. Data retention

We keep personal data for as long as your account is active and for a limited period afterwards where required for legal, accounting, or safeguarding purposes, after which it is deleted or anonymised. Product-specific retention is set out in each product section.

10. Your rights

Under UK GDPR you have the right to: access your personal data; have inaccurate data corrected; request erasure; restrict processing; data portability; object to processing based on our legitimate interests or to direct marketing; and withdraw consent where we rely on it.

If you are unhappy with how we have handled your personal data you may complain to us at support@qwixl.com. You also have the right to complain to the Information Commissioner's Office at ico.org.uk at any time. To exercise your rights, email us from the address registered to your account. We respond within one month unless the request is complex or numerous.

11. Children and safeguarding

The minimum age to create a student account is 10. We apply the following measures:

• For students under 13 at sign-up, a parent or guardian email is required, and we send that adult a link to approve the account before the student can access the Service.

• Access to UK Year 7, 8 and 9 classes (and equivalents) requires approved parental consent for every student in the class, regardless of whether the student has turned 13.

• Students under 13 cannot join classes designated as Higher Education or senior-only (for example Year 12 or Year 13).

• We store date of birth only to apply these age and consent rules.

Our full safeguarding position is set out in the Terms of Service.

12. Automated processing

Qwixl produces screening indicators and writing-quality metrics by automated means. These outputs are decision-support information for people; they do not produce legal or similarly significant effects on you by solely automated means, and they are not a diagnosis.

13. Cookies and similar technologies

The website and web application use strictly necessary cookies and local storage for sign-in and security, and optional analytics only where you allow them. See our Cookie policy for detail.

14. Security

We use technical and organisational measures appropriate to the risk, including encryption in transit, access controls, and audit logging for sensitive data. No system is completely secure; you are responsible for keeping your account credentials safe.

15. Changes and contact

We may update this policy from time to time and will update the "last updated" date above. For material changes we will notify you by email or in-app notice where appropriate. For any privacy question or data subject request, email support@qwixl.com. Postal contact: Qwixl, Old Furnace Cottage, Greendale, Oakamoor, Stoke-On-Trent, ST10 3AP, United Kingdom.

Part B — By product

16. The Qwixl website

When you browse qwixl.com without signing in, we process limited data: server and security logs (including IP address and request metadata) to operate and protect the site; the contents of any contact or enquiry form you submit, so we can respond; and cookie-consent preferences. We do not build advertising profiles. See the Cookie policy for cookies and analytics.

17. Qwixl: Homework

Qwixl: Homework is our schools product for teachers, students, and parents.

• Typing telemetry: when students type answers within Qwixl answer fields we collect typing behaviour, such as timing, pauses, and corrections. This is collected only within our answer fields. We do not track activity outside the Service.

• Marking and feedback: we process submitted work to provide marking, feedback, and related features.

• SEN screening indicators: we derive screening indicators from typing behaviour and written content. These are special category data and are handled as set out in section 8.

• Classroom roles: teachers manage classes and student membership. We process the data needed to operate classes, consent, and access.

Retention: account data is retained while your account is active and for a limited period after closure for legal and operational purposes. Submission and telemetry data are retained for the duration of use and typically until the end of the academic year plus one year, unless you request earlier deletion or we are required to retain it for longer.

18. Qwixl: Milo (Chrome extension and Word add-in)

Milo provides SEN-aware writing support inside the document you are working on. It is available as a Chrome extension for Google Docs and as a Microsoft Word add-in. Both clients use the same Qwixl backend, account, and billing. The differences are the sign-in provider and the host document: the Chrome extension signs in with Google and reads Google Docs; the Word add-in signs in with Microsoft and reads the active Word document.

This section is also the disclosure required by Google's API Services User Data Policy for the Chrome extension.

18.1 Sign-in data and OAuth scopes

When you sign in to the Milo Chrome extension with Google, Milo requests the minimum scopes needed for the features in the Chrome Web Store listing:

• openid — verifies that sign-in came from a real Google account. We do not store the underlying ID token after sign-in.

• email — your Google account email, used to create your Milo account, link your session, and send service emails. Stored in our milo_users table.

• profile — your basic Google profile (first name, last name, locale), used to personalise the in-doc UI and address you in emails. Stored in our milo_users table.

• https://www.googleapis.com/auth/documents.readonly — lets Milo read the content of the Google Doc you are editing, on demand, to produce writing-quality metrics, guides, and an optional in-doc assistant. Milo reads only the active document, only while the extension is open, and only after you sign in.

