Privacy

Privacy Policy

Last updated 25 October 2026

This policy explains what personal information we collect through the QuickTrack For Schools website at librarysystems.co.uk and through the QuickTrack apps for Mac, Windows, iPhone and iPad, what we do with it, and what your rights are. The short version for schools: your library data stays on your own devices and servers, and the apps do not send it to us.

Who we are

This website and QuickTrack For Schools are run by Allensby Group Limited ("we", "us"). You can contact us about anything in this policy at sales@allensby.com.

For the library data in the apps (pupils, loans, staff, settings), the school is the data controller: it decides what is stored and how it is used. We do not hold that data and cannot see it, unless a school asks us for help and chooses to show or send it to us (see "Support" below). If a school needs a data processing agreement for support work, email us.
For the information described below that you send to us (the website form, licence activation, reports, challenges), we are the data controller.

This website

What we collect

We only collect what you choose to send us through the enquiry form.

If you ask a question: your name, email address, the topic you chose and your message.
If you order a licence: your name, school name, school address, school phone number (optional), email address, purchase order number (optional), any notes you add and whether you use a Mac or a Windows PC.

If you email us directly instead, we receive your email address and whatever you write in the message.

How we use it

To reply to your question or enquiry.
To process your order, issue your licence, raise an invoice and keep the records we need for accounting and tax.
To deal with any support or licensing questions that follow.

We do not use your details for advertising, we do not sell them and we do not add you to a mailing list because you used the form.

Cookies, fonts and server logs

This website does not set cookies and does not use advertising or analytics trackers.
The website's text and icons are loaded from Google Fonts. When a page loads, your browser asks Google's servers for them, which means Google receives your IP address and browser details. See Google's privacy policy.
Our web host keeps standard server logs (such as IP address, the page requested and the time) for security and to keep the site running.
To stop the form being used to send us spam, we briefly keep a scrambled (hashed) version of your IP address, with the time of each message, so that we can limit how many one visitor sends in an hour. The IP address itself is not stored.

The QuickTrack apps

Your library data stays with you

QuickTrack keeps the library on the school's own computer or server, or on the device for the iPhone and iPad apps. That includes pupils' names, ID numbers, years and forms, photos and reading details, books, loans, fines, staff sign-ins, reading journeys and settings. The library and every backup are encrypted with AES-256, and the recovery key is kept by the school. The apps do not send this data to us and we have no access to it.

The apps contain no advertising, no analytics and no tracking, and children do not have accounts. We do not collect usage data from the apps.

What the apps do send over the internet

Only the following. Anything marked optional happens only if the school switches it on or uses that feature.

Licence activation and checks. When you activate a licence, and from time to time afterwards to confirm it is still valid, the app sends our activation server your order ID and serial number, an identifier for the device (the hardware ID on a Mac, the machine ID on Windows, or the identifier for the app's vendor on an iPhone or iPad), the computer name you chose to type in when activating, the date the app was built and the licence's product number. This lets us tie a licence to the devices it covers. It contains no library data.
Update checks (Mac and Windows). The apps check our download server for new versions. Like any web request, this tells the server your IP address and the version you run. The iPhone and iPad apps are updated through the App Store.
Book look-up by ISBN. When staff look up a book, the app sends the ISBN to our book information service and receives the title, author, synopsis and cover. No student details are sent. Some records point to a cover picture on another website, which the app then downloads, so that website can see your IP address.
Reporting a problem or requesting a feature. When a member of staff sends a report from the app, it sends what they typed (their email address, order number if given, subject and details) with the school's name, the app version, the type of system and the language in use. It is emailed to our support team.
Inter-school reading challenges (optional). If the school joins a challenge, the app sends three totals for the challenge's dates: books read, pages read and the number of students. It also sends a school identifier and secret, the school's country (taken from its region setting) and the school's name. The name appears on the public results only if the school chooses to be listed; otherwise results show "A school in" followed by the country. No pupil names, loans or student records are sent.

