Privacy Policy


Your privacy is very important to us. This policy tells you how your Personal Information is used when you use XACROS’ Services. By using XACROS, you acknowledge that you’ve read and accepted these policies.

At XACROS, Inc. ("XACROS" or "we"), we know you care about how your personal information is used and shared, and we take your privacy seriously. Please read on to learn more about our Privacy Policy. By visiting XACROS' website(s) and all other products, services and applications made available by XACROS from time to time (collectively, the "Services"), you acknowledge that you accept the practices and policies outlined in this Privacy Policy. By using the Services, you are consenting to have your personal data transferred to and processed in the country.

All capitalized terms that are not defined in this Privacy Policy shall have the meaning given to them at the end of this document. In this Policy, “Personal Information” means any information about an identifiable individual or information that can be used to identify an individual, and includes “Personal Data” as that term is defined under the EU’s General Data Protection Regulation (GDPR), the law that governs companies' collection, use, storage and sharing of consumers' Personal Data.

What information can I access and modify?

As a XACROS account holder, you have access to view and update the following information at your discretion:

  • Participant names,
  • user preferences,
  • information in your user account (such as your phone), and
  • content in your account (note that once provided, you may not be able to edit or remove certain types of content, such as messages)
    • However, note that this list may change as the Services change.
      You also have the right to request access to the Personal Information we hold about you in order to verify the Personal Information we have collected in respect of you and to have a general account of our uses of that Personal Information.

      What does this privacy policy cover?

      Here's what this policy covers: all information that you provide to us and that we collect while you're using XACROS.
      This policy doesn't cover third party companies that we don't control but who help us operate our service. Those third party companies must adhere to privacy and security obligations in a manner consistent with XACROS' policies and practices. Keep reading, there's more about this later!

      This Privacy Policy explains how XACROS collects, uses, and discloses information from you and other users who access or use the Services, including our treatment of Personal Information. Also, this Privacy Policy covers XACROS' treatment of any Personal Information that our partners share with us, or that you provide to XACROS through another third party website or service while using the Services. This policy does not apply to websites, services or practices of companies that we do not own or control, even if they help us operate our Services. Third party providers who do help us operate our Services must adhere to privacy and security obligations in a manner consistent with XACROS' policies and practices.


      XACROS is a tool to help you communicate with people who can support your education, and we take your privacy seriously. Maintaining the privacy of your Personal Information is a shared responsibility, and while we will limit what we ask for and what we do with your information, we encourage you not to share it unless you need to. Please keep in mind that you are responsible for the content of your account and all your messages. To delete your account, contact us or email us at, but note that XACROS is not responsible for what other XACROS users may do with your sent messages.

      You are responsible for any Content you provide in connection with the Services. We cannot control the actions of anyone with whom you or any other XACROS users may choose to share information. Therefore, we cannot and do not guarantee that Content you or any user posts on the Services will not be viewed by unauthorized persons. Although we may allow our users to set privacy options that limit access to certain parts of the Services, please be aware that no security measures are perfect or impenetrable and that we are not responsible for circumvention of any security measures contained on the Services. XACROS does not encourage you to make any personally identifiable information (Personal Information) public other than what is necessary for you to use our Services. You understand and acknowledge that, even after removal, copies of Content may remain viewable in cached pages, archives and storage backups or if other users have copied or stored your Content. We will make efforts to remove the Content under our control that is not part of another user's account.

      You may request removal of Personal Information (as described below) that you have provided to us by contacting us at our Help Center. We will remove your Personal Information from our database on your request, but this information may remain in our server logs as part of our standard backup procedures, unless prohibited by contract or law. A verified Organization administrator (Verified Administrator) or Organizer may be able to upload and provide information about you to your account; if you would like to remove or amend that information, you may have to contact and work directly with that Verified Administrator or Organizer. Any improper collection or misuse of Content or other information accessible on the Services is a violation of XACROS' Terms of Service and should be reported if identified.

      Protection of XACROS and others

      We may release your Personal Information if necessary to protect our community (for example, to comply with legal requests). Release of your Personal Information may occur when we believe in good faith that release is necessary to:

      • comply with the law or national security request (for example, responding to a subpoena or other legal process);
      • enforce or apply our Terms of Service and other agreements; or
      • protect the rights, property, or safety of XACROS, our employees, our users, or others. This includes, without limitation, exchanging information with other companies and organizations for fraud protection or responding to government requests.
      We also may be required to disclose an individual's Personal Information in response to a lawful request by public authorities, including meeting national security or law enforcement requirements.

