Privacy Policy
Last Updated: April 2026
Introduction
AcadaFix (“we,” “us,” or “our”) is committed to protecting the privacy of Multi-Academy Trusts (MATs), schools, education providers and their employees. This policy explains how we handle personal data in compliance with the UK GDPR and the Data Protection Act 2018.
Our Role
- Data Processor: For employee payroll data (names, NI numbers, salaries), we act as a Processor on behalf of the MAT.
- Data Controller: For account administrative data (user logins, billing info), we act as a Controller.
Data We Collect
- Employee Records: Including but not limited to; Names, addresses, bank details, NI numbers, pension contributions and tax codes.
- Usage Data: IP addresses, browser types and interaction with our SaaS platform via AWS logs.
- Support Data: Information provided when purchasing or using AcadaFix Credits.
How We Use Your Data
- Payroll Processing: To calculate pay, generate payslips, and facilitate HMRC/Pension filings.
- Platform Stability: Hosted on AWS (UK Region) to ensure high availability and security.
- Support: To provide bespoke reporting or Bureau Cover via our credit system.
Data Retention & Security
- Security: Data is encrypted at rest and in transit using industry-standard protocols on AWS.
- Retention: We retain payroll records for the statutory period required by HMRC (typically 6 years) unless otherwise instructed by the MAT.
Your Rights
Under UK law, individuals have the right to access, rectify or erase their data. As a SaaS provider, we assist MATs in fulfilling these "Subject Access Requests" (SARs).
SaaS Terms and Conditions
Market: United Kingdom (Education Sector)
The Service
AcadaFix provides a cloud-based payroll management platform hosted on AWS. The Service is provided on a monthly subscription basis, reflecting our "Flexibility by Design" philosophy.
Subscription & Pricing
- Per Active Employee: Billing is calculated based on the number of "Active Employees" (any staff member with an active record during the pay period).
- Automatic Scaling: Your monthly invoice will automatically adjust to reflect staff changes (e.g., temporary exam invigilators).
- HMRC Compliance: All updates for tax years, student loans, and NI thresholds are included in the monthly fee.
AcadaFix Credits & Bureau Cover
- The System: Credits are a digital currency used to "pay" for bespoke support, reporting, or emergency Bureau Cover.
- Quotes: All credit-based tasks will receive a fixed-price quote. Once "Approved" by the user, credits are deducted.
- Refunds: Unlike industry standards, AcadaFix credits do not expire. Unused credits are refundable within 10 working days upon request.
- The "Price Match" Guarantee: Once a credit quote is accepted, AcadaFix absorbs any costs related to unforeseen complexity.
Service Levels & Security
- Hosting: The platform is hosted on AWS within the UK to ensure data residency compliance.
- Availability: We aim for 99.9% uptime. Scheduled maintenance will occur outside of standard working core hours.
Data Ownership
The Multi-Academy Trust remains the sole owner of all employee and financial data. Upon termination, AcadaFix will provide a data export to facilitate a smooth transition to your new provider.
Termination
Either party may terminate with 30 days written notice. No refunds for unused subscription periods. We reserve the right to suspend service for misuse or non-payment. No Exit Fees: We do not charge fees for leaving the platform.
Limitation of Liability
AcadaFix provides the tools for payroll calculation but the MAT remains responsible for the final verification of BACS files and submissions. Our liability is limited to the amount paid for the current subscription period. We are not liable for indirect or consequential damages.
Governing Law
These terms are governed by the laws of England and Wales.