Legal
Privacy Policy
At Edtools we respect your privacy and take care of the personal information you share with us. This policy explains what data we collect, how we use it, who we share it with and how we protect it, in line with Colombia's Statutory Law 1581 of 2012 and Decree 1377 of 2013.
Information we collect
- Contact information: such as your name, email address and phone number, when you provide them through our contact, sign-up or demo request forms.
- Browsing data: technical information such as your IP address, browser type, the pages you visit and how long you stay on them, collected through web analytics tools.
- User profile: the information you give us when you create and customize your profile on the Edtools platform.
- Productive hours: information about how much time you spend using the Edtools platform, which we use to improve the quality of the academic content we offer.
How we use your information
We use the information we collect to:
- Provide, operate and maintain the platform.
- Improve, personalize and expand the platform.
- Understand and analyze how you use the platform, so we can improve the quality of the academic content.
- Communicate with you, directly or through one of our partners, to send you updates and other information about the platform, and for marketing and promotional purposes.
How we share your information
We don't sell your personal information to third parties. We may share it only in these cases:
- When you give us your explicit consent.
- With service providers we hire to help us run the platform and deliver our services, under agreements that ensure the confidentiality and security of the information.
- To comply with applicable law, or to respond to legal process or requests from government authorities.
Cookies and similar technologies
We use cookies and similar technologies to improve your experience on our website. They can be:
- Essential: needed for the site to work.
- Analytics: help us understand how visitors interact with the site.
- Functional: remember your preferences and settings.
You can set your browser to reject cookies, although some parts of the site may not work as well.
Analytics and third-party tools
We use the following tools, which may collect data about your visit:
- Google Tag Manager and Google Analytics: traffic and visitor behavior analytics.
- Microsoft Clarity: usage analytics and heatmaps to improve the experience.
- Apollo.io: identifying business visitors for legitimate commercial purposes.
- Attio, n8n and Amazon SES: securely handling demo requests, sales follow-up and sending the communications you ask for.
- Cal.com: scheduling the meetings and demos you request.
Each of these services has its own privacy policy. We share data with them under agreements that ensure an adequate level of protection.
Google user data (Gmail and Google Calendar)
The Edtools platform (app.edtools.co) lets staff at an educational institution choose to connect their Google account. We only request the permissions each feature needs, and only after you accept them on Google's consent screen.
Gmail
- Send email (
gmail.send): send, from the connected account, the messages staff write or schedule in Edtools for families, applicants and students. - Read email (
gmail.readonly): bring the email that arrives in the connected account into the Edtools communications inbox, so the institution's team can read and reply in one place, next to each family's or applicant's history.
Google Calendar
- View calendars (
calendar.readonly): list the account's calendars so you can choose where appointments are booked, and check your availability. - Manage events (
calendar.events): create, update and cancel events in that calendar for appointments booked in Edtools (admission interviews, visits, meetings with families).
How we handle this data
- We use Google user data only to provide and improve the user-facing features described above. We don't use it for advertising, we don't sell it, and we don't use it to build user profiles.
- We don't use Google user data to develop, improve or train generalized artificial intelligence or machine learning models.
- No one at Edtools reads this data, except with your explicit consent for specific messages, when it's necessary for security purposes (for example, to investigate abuse), to comply with the law, or when the data is aggregated and anonymized for internal operations.
- We share this data only with the infrastructure providers that run the platform (hosting and database), under confidentiality agreements, and never for any purpose other than those above.
- OAuth tokens are encrypted with AES-256-GCM and all data is encrypted in transit and at rest. Synced emails and events are stored in the institution's Edtools account. See How we protect your information for the full list of protection, retention and deletion measures.
- You can disconnect your account at any time from your Edtools settings or at myaccount.google.com/permissions. Once you disconnect it, we stop accessing your Google data. To have us delete data that was already synced, email us at legal@edtools.pro.
Edtools' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Meta data (Facebook, Instagram and Messenger)
The Edtools platform (app.edtools.co) lets staff at an educational institution choose to connect the institution's Facebook Pages and Instagram professional accounts, using Facebook Login for Business. We only request the permissions each feature needs, and only after you accept them on Meta's screen.
