Privacy Policy

Who we are

WriteScan Pro is a product of Runly, a sole proprietorship based in South Africa. You can reach us at admin@writescanpro.com or on WhatsApp at +27 64 004 4040.

Where a school uses WriteScan Pro, the school decides what student work is uploaded and why. We process that work on the school's instructions, on its behalf.

What we collect

• Your account: your email address, your password (stored only as a cryptographic hash — we cannot read it), and the name you give your school or organisation.
• Student records your teachers create: the student's name, and optionally an ID number and a class name. Nothing else about the student is requested, and students do not have accounts.
• The writing itself: photographs, PDF files, or text typed directly into the app.
• What the assessment produces: the extracted text, the scores, the written feedback, and the CEFR level.
• Usage counts, so we can apply your plan's allowance.
• Nothing about payment cards. Purchases go through Paddle, who are the seller of record — card details are entered on Paddle's systems and never reach ours.

Photographs are deleted, not stored

When a teacher photographs or uploads a piece of writing, the image is held only long enough to read the text out of it. As soon as the extracted text has been saved, the image file is deleted from storage and the reference to it is removed from our database. This happens automatically, within seconds, on every submission.

What remains afterwards is the text of what the student wrote, the grade, and the feedback. The photograph of the child's handwriting does not stay on our systems.

What we use it for

We do not sell data, we do not share it with advertisers, and we do not use student writing to train AI models. The AI provider we use does not train its models on data sent through its API.

• Reading the handwriting and producing the graded report.
• Showing a student's progress over time to the teachers in that school.
• Emailing reports and account notifications to the teacher.
• Counting assessments against your plan.
• Keeping the service working and secure.

Who else processes it

To run the service we rely on a small number of providers. Each one only receives what it needs.

• Anthropic (Claude) — reads the writing and produces the grade and feedback.
• Cloudflare R2 — temporary storage for the uploaded image, until it is deleted as described above.
• Railway — hosting for the application and its database.
• Resend — sending account and report emails.
• Paddle — payment, invoicing and tax, as the merchant of record.
• Umami — anonymous page analytics. It sets no cookies and does not track visitors across other websites.
• Google — only if your school connects Google Drive or Google Sheets, and only to write reports and grades into your own Google account.

Children's writing

Students do not sign up, do not log in, and are not contacted by us. Their work reaches us because a teacher uploads it, and the school remains responsible for having the right to do so under its own arrangements with parents.

If a school asks us to delete a particular student's records, we will do it.

How long we keep it

Account details, student records, extracted text, grades and feedback are kept while the account is open, so that progress tracking works across a school year.

Uploaded images are deleted within seconds of being read, as described above.

Write to admin@writescanpro.com to have an account and everything in it deleted. We will confirm when it is done.

Your rights

You can ask us for a copy of the data we hold about you, ask us to correct it, or ask us to delete it. Email admin@writescanpro.com and we will respond.

We are a South African business and handle personal information in line with South Africa's Protection of Personal Information Act. Where we serve schools in Saudi Arabia, we also work to the expectations of the Kingdom's Personal Data Protection Law. If you believe we have mishandled your information, you may complain to the relevant authority in your country.

Security

• Passwords are stored hashed, never in a readable form.
• Traffic to and from the service is encrypted in transit.
• Each school's data is separated from every other school's, and a teacher only ever sees their own organisation's students and submissions.

Cookies

We set one cookie, which keeps you logged in. It carries no advertising identifier and is not shared with anyone.

Our page analytics do not use cookies at all.

Changes to this policy

If this policy changes in a way that affects you, we will say so on this page and update the date at the top. Material changes affecting schools will also be emailed to the account owner.