Terms of Use and Privacy Policy

Last updated: 16 May 2026

BrainMo is a teacher-support service that may be used by individual teachers, parents or other adult users directly, and may also be used by schools, trusts, local authorities or other education organisations under a separate school agreement.

If you are using BrainMo as an individual teacher or member of school staff without a school-approved account or agreement, you remain responsible for deciding what information you provide to BrainMo and for ensuring that your use complies with your employer’s policies and any professional, confidentiality, safeguarding and data protection obligations that apply to you. Where possible, use anonymised, fictional or non-identifying examples and only provide information that is necessary for the feature or support you are requesting.

If BrainMo is used under a school, trust, local authority or other education organisation agreement, these terms should be read alongside that written agreement and any data processing agreement. If there is a conflict, the written agreement or data processing agreement will take priority for that organisation’s authorised use of BrainMo.

Terms of Use

1. Acceptance of these terms

By using this website or any BrainMo app or service, you agree to these Terms of Use. If you do not agree, you should not use the website, app or service.

BrainMo may be used in different ways:

  • Individual use: where a teacher, parent, carer or other adult user signs up directly and not under a school-approved agreement.
  • School-authorised use: where a school, trust, local authority or other education organisation has approved the use of BrainMo and/or has entered into a written agreement with BrainMo.

If you use BrainMo on behalf of a school, trust, local authority or other organisation, you confirm that you have authority to do so and that you will use BrainMo in accordance with your organisation’s policies, instructions and any applicable agreement with BrainMo. Using a school email address does not, by itself, mean that your school has approved BrainMo or entered into an agreement with us.

2. Educational use and content

For the purposes of these terms, "content" means material including text, video, graphics, lesson materials, audio, images, software and other material published on this website or in our apps, whether owned by BrainMo.com or a third party.

All content is the copyright of BrainMo.com or its licensors unless otherwise stated. You may view and use the content for lawful, non-commercial, personal or educational purposes. You may not copy, reproduce, republish, download, post, broadcast, transmit, adapt, alter or create a derivative work from the content except as reasonably needed for lawful personal or educational use. Any other use requires prior written permission from BrainMo.com.

Some pictures or other content used on this website may be based on a Creative Commons 2.0 licence or another stated licence.

3. Individual teacher and staff use

If you are a teacher or member of school staff using BrainMo without your school, trust, local authority or other education organisation entering into an agreement with us, you are responsible for ensuring that your use complies with your employer's policies and any professional, confidentiality, safeguarding and data protection obligations that apply to you.

BrainMo does not know whether your school, trust, local authority or other education organisation has approved your individual use.

If you choose to upload, enter or generate content containing identifiable pupil personal data or confidential school information, including pupil names, photographs, audio or video of pupils, contact details, behavioural records, safeguarding information, special educational needs information, health information, assessment records or other information that could identify a pupil directly or indirectly, you are responsible for ensuring that you are permitted to do so, that an appropriate lawful basis and any required additional conditions or safeguards are in place, and that your use is consistent with your school's policies and professional duties.

BrainMo recognises that users may provide sensitive classroom context to receive useful support. We use appropriate technical and organisational measures designed to protect information submitted to BrainMo against unauthorised access, loss, misuse or disclosure, restrict access to people and service providers who need it to operate, secure, support or improve the service, and do not sell personal data or use pupil personal data for third-party advertising.

For individual use, we recommend using anonymised, fictional or non-identifying examples wherever possible, and providing only the information that is necessary for the feature, support or educational purpose you are using.

4. User and school content

You retain ownership of content you upload or provide to BrainMo, including teaching materials and school materials. You grant BrainMo a limited licence to host, process, display and use that content only as needed to provide, secure, support and improve BrainMo in accordance with these terms, our Privacy Policy and any applicable school agreement or data processing agreement.

You must not upload content that is unlawful, harmful, discriminatory, defamatory, obscene, infringing, or otherwise inappropriate for an education setting. If you choose to upload special category personal data, safeguarding records, medical information or highly sensitive pupil information, you are responsible for ensuring that you have authority to do so, that the information is relevant and limited to what is necessary, and that appropriate safeguards are in place.