      What information does XACROS display or collect?

      The information you provide to us by creating an account (or when joining a forum or group) is used to deliver our service to you. For example, we use this information to attempt to verify your identity and help you create an account on XACROS. We will not share personal contact information, besides your name, to other users on XACROS without your permission. If you use XACROS through your school, we will share your contact information with Verified Administrators.

      When you use the Services, you may set up your personal profile, send messages, perform searches and queries, and transmit information through various channels as permitted by the functionality of the Services. XACROS will not display your personal contact information to other users without your permission. If, however, you utilize XACROS in an organization that has paid for a School Plan, we will share your personal contact information solely with a Verified Administrators chosen by your school and verified by XACROS.
      The information we gather from users enables us to attempt to verify user identity, allows our users to set up a user account and profile through the Services, and helps us personalize and improve our Services. We retain this information to provide the Services to you and our other users and to provide a useful user experience. When you update your information, we usually keep a backup copy of the prior version for a reasonable period of time in case you need to go back to that version.When you use the Services, you may set up your personal profile, send messages, perform searches and queries, and transmit information through various channels as permitted by the functionality of the Services. XACROS will not display your personal contact information to other users without your permission. If, however, you utilize XACROS in an organization that has paid for a School Plan, we will share your personal contact information solely with a Verified Administrators chosen by your school and verified by XACROS. The information we gather from users enables us to attempt to verify user identity, allows our users to set up a user account and profile through the Services, and helps us personalize and improve our Services. We retain this information to provide the Services to you and our other users and to provide a useful user experience. When you update your information, we usually keep a backup copy of the prior version for a reasonable period of time in case you need to go back to that version.

      Information you provide to us

      The information you provide to XACROS is also used to analyze usage and improve our products and services. We don't show or share your Personal Information without your permission except in the few circumstances described here. We may also review account information to protect the safety of our community. We receive and store any information you knowingly enter on the Services, whether via computer, mobile phone, other wireless device, or that you provide to us in any other way. With your express consent, you may be able to upload, import or sync contact information from your mobile device (for example, from your address book) to XACROS. This information may include Personal Information such as your name, phone numbers, email addresses, photographs, and, in certain circumstances, your school, forum, group, club, team or Organization affiliation (which may be used to validate your account or to provide you with notifications via the Services from a teacher, school, class, group, club, team or affiliated Organization ("Notifications"), or any other information necessary for us to provide our Services. You may choose not to provide us with certain information, but then you may not be able to take advantage of many of our features. We use the Personal Information we receive about you to provide you with the Services and also for purposes such as:

      • attempting to authenticate your identity,
      • responding to your requests for certain information,
      • customizing the features that we make available to you,
      • suggesting relevant services or products for you to use,
      • improving the Services and internal operations (including troubleshooting, testing, and analyzing usage),
      • communicating with you about new features
      • and, most importantly, protecting our users, sending emergency messages we are directed to send to you, and working towards making sure our Services are safer and more secure.
      You may modify or remove your Personal Information at any time by logging into your account and accessing features to edit your forums, groups, and/or account information. If an Organizer or a Verified Administrator uploads or adds information about you to your account, you may have to contact and work directly with that Organizer or Verified Administrator in order to modify or remove that information.

      Information collected automatically

      There is certain information that we gather automatically when you use XACROS, such as navigation and cookie information. Some of this information is collected and used in an aggregate and anonymized way to help improve our service. If Personal Information is included, we treat it carefully like all other Personal Information.

      We receive and store certain types of information whenever you use the Services. XACROS automatically receives and records information on our server logs from your browser including XACROS cookie information, the page you requested, and other usage information such as your activity on the Services, the numbers and frequency of visitors to our site and its components (similar to TV ratings that indicate how many people watched a particular show). None of this information constitutes Personal Information. Certain information that is collected automatically, such as device ID, IP address and phone number, and browsing information that is associated with a user will be treated as Personal Information. In addition, for users who are students, teachers or administrators of schools that contract with XACROS for paid Plans, XACROS may, with the consent of the Verified Administrator in the school, obtain information from a third party Student Information System (SIS) provider, which will include basic directory and class information, attendance information, class grades, and similar information that is Personal Information.

