Memlock privacy policy

When you register to use memlock, you are giving us permission to process your data. Our privacy policy is here to give you all the information you need to make an informed decision. It also tells you how you can ask us to stop using your personal data.

Who we are

Memlock Limited is a company registered in England and Wales with company number #13937578. You can contact us by emailing us at

We are registered with the UK ICO (“Information Commissioner’s Office”).

About you

We anticipate that the users of our application are either;

  • Student users, no less than 13 years old, who are enrolled in an educational institution, which throughout this policy we refer to as “school”.
  • Individuals working on behalf of a school.

What data do we collect?

We collect the following data:

  • Personal identification information (Your name and email address).
  • Your login information, either a securely hashed version of your password or any social logins or other single-sign on you might use to facilitate logging in.
  • The class and school you study at or work for.
  • The syllabus you are following and your progress through it.
  • Your role, for example if you are a student or teacher.
  • Data about any responses you give in the app or website, in particular to questions provided to you by the app. For example, that you answered a particular question on a particular day.
  • Usage information about the app or website. For example, how often you used the app.

We also use Google analytics to collect information about your visit so we can improve our products. The information we collect includes;

  • Your IP address.
  • The type of browser you are using.
  • The device manufacturer and model you are using.
  • How you found our app or website.
  • Your time zone.
  • Which pages you visited in the app.

How do we collect your data?

You will provide us with most of the data we collect. We collect and process data when you:

  • Register online.
  • You sign into the app.
  • You use any of the features of the app.
  • You contact us for support, for example if you encounter a problem with our app.

We offer a website version of the app which is equivalent in functionality. You data is treated in the same way when you visit our website.

We may also receive your data indirectly when identifying information is provided to us by:

  • Your school or employer for the purposes of providing you access to our service and associating you with a particular class.
  • Your school or employer provides us with information about your classes and what you have covered in those classes.

How will we use your data?

We will use your data differently depending on if you are a teacher or a student. We will rely on information provided by you or your school to determine if you are a teacher or a student.

For all users, we will collect your data so that we can:

  • Manage your account and allow you to log in.
  • Understand how you are using the app and to use this information to make the app or its content more intuitive.
  • Support you with any queries you may have.

If we have not been provided your data by your school, when you link your account to a school we will share the data you have provided to us with your school or employer so they can:

  • Identify you.
  • Provide you with a licence to use the product.

By providing us with a link code and confirming your acceptance, you are giving us permission to provide your data with the school.

If we have been provided your data by your school, we will share any updates to your profile with them automatically.


If you are a student, our company will collect your data so we can:

  • Provide you with personalised learning functionality.
  • Provided you opt-in, email or provide you with other reminders (for example, notifications) to access this personalised learning functionality.
  • Show staff members nominated by your school detailed information about your answers and how you are using the app so they can assess your performance.
  • Show other students nominated your school your information.
  • Collect data which is not linked to you about responses to content so we can:
    • Identify improvements to that content, for example where more content is required, or it is too difficult.
    • To help us market the product or engage in educational research, publish or use information which contains data about how students answer questions in a way which cannot be linked to individual students or institutions. This data will only ever be published at an aggregate level.

How do we store your data?


We securely store most data in data centres located in the United Kingdom.

There are exceptions to this;

  • Our email system, which uses data centres located in Amsterdam.
  • Our support ticketing system, which uses data centres located in Ireland.
  • Google analytics data might be stored in data centres located in the United States. If you agree to allow us to track your usage of the app, you are also consenting to allow us to send limited, non-identifiable data to the United States.


We use large, reputable vendors to host your data. These entities are;

  • Google Cloud EMEA Limited
  • Atlassian Pty Ltd
  • Zoho Corporation B.V. (The Netherlands)

We partly rely on the qualifications and expertise of these organisations to protect your data and have a DPA (Data Processing Addendum) in place with each to make clear their responsibilities and our own. At a minimum, this includes;

  • The encryption of all data at rest and in transit
  • Physical security controls in data centres
  • Robust authentication measures.
Our Responsibilities

Your data security is important to us. All of our accounts with access to any quantity of personal data use two factor authentication and have robust password policies. These accounts which are allocated to specific users.

Any software we provide contain controls to prevent data being inappropriately disclosed to unauthorized parties to bank privacy standards.

Data Retention

Unless you or another appropriate party ask us to remove your data earlier, we will keep all identifying data for a period of 24 months following your last recorded use of our app.

After this period we will remove these records by instructing our suppliers to securely dispose of your data.

We will also remove your data if we are instructed to do so by your school where they provided us with your data. If you are under the age of 18, your parent or guardian may also make this request.


If you are a teacher, our company would like to send you information about products and services of ours we think might interest you.

You have the right at any time to stop us from contacting you for marketing purposes. Each marketing communication sent to you will contain details on how to do this.

If you are a student, we will not use your personally identifiable information to directly market to you

What are your data protection rights?

Our Company would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:

If you are under 18, your parent or guardian may make this request for you. We will ask for appropriate documentation.


Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

For further information, visit

How do we use Cookies?

We use cookies to improve your experience, including:

  • Keeping you signed in
  • Understanding how you use our website and app
  • Allowing you to use third party sign-in services offered by the app, such as Google or Office 365.
What type of cookies do we use?

Functionality – Our Company uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.

Analytics cookies - So we can understand how you use our website and app, like which pages you visited and which links you clicked on. The purpose of these cookies is to improve our website and app. We use Google analytics, and you are able to opt-out of their use.

How to manage cookies

You can set your browser not to accept cookies, but this will impact your ability to sign into our app and may prevent you from accessing functionality.

Privacy policies of third parties

Our website and app may contain links to third parties. This policy applies only to our website and app, so if you click on a link to another website you should read their privacy policy as well.

Changes to our privacy policy

We will place updates to this policy on our website and notify you the next time you log into the app for any important changes. This privacy policy was last updated on 7th March 2022.

How to contact us

If you have any questions about Our Company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please contact us.

Email us at:

How to write to the appropriate authority

Should you wish to report a complaint please contact us. If you feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.

Details on how to do so are on their website