If we reasonably believe that content has been uploaded in breach of these terms, or that content creates a security, safeguarding, legal or data protection risk, we may restrict access to it, delete it, suspend relevant features or contact you for further information.

5. Lawful and acceptable use

You agree to use this website and our apps only for lawful purposes and in a way that does not infringe the rights of, restrict or inhibit anyone else's use and enjoyment of BrainMo.

You must not attempt to interfere with the security or operation of BrainMo, access data you are not authorised to access, misuse another person's account, reverse engineer the service except where permitted by law, or use BrainMo to create or distribute harmful code or unlawful content.

6. AI-generated content and professional judgement

BrainMo may use artificial intelligence features to help generate, organise, summarise or suggest educational content. AI-generated content may be incomplete, inaccurate or unsuitable for a particular pupil, class or context. Teachers and authorised school staff remain responsible for reviewing outputs before using them with pupils, parents, carers, colleagues or school leaders.

BrainMo is a support tool and does not replace teacher judgement, safeguarding procedures, school policies, legal advice, medical advice, financial advice or professional assessment.

7. School data processing terms

This section applies only where BrainMo processes personal data on behalf of a school, trust, local authority or other education organisation under a school-authorised account, written agreement or other documented instructions from that organisation.

Where BrainMo processes pupil personal data, staff personal data or parent/carer personal data on behalf of a school, trust, local authority or other education organisation, BrainMo will act as a processor and the organisation will normally act as controller, unless a separate written agreement says otherwise.

For school-controlled personal data, BrainMo will:

  1. process personal data only on documented instructions from the school or as required by law;
  2. ensure that people authorised to process personal data are subject to appropriate confidentiality obligations;
  3. use appropriate technical and organisational measures to protect personal data;
  4. not appoint a sub-processor without appropriate contractual protections and, where required, notice to the school;
  5. assist the school, taking into account the nature of processing, with data subject rights requests, security obligations, breach notifications, data protection impact assessments and prior consultation where applicable;
  6. notify the school without undue delay after becoming aware of a personal data breach affecting school-controlled personal data;
  7. delete or return school-controlled personal data at the end of the service, unless the law requires us to keep it; and
  8. make available information reasonably necessary to demonstrate compliance with these processor obligations, subject to confidentiality and reasonable security requirements.

Before a school permits live pupil personal data to be uploaded to BrainMo as part of a school-authorised deployment, the school and BrainMo should ensure that appropriate data processing terms are in place between BrainMo and the school, trust, local authority or other relevant controller.

8. Links to external sites

This website and our apps may direct you to external websites or third-party services. We are not responsible for the content, privacy practices or terms of those third-party websites or services. You should review the relevant third-party terms and privacy notices before using them.

9. Payments, subscriptions and refunds

Where paid subscriptions are offered, subscription purchases may auto-renew unless auto-renew is turned off before the end of the current subscription period. Payment, cancellation and refund rules may vary depending on whether you purchased through an app store, our website or a school agreement. Nothing in these terms affects any statutory rights that cannot be excluded by law.

10. Limitation of liability

BrainMo will use reasonable care and skill in providing the website, apps and services. To the maximum extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, loss of business, loss of goodwill or loss of data arising from use of BrainMo.

Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or liability under applicable data protection law.

11. Indemnity

To the extent permitted by law, you agree to indemnify BrainMo against third-party claims, losses and reasonable costs arising directly from:

  1. content you upload, submit, share or generate through BrainMo that infringes another person's rights, breaches confidentiality obligations, or is unlawful;
  2. your unlawful use of BrainMo;
  3. your material breach of these terms; or
  4. your use of BrainMo on behalf of a school, trust, local authority, company or other organisation without the authority required to do so.

This indemnity applies to individual users and organisational users, but only to the extent it is fair and lawful to apply it. It does not apply to the extent a claim is caused by BrainMo's breach of these terms, negligence, wilful misconduct, breach of applicable data protection law, or failure to follow documented instructions in relation to school-controlled personal data.