      We also may provide to our partners aggregate information derived from automatically collected information about how our users, collectively, use our site. We may share this type of non-personally identifiable, aggregated statistical data so that our partners also understand how often people use their services as well as XACROS.

      Push Notifications

      There are different notification options. We may send push notifications to and from you and your forum(s); you can always opt out of these.

      We send notices to you when an Organizer of your forum or group has posted something new to your forum or group, you are sent a message, or when XACROS needs to inform you of something. If you no longer wish to receive such communications, you may turn them off at the device level. Any user may contact us if such user no longer wishes to receive communications from the Services.

      Mobile Application

      When you use the XACROS app, there may be additional information that we collect like your device ID, phone number and approximate location. When users use our mobile application, we automatically collect the Internet Protocol (IP) address, device ID, device type, and what operating system (OS) the user is running. We collect users' IP addresses whenever they use our mobile application, which provides us with a coarse approximation of the user's location at the city level in order for XACROS to, for example:

      • provide Organizers with a geo-specific long-code (i.e., generic phone number with a local area code),
      • support features such as school selection, and
      • enable other internal measurement and Services features.
      We also may, with your express consent, request more specific location information in order to provide you with more relevant information (such as nearby classes or relevant groups that you may subscribe to). We will not store or track your device location on an ongoing basis or without your permission. We may also collect location-based information from users as part of providing the Services and in order to comply with applicable laws and regulations for the user's jurisdiction.

      Business Transfers

      If XACROS is bought by another company, we may need to provide your information to that company. We will be sure to let you know if this ever happens so you can make decisions about your Personal Information.

      If XACROS (or substantially all of its assets) is acquired by another company, user information may be one of the assets transferred to or acquired by that company. You acknowledge that such a transfer may occur, and that any acquirer of XACROS may continue to use your Personal Information as set forth in this policy. You will be notified via email or some other means of any change in ownership or uses of your Personal Information, as well as any choices you may have regarding your Personal Information (including the right to delete your information). If XACROS goes out of business without a successor, XACROS would delete your information.

      Email and text message communications

      We may send you administrative messages regarding XACROS. We may also send you emergency messages when directed to do so by appropriate school, or government officials. However, you can learn how to unsubscribe from receiving all messages anytime!

      If you provide us your email address or phone number, XACROS may send you administrative messages (such as updates, notifications, newsletters, and other news) relating to the Services or to respond to communications from you. XACROS may also send you emergency messages when we are directed to do so by a teacher, school, or government agency. By maintaining a XACROS account and/or not opting out of receiving information from XACROS, you acknowledge and agree that you may receive e-mail or SMS text messages on your phone or mobile device from other XACROS users, from XACROS and/or its agents (as described below) and other individuals or companies if you choose to use services or products that they offer. Receiving these messages may cause you to incur usage charges or other fees or costs in accordance with your wireless or data service plan. Any and all such charges, fees, or costs are your sole responsibility. You should consult with your wireless carrier to determine what rates, charges, fees, or costs may apply. We may receive a confirmation when you open an email from us if your computer supports this type of program.
      Please note that if you do not want to receive legal notices from us, such as this Privacy Policy, those legal notices will still govern your use of the Services, and you are responsible for reviewing the legal notices for changes.
      To permanently cease receiving SMS text messages, please text @STOPALL:

      • in reply to any SMS message from that forum or group,
      • to a XACROS online long-code (a phone number issued by XACROS), or
      • in Uganda, to the XACROS short code 32123
      Kindly note however that communications through text messages are momentarily down for progressive maintenance but you’ll be notified as soon as its back to use.

      What about cookies, pixels, and local storage?

