For students
Student privacy notice
If your university uses Oxonia, this notice explains in plain words what happens to your data, who is in charge of it and how to use your rights.
1. The short version
Last updated: 10 October 2026.
- Your university is in charge of your data in Oxonia. We look after it for them and follow their instructions.
- We do not sell your data, show you adverts or use your work to train AI models.
- AI can help draft feedback or marks, but a real person at your university approves anything official, like your marks.
- You can see, correct or delete your data in many cases. Ask your university first.
2. Who is in charge of your data
Your university decides why and how your data is used in Oxonia. In data protection law, it is the controller. Oxonia Academy is its processor: we run the system for the university and only use your data as it tells us. Oxonia Academy is part of Oxford City Academy for Education and Development (OAED), registered in England and Wales, company number 05216710, established 2004, Oxford.
So your university's own privacy notice is the main one for you, and its data protection officer is the right person for questions. This page explains the Oxonia part.
3. What data Oxonia products use
It depends on which products your university uses. For example:
| Product | Examples of your data |
|---|---|
| Oxonia Academy ID | Your name, university email, role and course, so you can sign in once |
| Oxonia Scribe | Lectures you attend, live captions, quiz answers, flashcard reviews, questions you ask about a lecture, and your own tutorial recordings |
| Oxonia Tutor | Your essay or answers, what you say or write in a tutorial, and your tutorial report |
| Oxonia Mark | Your exam scripts, marks, feedback and appeals. In proctored online exams your university may also use camera snapshots, with notice to you first |
| Oxonia AI Hub | Lessons you complete, certificates and your AI-use declarations |
| Oxonia Wallet | Fees, payments, payment plans and scholarship applications |
| Oxonia Library | Your searches and saved lists |
4. How AI is used
- AI features help you learn, for example by making quizzes and flashcards from a lecture, or giving tutorial feedback. Answers point to their source, such as the minute in the lecture, so you can check them.
- Exam scripts can be marked against the rubric with AI help, but a named examiner approves every script before you see a result. AI does not decide your final mark, your progression or your degree.
- If you think a mark is wrong, use your university's appeals process. Appeals and re-marks are tracked.
- We don't use your content to train AI models, and our AI providers work under business terms that don't allow training on it. They process your work to give you an answer.
5. Who can see your data
People at your university who need it for their role, such as your lecturers, examiners, the exams office or the bursary. Lecturers see class insights, such as which parts of a lecture students replay and where quiz scores drop, so they can help. How much individual detail they see is set by your university.
Guardians and sponsors who pay your fees in Oxonia Wallet see what is paid and due, not your marks or tutorials. A small number of Oxonia staff can see your data only when needed to support or fix the service, and that access is logged. Companies that help us run the service are listed on the sub-processors page.
6. Recordings
Your university decides which lectures, tutorials and meetings are recorded, and must tell you before it records. If you record your own one-to-one tutorial, it is private to you unless you share it. If you are worried about being recorded, talk to your lecturer or your university's data protection officer.
7. If you are under 18
Some students start university before they are 18. Your data gets the same protection, and your university should take extra care with it. You can use your rights yourself. If something worries you, talk to your university's student support team.
8. How long it is kept
Your university decides, in line with its records policy. For example, it may keep marks for longer than lecture recordings. When your university asks us to delete data, or when its contract ends, we delete it as our agreement with your university requires.
9. Your rights and who to ask
You can ask to see your data, have mistakes corrected, have data deleted in some cases, object to some uses, and get a copy to take elsewhere.
- Ask your university first, usually its data protection officer. It is in charge, and it can see all your data across products.
- If you cannot reach your university, or your request is about Oxonia itself, use our data request route or email privacy@oxonia.ai. We will pass university data requests to your university and help it reply.
- If you are unhappy with the answer, you can complain to your country's data protection authority, such as the ICO in the UK. See our privacy notice and regional addenda.
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