Privacy Policy

1. Introduction

SmartSchoolsGH ("we," "our," or "us") is committed to protecting the privacy and security of personal information, particularly that of students, parents, teachers, and school administrators who use our school management system. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

We understand the sensitive nature of educational data and the trust placed in us by educational institutions. This policy is designed to comply with applicable data protection laws, including the General Data Protection Regulation (GDPR) and Ghana's Data Protection Act, 2012 (Act 843).

2. Information We Collect

2.1 Student Information

We collect the following types of student information:

• Personal identification information (name, date of birth, student ID number)
• Contact information (address, phone number, email address)
• Academic records (grades, attendance, assignments, exam results)
• Health information (medical conditions, allergies, emergency contacts)
• Behavioral records and disciplinary actions
• Photographs and digital images for identification purposes
• Parent/guardian information and contact details
• Transportation and pickup information
• Special educational needs and accommodations
• Extracurricular activities and achievements

2.2 Teacher and Staff Information

We collect information about teachers and school staff including:

• Personal identification and contact information
• Professional qualifications and certifications
• Employment history and performance records
• Salary and benefits information
• Attendance and leave records
• Training and development records
• Emergency contact information

2.3 Parent/Guardian Information

We collect parent and guardian information such as:

• Personal identification and contact details
• Relationship to students
• Employment information
• Emergency contact preferences
• Communication preferences
• Payment and billing information

2.4 Technical Information

We automatically collect certain technical information:

• IP addresses and device identifiers
• Browser type and version
• Operating system information
• Usage patterns and system interactions
• Log files and error reports
• Cookies and similar tracking technologies

3. How We Use Your Information

3.1 Educational Purposes

We use collected information for:

• Managing student enrollment and academic records
• Tracking attendance and academic progress
• Generating report cards and academic transcripts
• Facilitating communication between school and parents
• Managing school events and activities
• Providing educational support and resources
• Conducting assessments and evaluations
• Managing special educational needs

3.2 Administrative Purposes

We use information for administrative functions including:

• Managing school operations and staff
• Processing payments and financial transactions
• Maintaining school security and safety
• Complying with legal and regulatory requirements
• Conducting internal audits and quality assurance
• Managing school facilities and resources

3.3 Communication

We use contact information to:

• Send important school announcements
• Notify parents of student progress and issues
• Share emergency information and alerts
• Provide updates about school events
• Send SMS notifications and reminders
• Facilitate parent-teacher communication

4. Legal Basis for Processing

We process personal information based on the following legal grounds:

• Consent: When you have given clear consent for specific processing activities
• Contract Performance: To fulfill our contractual obligations to educational institutions
• Legal Obligation: To comply with applicable laws and regulations
• Legitimate Interest: For legitimate educational and administrative purposes
• Vital Interests: To protect the health and safety of students and staff
• Public Task: For educational purposes in the public interest

5. Data Sharing and Disclosure

5.1 Within the School Community

We may share information with:

• Authorized school staff and teachers
• Parents and legal guardians of students
• School administrators and management
• Designated emergency contacts

5.2 Third-Party Service Providers

We may share information with trusted third parties who assist us in:

• Cloud storage and data hosting services
• SMS and communication service providers
• Payment processing services
• Technical support and maintenance
• Data analytics and reporting
• Security and monitoring services

5.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with court orders or legal processes
• Respond to government requests
• Protect the rights and safety of individuals
• Investigate potential violations of our terms
• Prevent fraud or illegal activities

6. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: All data is encrypted in transit and at rest using industry-standard encryption protocols
• Access Controls: Strict access controls and authentication mechanisms
• Regular Audits: Regular security audits and vulnerability assessments
• Staff Training: Comprehensive data protection training for all staff
• Secure Infrastructure: Hosted on secure, certified cloud infrastructure
• Backup Systems: Regular, encrypted backups with disaster recovery procedures
• Monitoring: Continuous monitoring for unauthorized access attempts
• Incident Response: Established procedures for handling security incidents

7. Data Retention

We retain personal information for the following periods:

• Student Records: Retained for the duration of enrollment plus 7 years for academic records
• Staff Records: Retained for the duration of employment plus 7 years
• Financial Records: Retained for 7 years as required by law
• Communication Records: Retained for 3 years unless longer retention is required
• Technical Logs: Retained for 1 year for security and troubleshooting purposes

After the retention period expires, we securely delete or anonymize personal information unless we are legally required to retain it longer.

8. Your Rights

Under applicable data protection laws, you have the following rights:

• Right of Access: Request copies of your personal information
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information in certain circumstances
• Right to Restrict Processing: Limit how we use your information
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for consent-based processing
• Right to Complain: Lodge a complaint with the relevant data protection authority

9. Children's Privacy

We take special care to protect the privacy of children under 18:

• We only collect information necessary for educational purposes
• Parental consent is required for processing children's personal information
• We implement additional safeguards for children's data
• Parents have the right to access, modify, or delete their child's information
• We do not knowingly collect information from children without parental consent

10. International Data Transfers

If we transfer your information outside Ghana, we ensure adequate protection through:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions by data protection authorities
• Certification schemes and codes of conduct
• Explicit consent for specific transfers

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website usage and performance
• Provide personalized content and features
• Ensure security and prevent fraud

You can control cookie settings through your browser preferences, though some features may not function properly if cookies are disabled.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our data processing practices
• Updates to applicable laws and regulations
• New features or services we offer
• Feedback from our users and stakeholders

We will notify you of significant changes through email, SMS, or prominent notices on our platform. We encourage you to review this policy periodically.

13. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

14. Complaints

If you believe we have not handled your personal information in accordance with this policy, you may:

• Contact our Data Protection Officer directly
• Lodge a complaint with the Data Protection Commission of Ghana
• Seek legal advice regarding your rights

15. Governing Law

This Privacy Policy is governed by the laws of Ghana and the Data Protection Act, 2012 (Act 843). Any disputes arising from this policy will be subject to the jurisdiction of Ghanaian courts.