      Cookies are bits of information that tell us you've visited XACROS before and help the browser remember things about you (such as your language setting). Our cookies do not collect any Personal Information from you. This only applies to XACROS cookies and no one else's.
      A pixel is a small amount of code on a web page or in an email notification. As many services do, we (or our agents) may use pixels to learn whether you've interacted with certain web or email content on our Services. This helps us measure and improve our Services and personalize your experience on XACROS.
      Local storage is an industry-standard technology that allows a website or application to store information locally on your computer or mobile device. We use local storage to customize what we show you based on your past interactions with XACROS. XACROS uses these technologies to deliver, measure, and improve our Services in various ways. These uses generally fall into one of the following categories:

      1. Authentication and Security
        • To log you into XACROS.
        • To protect your security.
        • To help us detect and fight spam, abuse, and other activities that violate XACROS' policies.
        For example, these technologies help authenticate your access to XACROS and prevent unauthorized parties from accessing your account.
      2. Preferences
      3. To remember information about your browser and your preferences!
        For example, cookies may help us remember your preferred language or country that you are in. We can then provide you with XACROS content in your preferred language without having to ask you each time you visit XACROS. We can also customize content based on your country and/or district, such as disabling SMS, or to withhold certain content based on applicable local laws.
      4. Analytics and Research
      5. To help us improve and understand how people use our Services.
        For example, cookies help us test different versions of our services to see which particular features or content users prefer. We might also optimize and improve your experience on XACROS by using cookies to see how you interact with our services, such as when and how often you use them and what links you click on. We may use Google Analytics to assist us with this.
        Most browsers have an option for turning off the cookie feature, which will prevent your browser from accepting new cookies, as well as (depending on the sophistication of your browser software) allowing you to decide on acceptance of each new cookie in a variety of ways. We strongly recommend that you leave the cookies activated, however, because you will not be able to log in or use many of the Services' features without cookies enabled. Note that the use of cookies by anyone other than XACROS is not covered by our privacy policy. We do not have access or control over those cookies.

      Will XACROS share any of the Personal Information it receives?

      XACROS does not rent or sell your Personal Information. We may share your information to provide certain features of the XACROS service, only as permitted by this policy. If you have any questions, please reach out to us at

      XACROS relies on its users to provide accurate Personal Information in order to provide our Services. We try our best to protect that information and make sure that we are responsible in handling, disclosing, and retaining your data. We neither rent nor sell your Personal Information to anyone. If other XACROS users, other individuals or companies whose products you choose to use, have access to your Personal Information (for example, your messaging content), they may use and share that information in ways that XACROS cannot, and does not, control. XACROS shares your Personal Information in personally identifiable form as described below.

      Mobile Analytics

      When you use the XACROS app on your phone or tablet, we have analytics that help us understand how you use the app. This helps us improve the features & design!

      We use mobile analytics software to allow us to better understand the functionality and improve the performance of our mobile software on your phone. This software may collect, store and use information such as how often you use the application, the events that occur within the application, usage, performance data, and where the application was downloaded from. This software may share information it collects with other third parties (1) as part of providing the analytics services; (2) with integrations that advance teaching, school services, student learning or achievement, or parent or guardian participation in their child's education or activities; and, (3) to comply with applicable laws.

      What happens when I associate my account with a school or other organization?

      You may be required to link your account with an Organization. Linking helps to verify your identity and may unlock certain features. If your Organization is managed by a Verified Administrator, they may also have access to certain information in your XACROS account, including your personal contact information. We will not display your personal contact information to other users without your permission.

      Users may have the choice of associating their account with a school or other Organization (such as a team or group). This may be required (for example) for teachers and may be either required or strongly encouraged for other types of Organizers in order to use certain features of the Services. Other users may attend a school that contracts with XACROS for use of XACROS' Plans and this may automatically create an account for all the students, teachers, parents and relevant administrators of that forum or school and associate their accounts with the forum or school.

      By associating your account with an Organization, you acknowledge and agree that a Verified Administrator may be able to view your User Submissions (including your Personal Information and messaging content). If you are an Organizer affiliated with an Organization, you acknowledge that XACROS may enable other users who are associated with the same Organization to contact you -- for example, teachers, students, or parents who are associated with your Organization may communicate with you. Participants may also contact each other (in addition to viewing User Submissions). XACROS does not display in a user's account profile personal contact information of the user to any other users without prior consent.


