All-In

How this classroom tool uses what you type

If you are a student

• What you give it: a nickname (use a first name or a nickname, never your full name), the room code on the board, and your answers, votes, words or buzzes during the lesson.
• What it never asks for: your email, student number, password, date of birth or anything else about you. You never sign in.
• Where it goes: to your lecturer's page and the classroom screen, in that room only. Your lecturer can hide names on the screen.
• How long it is kept: the room forgets you when the session closes. If your lecturer saves the results, the file holds the nicknames and answers from that session and is deleted automatically after 90 days, or sooner if the lecturer deletes it. Your phone remembers your nickname and the last room code so you can rejoin; clearing the browser's site data removes that.
• If a lecturer removes you from a room: your phone is told, and your answers come off that activity. A lecturer may also block a phone from the rest of that session. The block is on that phone's own identity in this service, not on your network address, so it never shuts out a classmate sitting beside you. Opening a new room clears it.
• Word clouds: words go onto the board as they are typed, through a filter or after the lecturer approves each one. Do not type anything about another person.
• Tools for students and course materials: pages you open without signing in. Nothing about you is recorded when you open or download something. A link marked "Open link" leaves this service for another website with its own rules.

If you are a member of staff

• Account: your College email address, a password that only this service uses (stored as a hash, never in clear), when you last signed in, and a log of administrative actions taken on or by your account. The six-digit confirmation code is emailed once, when you register, and never stored in clear.
• Your faculty and department: if the College has switched on the staged roll-out, you choose the area you belong to when you register, and an administrator can change it. It is used to decide who may sign in while the service is being opened up area by area, to filter lists, and for counting how many sessions each area runs. It never limits what you can see: every tool and every shared course is available across the whole College. You may choose "Other, or prefer not to say".
• Your saved results: kept in a folder that only your account can list, download or delete. An administrator removing your account erases that folder with it.
• Class lists for the name spinner: stay in your own browser only (names and groups, never emails), are cleared after 90 days, and can be cleared at any time with "Clear list".
• Course libraries and materials: an item, file or link you share to a course carries your College address as the person who shared it, so colleagues and administrators know who to ask; students see the course's page without any name. If your account is removed, that name becomes "former staff" and the item stays with the course.
• What an administrator can see: your address, role and status, the area you chose, when you last signed in, whether your host page is connected right now and when it was last active (never from where), what you shared to courses, and the audit log of administrative actions. Tools for lecturers are for signed-in staff only. Your page signs itself out after two hours without activity (a running activity keeps it signed in); an administrator can change that time.
• Backups: the whole data folder (staff accounts, libraries, results, course materials, settings) is archived on the server each night and the last fourteen archives are kept; the College may copy them to a store it controls. An administrator can download an export; every export and every restore is written to the audit log. An export leaves out the mail password and the live-room files, so a copy on a laptop cannot be used to read mail or to join a lesson that was running.
• Emails from this service: contain a code to type or a plain notice, never a link, and it never asks for your College password.

Storage on your device (cookies)

This service sets no cookies at all. It keeps a few small values in your browser's own storage so the page works: on a phone, a random identifier so you keep your seat if the page reloads, your nickname and icon, the room code and your Calm, text-size and colour choices; on a lecturer's PC, the sign-in token for this browser, the projector's room code and the same display choices. These are needed for the service to work as you asked, are never used to track you, never leave this service, and go when you clear the site's data in your browser (the sign-in token also goes when you sign out or after two hours without activity). Because they are strictly necessary, no consent banner is required under the UK's PECR rules; this notice tells you they exist.

What is not collected

No advertising, no analytics from third parties, no cookies for tracking, and nothing is sent to any other service. Usage counts kept for the administrator are totals only and never identify a person.

How this is checked

The service is audited against published standards, most recently on 7 September 2026: OWASP Top 10:2025 and the Cyber Essentials Plus controls for security, WCAG 2.2 AA for accessibility, ISO 9241-110 and ISO 9241-11 for how it is to use, and ISO/IEC 25010 for product quality. Every finding was fixed and then checked again by a separate pass. These are internal audits: the wording is audited against, never certified. The about page says more.

Who to ask

Questions about this notice or a request to see or erase your data: SentiaCoding@gmail.com, or the administrator of this installation at your College. Data-protection enquiries at Edinburgh College go through its Data Protection Officer.

Last reviewed 7 September 2026.