When you sign in to the Milo Word add-in with Microsoft, we receive your Microsoft account identifier, name, and email through Microsoft single sign-on, used to create and link your Milo account. The add-in reads the content of the active Word document on demand for the same purposes as above.

18.2 What we do with the document text

Document text is read on demand, used only for the request you have made, and is not persisted to our servers. We do not store the document text in our database, our logs, or any third-party storage we control.

18.3 What we store against your Milo profile

From the document text we derive small, structured writing-quality metrics and store those against your Milo profile. They are not a copy of your document. Examples:

• Word, sentence, and paragraph counts.

• Spelling-issue and grammar-issue counts (from LanguageTool — see 18.5).

• Sentence-structure indicators, such as average sentence length and sentence-type distribution.

• Typing-pattern indicators, such as timing, pauses, and correction frequency.

• A document identifier (the Google Docs file ID or the Word document reference) so Milo can group metrics by document over time. We do not store the document title or content.

18.4 SEN screening indicators

Milo's writing-support indicators relating to potential SEN are special category data and are handled as set out in section 8. They are not a diagnosis.

18.5 Third-party processor — LanguageTool

Grammar and spelling analysis is performed by LanguageTool, via its public API at api.languagetool.org. To produce the counts in 18.3, Milo sends the text of the active document to LanguageTool and receives a list of issues. The text is sent transiently for that single request; we do not retain LanguageTool's per-request input or output beyond computing the derived counts. LanguageTool acts as our data processor under contract; its privacy policy is at languagetool.org/legal/privacy. If you do not want document text sent to LanguageTool, do not use Milo's writing-analysis features; the extension falls back to local typing-pattern indicators only.

18.6 First-run setup, diagnostics and analytics

Milo for Chrome and Milo for Word show a first-run setup screen before sign-in. It explains the free product, what Milo+ adds, the paid Evidence Pack, and your privacy choices. Before you make a choice, first-run display state is stored locally on your device only.

When you make a privacy choice, we may store a small activation event to operate and debug setup. Activation events do not contain document text, document titles, Google Doc IDs, Microsoft document URLs, or passwords. They may include the client type (Chrome or Word), the setup stage, your analytics choice, a hashed anonymous client-instance identifier, and small error codes used to diagnose sign-in or service failures.

If you choose Essential diagnostics only, we use limited diagnostics for sign-in, authentication, profile loading, and first-telemetry reliability. These are kept in our backend reporting and are not sent to Google Analytics. If you choose Product analytics, we may also send consented activation events to Google Analytics through a server-side integration. The Google Analytics API secret is never placed in the Chrome extension or the Word add-in.

18.7 Retention and deletion

Your Milo account record (email, name, preferences), first-run consent choice, activation diagnostics, and derived writing-quality metrics are retained while your Milo account is active. If you delete your account, this data is deleted within 30 days. You can request deletion at any time by emailing support@qwixl.com from the account you used to sign in, or by removing the extension or add-in and emailing the same address. We do not persist document text, so there is no document text to delete.

18.8 What we do not do

• We do not sell, transfer, or use Google user data for advertising.

• We do not use Google user data to train or improve generalised AI or machine-learning models. Derived metrics from your own account are used to improve your own Milo insights only.

• We do not allow Qwixl staff to read your document content, except where you give affirmative consent for support, for a security investigation after we have notified you, where required by law, or where the data has been aggregated and anonymised.

18.9 Google Limited Use

Milo's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

19. Qwixl: Streams

Qwixl: Streams is our long-form thinking and writing product. It is available as Streams Student and Streams Pro. Both store the work you create and the account data in Part A.

• Content you create: we store your projects, drafts, and the conversation history of AI tutor and guide features so you can continue your work. AI features are provided through OpenRouter (section 6).

• Streams Student (Google Classroom-linked): where you connect Google Classroom, Milo and Streams read the courses you are enrolled in, the assignments in those courses, and your own submission state, to show classwork and per-assignment context. Only your own enrolment and submissions are read; we do not enumerate other users' courses or submissions.

• Streams Pro (independent and publishing): Streams Pro lets you publish work to public-facing pages. Publishing is optional and under your control. Where you publish, that content and the profile information you choose to show may be seen by third parties, including search engines.

Retention: content and account data are retained while your account is active and for a limited period afterwards as set out in section 9. Published content remains public until you unpublish it or your account is closed.