      The security of Personal Information in the school environment is a top priority for XACROS. XACROS has protections in place to enhance our users' security, and routinely update these protections. We have administrative, technical, and physical safeguards designed to protect against unauthorized use, disclosure of or access to Personal Information. In particular:

      • XACROS' main database and all backups are encrypted at best.
      • All XACROS clients use TLS/SSL when communicating with our servers.
      • Our engineering team is dedicated to keeping your Personal Information secure.
      • We work with industry-leading auditors to review and guide our security policies and procedures.
      • Low-level auditing software is run on all production systems to record potentially malicious actions that may take place.
      • Increased focus for all software companies on advancing cybersecurity has led XACROS to undertake industry standard software security measures. For example, XACROS runs periodic penetration tests and a bug bounty program with trusted, vetted and verified security researchers then logs and resolves discovered issues.
      Learn more about our approach to security in our Security Overview

      Is information about me secure?

      XACROS endeavors to protect user information and to ensure that user account information is kept private; however, we cannot guarantee the security of user account information. Unauthorized entry or use, hardware or software failure, and other factors may compromise the security of user information at any time. If XACROS knows or becomes aware of a security breach of its users' personally identifiable information, XACROS will notify affected users as required by applicable laws and may post a notice on the Services.

      The Services contain links to other sites or services. XACROS is not responsible for the privacy policies and/or practices on other sites. When linking to another site you should read the privacy policy stated on that site. This Privacy Policy only governs information collected on the Services.

      Third party services

      You may be able to access certain third party products through XACROS' Services to share content to or from another website or app. These are not XACROS products; they are another company's and we do not control their privacy and security practices so only you can decide whether to connect your XACROS account with another company's services.

      The third party products you choose to use on XACROS may need to collect and use your Personal Information in order to provide their services to you; in order to use any products or services offered by anyone other than XACROS, you must review and agree to their specific terms and privacy policies. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by another company or hosted directly on our Services. When connecting your XACROS account with any third party site you may benefit from the ability to communicate across sites. Although a class owner may share their roster with a third party service to send content to the students and parents in a forum, the forum owner may not share phone numbers, email addresses or similar information without the express consent of the user themselves or the Verified Administrator. Your interactions with these features are governed by the privacy policy of the company providing it.

      Advertising is not permitted on the Services. However, we employ other companies to perform tasks on our behalf and help us provide certain features of our Services, and may need to share your information with those companies in order to provide our Services to you. Some examples of services for which we use agents include sending email or SMS, analyzing data, providing user services, and searching for any security vulnerabilities. These agents may use Personal Information we share with them, for example, to assist us, to provide their services to you and/or us, and to measure and improve the performance of their services. These agents have their specific terms or policies that are applicable and that may govern use of your information. XACROS has reviewed the privacy policies and practices of these agents and third party service providers in order to verify that they are capable of complying with XACROS' policies and practices, including those related to the collection, use, transfer, confidentiality, security and integrity of user data. As a condition of contracting with XACROS, those agents and third-party service providers committed, in writing, to providing at least equivalent privacy and security for your data as does XACROS.

      How do I delete my account?

      You may request deletion of your XACROS account by accessing your account online or contacting us at to guide you through the process. Note that if you are a Participant or Organizer and you request to delete your account, XACROS may notify the Organization and the Organizer(s) of the forums and/or groups you are affiliated with of your deletion request. Please note that certain information may remain in our records, server logs and archives after deletion of your account. XACROS retains this information for purposes such as diagnosing problems with the service and for auditing legal investigations, but reserves the right to delete this information in accordance with its standard business practices in effect from time to time. Furthermore, information and other content you have provided may remain visible elsewhere to the extent such content was copied or stored by other users.

      If your school has paid for a Plan and the school chooses to end their contract with XACROS for that Plan service you will be able to use XACROS' free services. If your school subsequently requests termination of all services and deletion of forums, XACROS will offer you the choice whether to continue using XACROS, and if so, provide you with control over your XACROS account. If in that instance you as a user wish to delete your service we will honor that request.

      Changes to this Privacy Policy

      If we update this Privacy Policy, we will let you know.
      We may update this Privacy Policy to reflect changes to our information practices. If we make any material changes we will notify you by email (using the e-mail address specified in your account) or some other means prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

      Questions or Concerns

      If you have any questions or concerns regarding privacy when using XACROS' services, please contact us and send us a detailed message at the contact information below. We will make every effort to resolve your concerns.

      Effective Date: January 31, 2020