Connections the school sets up (optional)

School information systems. If the school syncs pupils and classes from Wonde, Clever or OneRoster, pupil information goes directly from that service to the school's QuickTrack, using access the school authorises. We do not receive it. The service's own privacy policy applies to what it holds.
Email. Overdue reminders, reading summaries and similar messages are sent through the school's own mail server, using the settings and password the school enters. The password is kept on that computer in a private file and not in the library or its backups. The messages do not pass through us.
Family links. A parent's private page is served from the school's own web address, not by us. The link contains a code that only the school can make, and shows the child's first name, the school, books out and due dates, any fines and reading progress, without a sign-in. Anyone who has the link can see that page, so schools should send it only to the family.
Library sharing and the web version. Devices in school connect to the school's own server over the school's network, or to whatever address the school sets up. This is between the school's own devices.

Device permissions

Camera: used only to scan book and student barcodes. Pictures are not kept or sent anywhere.
Local network (iPhone and iPad): used to find and connect to the school's library server.
Student photos: a photo that staff choose for a student is stored in the school's library like the rest of its data.

Support

If the school asks for remote support or emails us for help, we may see what is on its screen during a session or receive what it sends us, which could include library data. We only do this when the school asks, we use it only to help, and we do not keep copies once the problem is solved unless the school asks us to.

Apple, Microsoft and other stores

If you download the apps from the App Store or Microsoft Store, Apple or Microsoft collects its own information about the download under its own privacy policy. We do not receive your personal details from them.

Network addresses the apps use

For schools that restrict internet access, these are the only addresses the apps contact on their own, apart from the services the school sets up itself (such as Wonde or Clever) and the school's own servers.

reg.allensby.com: licence activation and checks.
dl.allensby.com: update checks (Mac and Windows).
duubit.com: book look-up by ISBN. Cover pictures may come from other websites.
peninsula-group.com: problem and feature reports, and inter-school challenges.

Our legal basis

Under UK data protection law we rely on:

Contract: taking steps at your request before entering into a contract, and performing it, when you order or activate a licence.
Legitimate interests: answering the enquiries people send us, checking that licences are valid, delivering updates, looking books up for you and keeping our services secure.
Consent: the optional features that send information to us, such as inter-school challenges and reports that you choose to send.
Legal obligation: keeping accounting records.

We do not sell personal information and we do not use it for advertising. Messages from the website form and from the apps' reports reach us as emails, and our servers and email are provided by companies that handle them only on our behalf. We share information with others only where the law requires it, or where we need to for an order, such as our accountants or payment processor.

How long we keep it

Enquiries: for as long as we need to deal with them and a reasonable time afterwards in case you come back to us.
Orders and invoices: for as long as the law requires us to keep accounting records.
Licence activation records: for as long as the licence is active, and afterwards for as long as we need them to support the licence and deal with any questions about it.
Reports from the apps: for as long as we need them to look into and fix the issue.
Challenge totals: for as long as the school takes part and the results are shown.
The form's spam limit: a scrambled IP address and the time are held in the server's temporary storage, and only count for an hour.

After that we delete or anonymise them.

Your rights

You can ask us for a copy of the personal information we hold about you, ask us to correct it, ask us to delete it or restrict how we use it, and object to our using it. You can also ask for it in a portable format where that applies. To use any of these rights, email sales@allensby.com. We will answer within one month.

For information held in a school's library, such as a pupil's record, contact the school, because it is the controller and we do not have that data.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.

Children

This website is for school staff and decision makers and is not aimed at children. The apps' student window shows children only the library: no accounts, messaging or ads. We do not collect personal information from children through the website or the apps. What a school stores about its pupils is the school's responsibility, and stays on the school's own devices.

Changes and contact

If we change how we use information we will update this page and the date at the top. Questions about this policy: sales@allensby.com.