This is an English translation provided for convenience. In case of any discrepancy, the French version prevails. Read the French version.

Privacy policy

Last updated: 22 July 2026

ScolaSign attaches particular importance to the protection of the personal data of learners, trainers and legal guardians. This policy describes the processing operations carried out in connection with the service, in accordance with the General Data Protection Regulation (GDPR).

Controller

The controller is Ad Cognita, publisher of ScolaSign (see the legal notice). Contact: contact@scolasign.fr.
Data Protection Officer (DPO): Gilles Arnaud, contact@scolasign.fr.

Data collected

• Identity data: surname, first name, email address, telephone number (optional).
• Attendance data: attendance, late arrivals, absences, supporting documents, time-stamped electronic signatures.
• Profile photo (optional).
• Messages and voice messages exchanged via the application's messaging feature (optional).
• Connection and technical data (IP address, device information; security logs and evidential value of attendance sign-ins).

Purposes and legal basis

The data is processed in order to monitor attendance and record attendance sign-ins for training programmes, to produce Qualiopi-compliant attendance sheets and supporting documents, and to enable communication between the institution, learners and their legal guardians. The legal basis is the performance of the contract between the training organisation and ScolaSign and compliance with the legal and regulatory obligations of training organisations.

Mobile application

ScolaSign is also offered as a mobile application (Android and iOS) combining the learner area and the legal guardian area: the interface adapts to the profile that logs in. The application accesses the ScolaSign online service securely (HTTPS) and does not include any advertising tools or third-party analytics trackers.

The following permissions are requested only when you use the relevant feature:

• Camera: to scan the attendance QR code displayed during the session and, if you wish, to add a profile photo. Images are not stored: only the result of the scan (the session token) is transmitted to record your attendance.
• Microphone: only if you choose to record a voice message in the messaging feature. Recording takes place only when you press the record button, and is transmitted only if you decide to send it.
• Notifications: to alert you (attendance sign-in reminders, absence alerts, messages). You can disable them at any time in your phone's settings.
• NFC / contactless (depending on the device): for contactless attendance sign-in (the learner holds their phone near the room's NFC tag), only if the institution enables this option.

The application does not collect your geographical location, your contacts or the content of your device. The information entered in the application falls within the processing operations described in this policy.

Data of minors

Some learners are minors. Their data is processed exclusively in connection with the training programme, on behalf of the training organisation and under the control of the latter and of the legal guardians. ScolaSign does not display any advertising, does not carry out any profiling for commercial purposes and does not sell or share learners' data with third parties. A legal guardian's access is limited to monitoring their child or children.

Hosting and security

The data is hosted in France. Exchanges are encrypted (HTTPS/TLS) and signatures are time-stamped and retained with evidential value in accordance with the eIDAS Regulation.

Retention period

Attendance data, signatures and supporting documents are retained for the duration of the training service, then archived for the time necessary to comply with the legal, accounting and funding audit obligations applicable to training organisations, before being deleted. Inactive accounts and the associated data are deleted at the request of the institution or of the data subject.

Recipients and processors

The data is neither sold nor transferred to third parties for commercial purposes. It is accessible to the authorised staff of the training organisation and to the technical processors strictly necessary for the operation of the service: Hostinger (hosting, servers located in France) and Google (Google Workspace, delivery of transactional emails). For audience measurement of the showcase website, with your consent only, your IP address is transmitted to Google Ireland Limited and to Ahrefs Analytics, also acting as processors; the details (purposes, retention periods, withdrawal of consent) are set out in our cookie policy. For the distribution of the mobile applications, the Google Play and Apple App Store platforms may process technical data in accordance with their own policies.

Deleting your data: how to proceed

This procedure also has its own dedicated page.

This section describes the steps to follow to request the deletion of data from the ScolaSign application, published by Ad Cognita.

How to request deletion. Write to contact@scolasign.fr from your account's email address, stating your name and the training institution concerned. You may also go through your institution, which administers the accounts. No fee is charged for this request. We respond within one month, in accordance with the GDPR.

What is deleted. The account and its login credentials, the profile photo, messages and voice messages exchanged in the messaging feature, reports submitted, and the personal telephone number and email address.

What is retained, and for how long. Attendance signatures, attendance sheets and absence supporting documents cannot be deleted on request for as long as they serve as evidence: they are documents that the training organisation must be able to produce to its funders and during an audit. They are retained for the duration of the training programme, then archived for the period of the legal, accounting and funding audit obligations applicable to training organisations, before being deleted in turn. This retention is based on the institution's legal obligation, not on your consent.

Deleting the application from your phone does not erase this data: it is held by your training institution. The request described above is the only way to obtain its deletion.

Your rights

In accordance with the GDPR, you have the right of access, rectification, erasure, restriction of and objection to the processing of your data, as well as the right to data portability. You may exercise these rights at contact@scolasign.fr. You may also lodge a complaint with the CNIL (French data protection authority) (www.cnil.fr).

Cookies

ScolaSign does not use any advertising cookies. The showcase website places, with your consent only, audience measurement trackers provided by a third party. The details are set out in our cookie policy: name of each tracker, provider, lifetime and purpose.