Lead Ads forms
- Pages and forms (
pages_show_list,pages_read_engagement,pages_manage_metadata,business_management): list the institution's Pages so you can choose which ones to connect, read their name, and subscribe them to new-lead notifications. - Leads (
leads_retrieval,pages_manage_ads,ads_management): read the answers a family leaves in one of the institution's instant forms, and the ad and campaign it came from, to create their application in the admissions process and attribute it to that campaign.
Instagram and Messenger messages
- Instagram (
instagram_basic,instagram_manage_messages): view the connected Instagram account and bring the direct messages it receives into the Edtools communications inbox, so the institution's team can read and reply there. - Messenger (
pages_messaging): bring the messages sent to the connected Facebook Page into Edtools and reply from there. - About the person who writes, we receive the message, the files they attach, their name, username and profile picture. Meta doesn't give us their phone number or email.
- Instagram stories and mentions are not stored: we only show the link while Meta keeps it available.
How we handle this data
- We use Meta data only to provide the features described above to the institution that connected it. We don't use it for our own advertising, we don't sell it, and we don't use it to build user profiles.
- We don't use Meta data to train generalized artificial intelligence models.
- We share this data only with the infrastructure providers that run the platform (hosting and database), under confidentiality agreements, and never for any purpose other than those above.
- Access tokens are stored encrypted. Leads and messages are stored in the institution's Edtools account and protected with the same security measures as the rest of its information.
- We handle this data in accordance with the Meta Platform Terms and Developer Policies.
How to disconnect and delete Meta data
- If you work at an institution: disconnect the Page or Instagram account from your Edtools settings, or remove Edtools from the business integrations of your Facebook account (facebook.com/settings → Business integrations). Once you disconnect it, we stop receiving its data.
- To have us delete the leads and messages already received from Meta, email legal@edtools.pro from an institutional address with the name of the Page or account. We delete them within 30 days and confirm by email.
- If you messaged an institution or filled out one of its forms: the institution is responsible for your data. Ask it to delete them, or email legal@edtools.pro with your name, your Instagram or Facebook username and the institution, and we'll help it do so within the same timeframe.
How we protect your information
We protect personal and sensitive data, including the data we receive from Google APIs, with these technical and organizational measures:
- Encryption in transit: all traffic to Edtools, and between Edtools and Google, uses HTTPS with TLS 1.2 or higher.
- Encryption at rest: our database and file storage providers encrypt all stored data with AES-256. OAuth access and refresh tokens are also encrypted at the application level with AES-256-GCM, using a key that exists only on our servers and is never sent to the browser.
- Access control: each institution's data is isolated. Every request is authenticated and limited to the institution the user belongs to, and roles and permissions decide what each staff member can see. Inside Edtools, only authorized engineers can access production systems, following the principle of least privilege, and only for the purposes described in this policy.
- Audit and monitoring: we keep activity logs of sensitive actions, such as connecting or disconnecting accounts, and we monitor errors and unusual activity.
- Retention and deletion: OAuth tokens are kept only while the connection is active. When a user disconnects an account, we revoke the token with Google and delete it right away. Synced emails and calendar events stay in the institution's account until the institution deletes them or asks us to; we complete deletion requests within 30 days.
- Incident response: if a security incident affects personal data, we notify the affected institutions and the competent authority (Colombia's Superintendence of Industry and Commerce, SIC) as required by law.
Your rights
Under Colombian data protection law (Law 1581 of 2012 and Decree 1377 of 2013), you have the right to:
- Know, update and correct your personal information.
- Request proof of the authorization you gave for us to process your data.
- Be informed about how your personal information has been used.
- File complaints with Colombia's Superintendence of Industry and Commerce (SIC) for violations of the applicable rules.
- Revoke your authorization and request that we delete your data, where applicable.
- Access, free of charge, your personal information that has been processed.
To exercise any of these rights, email us at legal@edtools.pro.
Changes to this policy
We may update this privacy policy at any time. Changes take effect as soon as we publish the revised version on this page, so we recommend checking it from time to time to stay informed.
Contact
If you have any questions about this privacy policy, email us at legal@edtools.pro.
See also our Terms and Conditions (in Spanish).