12. Changes to these Terms of Use

We may update these Terms of Use from time to time. We will post the updated terms on this page and update the "Last updated" date. For material changes that significantly affect existing users, school customers or the way BrainMo may use personal data, we will provide reasonable notice, such as by email, in-app notice or notice to the school account administrator, unless the change is urgent for legal, security or operational reasons.

If you continue to use BrainMo after the updated terms take effect, you will be deemed to have accepted the updated terms.

Privacy Policy

1. Who we are and how to contact us

This Privacy Policy explains how BrainMo.com ("BrainMo", "we", "us" and "our") collects, uses and protects personal data when you use our website, apps and services.

You can contact us about privacy or data protection matters through our website.

Where BrainMo is required to appoint a Data Protection Officer or country representative, we will provide those contact details here and/or in the relevant school agreement.

2. How we process data in different use cases

BrainMo may be used in different ways. Our role under data protection law depends on the facts of the particular use, including who decides why and how personal data is processed.

Use case BrainMo's usual role Important notes
Website visits, enquiries, newsletters, demos, direct subscriptions, billing, support, product research, service security and our own business administration. Controller. BrainMo decides the purposes and means of this processing.
Individual teacher, parent, carer or other adult user signs up directly and uses BrainMo outside a school-approved agreement. Controller for the account, service usage and content processed through that direct account. Individual users are responsible for deciding what information to provide and for ensuring they have authority, an appropriate lawful basis and appropriate safeguards for any identifiable pupil personal data or confidential school information they choose to upload.
School, trust, local authority or other education organisation uses BrainMo under a written agreement or documented school instructions. Usually processor for school-controlled personal data, unless the written agreement says otherwise or BrainMo processes data for its own purposes. The school or organisation is normally responsible for choosing the lawful basis and providing privacy information to pupils, parents, carers and staff for school-controlled processing.

Where BrainMo acts as processor, we process the personal data on the documented instructions of the relevant controller. Where BrainMo acts as controller, we are responsible for identifying an appropriate lawful basis and complying with controller obligations.

3. Personal data we may collect

Category Examples
Account and contact data Name, email address, role, school name, organisation, login details, subscription status and communication preferences.
Teaching, school and class data Class, year group, timetable, curriculum information, lesson resources, school-selected settings and teacher-created materials. If individual users enter information that identifies pupils, they are responsible for ensuring that this is authorised, lawful, relevant and limited to what is necessary.
Pupil data, where authorised and appropriate Pupil name or initials, class or group, age/year group, work, progress, performance or usage information, teacher notes, drawings, uploaded files, audio or images where those features are enabled and approved by the relevant school or otherwise lawfully provided with appropriate safeguards.
Usage, device and security data IP address, device information, browser type, app version, pages or features used, log data, approximate location inferred from IP address, error reports and security events.
Support, feedback and communications Emails, support requests, feedback, survey responses and other messages you send to us.
Payment and transaction data Billing details, invoices and payment status. Payment card details are normally processed by our payment provider rather than stored by BrainMo.

We do not require users to provide special category personal data, safeguarding records, medical information or other highly sensitive pupil information to use most BrainMo features.

If such information is provided by an individual user, the user is responsible for ensuring that they have authority to provide it, that an appropriate lawful basis and any additional condition required by data protection law applies, and that the information is relevant and limited to what is necessary for the feature or support requested.

4. How we use personal data and our lawful bases

Purpose Typical lawful basis when BrainMo is controller
Providing accounts, access, subscriptions, support and requested services. Contract, or legitimate interests in providing and supporting the service.
Processing prompts, uploaded content and generated outputs in a direct individual account. Contract, or legitimate interests in providing the features requested by the user. Where an individual user provides identifiable pupil personal data, the user is responsible for ensuring they have authority and an appropriate lawful basis for providing that information to BrainMo.
Responding to enquiries, demos, feedback and support requests. Legitimate interests, or steps taken before entering into a contract.
Improving, testing, securing and troubleshooting BrainMo. Legitimate interests in operating, securing and improving the service. We apply extra safeguards where children's data may be involved.
Sending service messages, security notices and important account updates. Contract, legal obligation or legitimate interests.
Sending marketing to adults, such as teachers or school leaders, where permitted by law. Consent where required, or legitimate interests where permitted. You can opt out at any time.
Billing, accounting, tax and business records. Contract and legal obligation.
Complying with legal obligations and enforcing our rights. Legal obligation and legitimate interests.

