Privacy Policy
Last updated: 9/4/2026
This Privacy Policy describes how Hikma (we, us, our) collects, uses, stores, shares, and protects personal information in connection with our products and services (collectively, the Services). That includes when you interact with us as a visitor, trial user, subscriber, or authorized user on behalf of an organization. By using the Services, you acknowledge the practices described in this policy, subject to any separate agreement (such as a Data Processing Agreement or school contract) that adds or overrides specific terms for institutional customers.
2. Who is responsible for your data?
Depending on the context: Hikma (the legal entity named in your order form, invoice, or Terms of Service) acts as data controller for account, billing, support, and platform operations data relating to our customers and visitors. Schools, districts, or other organizations that subscribe to Hikma are typically controllers of personal data they enter about students, parents, guardians, and staff. In that case Hikma generally processes such data as a processor on their instructions, as set out in our Data Processing Agreement or equivalent. For questions about data entered by your school, contact your school administration first. For questions about how Hikma handles data on our systems, contact us at [email protected] or [email protected] (see Contact).
3. What information we collect
We may collect: (1) Information you or your organization provide — account and profile data (name, email, phone, role, organization name, credentials); school and operational data your organization records in the service (for example academic, attendance, communication, finance, transport, or behaviour records); messages you send us (e.g. to [email protected]) and support tickets; data submitted through website forms. (2) Information collected automatically — technical data (IP address, device identifiers, browser, OS, approximate location from IP); usage data (features used, logs, timestamps, referring URLs, diagnostics); cookies and similar technologies (see Cookies). (3) Information from third parties — single sign-on or identity providers if enabled; payment partners who confirm transaction status; we do not store full payment card numbers on Hikma servers when payments are handled by a certified processor.
4. Why we use your information
We process personal information to provide and operate Hikma; onboard and support customers (including requests to [email protected]); bill accounts and send receipts; secure the Services and meet legal obligations; improve Hikma using analytics and logs subject to this policy and your agreements; and send marketing about Hikma where permitted (opt out via those messages or [email protected]). We rely on lawful bases required in your region (such as contract, legitimate interests, consent, or legal obligation).
5. Account registration and getting started
When you start using Hikma (including trial or paid subscription), we process personal data to create and verify your account; invite users that administrators add and send invitation or password-reset emails; and configure your workspace as entered by authorized users. You must provide accurate information and keep credentials confidential. Administrators control access and permissions inside Hikma.
6. Payment processing
Hikma uses third-party payment processors to collect subscription fees and related charges. Card and bank details are typically collected directly by the processor; we may receive a token or reference, not your full card number. We process billing metadata (plan, amount, currency, status, invoice identifiers, contact details for receipts). Providers have their own terms and privacy policies; we choose providers that meet industry security expectations. For questions about a charge, contact [email protected] and your organization’s billing contact where applicable.
7. Cookies and similar technologies
We use cookies, local storage, and similar technologies on our websites and in the Hikma application where applicable to keep you signed in, remember preferences and language, and measure traffic and product usage. You can control non-essential cookies through our tools (where provided) and your browser settings. Strictly necessary cookies may be required for login and security.
8. Who we share information with
We may share personal information with subprocessors that help us host Hikma, deliver email and notifications, process payments, provide analytics, support tooling, or security monitoring—under contracts requiring confidentiality and safeguards; your organization (e.g. administrators) who can access data you are permitted to see; professional advisers when necessary; and authorities if required by law or to protect rights, safety, and security. We do not sell personal information as sale is commonly defined under applicable privacy laws.
9. International transfers
Data may be processed in countries other than your own. Where we transfer personal data internationally, we use mechanisms recognized under applicable law (such as standard contractual clauses or adequacy decisions), unless a specific exception applies.
10. Retention
We retain personal information only as long as necessary for the purposes in this policy, including: active subscription for the duration of your contract and a reasonable period thereafter; school-controlled records as governed by your organization’s policies and law; marketing and prospects until you unsubscribe or after inactivity; and legal, tax, and accounting requirements.
11. Security
We implement technical and organizational measures appropriate to the sensitivity of the data (access controls, encryption in transit, monitoring, training). No online service is risk-free; protect passwords and devices and report suspected incidents to [email protected].
12. Your rights
Depending on your location and role, you may have rights to access, rectify, erase, restrict, object, portability, or withdraw consent, and to lodge a complaint with a supervisory authority. If your data was entered by a school, contact that institution first. For account or platform requests relating to Hikma directly, contact [email protected] or [email protected]. We may verify your identity before responding.
13. Children’s privacy and student data
Hikma is designed for use by schools and educational organizations. Student-related data is typically provided by schools or parents under their obligations. Where Hikma processes student personal data, it is usually on instructions from the school (processor role). Schools remain responsible for lawful bases, family notices, and retention rules. If you believe information was collected inappropriately, contact your school or reach us at [email protected] so we can assist within our role and contractual limits.
14. Third-party services and links
Hikma may integrate with or link to third-party services (identity providers, payment pages, maps, etc.). Their privacy practices are governed by their own policies—please read them before sharing personal data.
15. Changes to this policy
We may update this Privacy Policy to reflect changes to Hikma, legal requirements, or our practices. We will post the updated version on this page and change the Last updated date. Material changes may be communicated by email, in-product notice, or as required by law.
16. Contact us
For privacy questions, data protection requests, or complaints regarding Hikma: Privacy and DPO inquiries: [email protected]. General support: [email protected]. Postal address and legal entity name should match your invoices, Terms of Service, or Hikma website footer.