🔒 Privacy Policy

1. Introduction

School Manager ("Company," "we," "us," or "our") operates as a comprehensive school management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service, including our website and dashboard application.

Please read this Privacy Policy carefully. By accessing and using School Manager, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

2. Information We Collect

Information You Provide Directly

• Account Registration: Full name, email address, phone number, school name, position/role
• Authentication: Passwords (encrypted and hashed, never stored in plain text)
• Student Data: Student names, enrollment numbers, classes, dates of birth, guardian contact information
• Academic Data: Exam scores, class scores, grades, attendance records, subject assignments
• Financial Data: Fee structures, payment history, payment method information (processed securely via Paystack)
• Communication Data: Messages, announcements, and feedback exchanged through the platform
• Staff Data: Teacher names, qualifications, subject specializations, contact information

Information Collected Automatically

• Login Activity: Login timestamps, IP addresses, device information for security purposes
• Usage Data: Pages visited, features used, time spent on platform, browser type, operating system
• Technical Data: Server logs, error reports, crash diagnostics

3. How We Use Your Information

4. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data transmitted between your browser and our servers uses SSL/TLS encryption
• Hashed Passwords: User passwords are hashed using bcrypt, never stored in plain text
• Access Control: Role-based access ensures users only see data relevant to their role (admin, teacher, parent)
• Regular Backups: School data is regularly backed up to prevent data loss
• Secure Database: Database servers are protected with firewalls and access controls
• Security Audits: We conduct regular security reviews to identify vulnerabilities

⚠ No method of transmission over the Internet is 100% secure. While we implement strong protective measures, we cannot guarantee absolute security. You use School Manager at your own risk.

5. Data Retention

School administrators control data retention:

• Active Accounts: While your school subscription is active, all data is retained
• Account Termination: If a school cancels its subscription, data is retained for 90 days, then permanently deleted
• Student Records: Schools may export and retain student records independently
• Audit Logs: Teacher action logs are retained for audit purposes for up to 2 years
• Backup Data: Backup copies may be retained for disaster recovery purposes

6. Third-Party Sharing

We do NOT sell or rent personal data. However, we share information with trusted partners only when necessary:

We may share information when:

• Required by law (court orders, government requests)
• Necessary to protect the safety of users or the public
• Preventing fraud or enforcing our terms
• With your explicit consent

7. User Rights & Data Subject Requests

You have the right to:

• Access: Request and receive a copy of your personal data
• Correction: Correct inaccurate or incomplete information
• Deletion: Request deletion of your account and associated data (subject to retention policies)
• Portability: Export your school data in a standard format
• Withdraw Consent: Opt-out of non-essential communications

To exercise any of these rights, contact us with your request. We will respond within 14 business days.

8. GDPR & International Compliance

If you are in the European Union, United Kingdom, or other jurisdictions with data protection laws (like GDPR), the following applies:

• Legal basis for processing: Legitimate interest (platform operations), contractual necessity (subscription), and consent
• Data Protection Officer: Available upon request for privacy concerns
• Data Transfers: For EU users, data may be transferred to servers outside the EU; we ensure adequate safeguards
• Supervisory Authority: You have the right to lodge complaints with your local data protection authority

9. Children's Privacy

School Manager is designed for schools and educational institutions. While student data (including minors) is processed, parental/guardian consent is obtained through school administrators. We do not knowingly collect data from individuals under 13 directly. If a student account is created, it should be managed by a school administrator or parent.

10. Cookies & Tracking

We use the following technologies:

• Session Cookies: To maintain your login session and authentication
• Preference Cookies: To remember your settings and preferences
• Analytics: To understand how users interact with our platform (optional, can be disabled)

You can control cookies through your browser settings. Disabling essential cookies may affect platform functionality.

11. Policy Updates

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Your continued use of School Manager constitutes acceptance of the updated policy. Material changes will be communicated via email to registered administrators.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us. We will respond to all privacy inquiries within 14 business days.