Where BrainMo acts as processor for a school or other education organisation, the school determines the lawful basis for processing. BrainMo processes the data on the school's documented instructions.

5. Children's and pupils' information

BrainMo may process children's or pupils' information where users choose to provide it, where BrainMo is used for educational support, or where features are made available for use by or for children with appropriate safeguards.

Where pupil data is processed through BrainMo for school-authorised use, the school normally controls how pupil data is used and is responsible for providing privacy information to pupils, parents and carers.

Where an individual teacher or staff member uses BrainMo outside a school-approved agreement, BrainMo does not know whether the school has authorised that use. The individual user is responsible for deciding what information to provide and for ensuring that any identifiable pupil personal data or confidential school information they choose to enter is provided lawfully, with appropriate authority, notices, safeguards and limits.

BrainMo may delete, restrict or anonymise such information if we become aware that it has been provided in breach of these terms or creates a legal, safeguarding, security or data protection risk.

We take particular care with children's personal data. Unless a school agreement or other lawful arrangement says otherwise, pupil data is used only to provide, secure and support BrainMo, and not to market to pupils, sell pupil data, or build advertising profiles.

Privacy settings for children are set to a high privacy level by default where applicable. We aim to collect and retain only the minimum pupil data needed for the relevant approved purpose. Sharing features involving pupil data should be off by default unless enabled by the school or an authorised adult user for an educational purpose.

6. AI training, analytics and automated decisions

BrainMo may use AI to provide teacher-support features. We do not use identifiable pupil personal data to train general-purpose AI models unless this is expressly agreed in writing with the relevant school or another valid legal basis applies with appropriate safeguards.

We may use anonymised or aggregated data to understand, improve, develop and train BrainMo and related AI models, including general-purpose or product-improvement models, except where a stricter commitment applies, such as Google user data covered by the Google API Limited Use Disclosure below. Data is only treated as anonymised where individuals are no longer identifiable. Pseudonymised data remains personal data and is protected as personal data.

BrainMo does not use pupil personal data to make solely automated decisions that have a legal or similarly significant effect on a pupil, such as determining access to education, grades, sanctions, safeguarding outcomes or special educational needs support. Any important decisions about pupils must be made by the school or responsible adult with meaningful human involvement.

7. Google API Limited Use Disclosure

BrainMo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy , including the Limited Use requirements.

  • No AI Training: We do not use Google user data to train, develop, or improve generalized artificial intelligence or machine learning models.
  • No Data Selling: We do not sell your Google user data to third parties.
  • Purpose Limitation: We only use Google user data to provide or improve user-facing features that are prominent in the BrainMo interface.

8. Data Security and Retention

We implement industry-standard security measures to protect your sensitive information:

Encryption: All data is encrypted in transit using TLS 1.2 or higher and at rest using AES-256 encryption.

Access Control: Access to user data is restricted to authorized systems and is protected by Multifactor Authentication (MFA).

Retention: We only retain your user data for as long as necessary to provide the services you have requested. The more detailed retention information below explains how this principle applies in common cases.

9. Sharing personal data

We may share personal data only where reasonably necessary and with appropriate safeguards, including with:

  • trusted service providers who help us host, operate, secure, support, analyse or improve BrainMo, under contractual confidentiality and data protection obligations;
  • payment providers, app stores, professional advisers, insurers and auditors where relevant to payments, compliance, risk management or the operation of our business;
  • schools, trusts, local authorities or other education organisations where the data relates to their authorised use of BrainMo;
  • regulators, courts, law enforcement or public authorities where required by law or necessary to protect rights, safety or security; and
  • a buyer, successor or investor if BrainMo is involved in a merger, acquisition, restructuring or sale, subject to appropriate confidentiality and data protection safeguards.

We do not sell personal data. We do not use pupil personal data for third-party advertising.

10. International transfers

Where possible, we aim to use same country-based hosting and service providers for school-controlled personal data. If personal data is transferred outside the country, we will use safeguards required by that country's data protection laws.

11. Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, encryption or secure transmission where appropriate, logging, staff confidentiality obligations, security monitoring and supplier due diligence.

No internet service can be guaranteed to be 100% secure. Please use strong passwords, keep login details confidential and notify us promptly if you believe an account or personal data may have been compromised.

12. Retention

We keep personal data only for as long as needed for the purposes described in this Privacy Policy, unless a longer period is required by law, agreed with a school or organisation, or needed to preserve content that has been shared with other users or forms part of a shared workspace, resource, message thread, collaboration or other multi-user feature.

Data type Typical retention period
School-controlled pupil and class data For the period instructed by the school or stated in the school agreement. If no period is stated, we will delete or anonymise it within 90 days after the school's account or relevant service ends, unless the school asks us to delete it earlier or the law requires retention.
Direct individual account content, prompts and outputs While the account is active. After account closure, we may delete, anonymise or retain content for a reasonable period where needed for legal, security, accounting, product-integrity or dispute-resolution reasons.
Teacher/admin account data While the account is active, then for up to 24 months after closure unless needed for legal, security, accounting or dispute-resolution reasons.
Support messages and feedback Up to 24 months after the issue is closed, unless a longer period is needed for legal or security reasons.
Security logs Normally up to 12 months, unless needed for investigation or security purposes.
Billing, accounting and tax records Normally up to 6 years after the relevant transaction or account closure.
Marketing contact data Until you unsubscribe, object, or we determine that the data is no longer needed. Suppression records may be kept to respect opt-out requests.

If content has been shared with other users, copied, used in a shared workspace, resource, message thread, collaboration or other multi-user feature, that content may continue to be available to those other users until deleted by another authorized user, the relevant workspace or feature ends, or we no longer need to retain it for the relevant purpose.

Users are responsible for ensuring that any identifiable pupil data they include in individual account content is authorised, lawful, relevant and limited to what is necessary.

Backups may take longer to delete in the ordinary course of backup rotation, but they will remain protected and will not be restored for live use unless needed for security, continuity or legal reasons.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

  • ask for access to your personal data;
  • ask us to correct inaccurate personal data;
  • ask us to delete personal data;
  • ask us to restrict processing;
  • object to processing based on legitimate interests or to direct marketing;
  • ask for a copy of personal data in a portable format, where this right applies;
  • withdraw consent at any time, where processing is based on consent; and
  • challenge solely automated decisions where applicable.

If your request relates to personal data controlled by your school or another education organisation, we may need to refer the request to that organisation or act on its instructions.

You can exercise your rights by contacting us through our website.

14. Cookies and similar technologies

We may use necessary cookies or similar technologies to operate the website, keep it secure, remember settings and understand basic usage. Where required by law, we will ask for consent before using non-essential analytics, advertising or tracking cookies.

15. Direct marketing

We may send updates about BrainMo to adult users, such as teachers, school leaders, parents, carers or administrators, where permitted by law. We do not send marketing to pupils. You can opt out of marketing at any time by using the unsubscribe link in an email or by contacting us.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the "Last updated" date. Where a change materially affects how we use personal data, or materially affects schools, pupils, parents, carers, staff or direct users, we will provide reasonable notice where practicable, such as by email, in-app notice or notice to a school account administrator.

If you continue to use BrainMo after the updated Privacy Policy takes effect, you will be deemed to have acknowledged the updated Privacy Policy. Where applicable law requires consent or another specific lawful basis for a new use of personal data, we will rely on that consent or lawful basis rather than continued use alone.

17. Questions

If you have questions about these Terms of Use or this Privacy Policy, please contact us through our website.