Last Updated: December 24, 2024
Welcome to Schooly ERP ("we," "our," or "us"). This Privacy Policy and Terms of Service explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services. We are committed to protecting your privacy and ensuring compliance with the General Data Protection Regulation (GDPR) and the Kenya Data Protection Act, 2019.
By accessing or using Schooly ERP, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our services.
2.1. You must provide accurate, current, and complete information during registration.
2.2. You are responsible for maintaining the confidentiality of your account credentials.
2.3. You must notify us immediately of any unauthorized access to your account.
2.4. Schools are responsible for managing user access and permissions within their organization.
You agree not to:
Use the service for any illegal purpose
Violate any laws in your jurisdiction
Infringe on intellectual property rights
Transmit harmful code or malware
Attempt to gain unauthorized access to our systems
Harass, abuse, or harm other users
Share false or misleading information
4.1. All content, features, and functionality of Schooly ERP are owned by us and protected by international copyright, trademark, and other intellectual property laws.
4.2. You retain ownership of any content you upload to the platform.
4.3. By uploading content, you grant us a license to use, store, and display that content as necessary to provide our services.
5.1. We strive to maintain 99.9% uptime but do not guarantee uninterrupted service.
5.2. We reserve the right to modify or discontinue services with reasonable notice.
5.3. Scheduled maintenance will be communicated in advance when possible.
6.1. We may terminate or suspend your account immediately for violations of these terms.
6.2. You may terminate your account at any time by contacting us.
6.3. Upon termination, your right to use the service will immediately cease.
Schooly ERP is the data controller responsible for your personal data. For data protection inquiries, contact us at: privacy@schoolyerp.com
2.1. Personal Information:
Name, email address, phone number
School affiliation and role
Student information (for parents and teachers)
Academic records and performance data
Attendance and behavior records
Financial information (fee payments)
2.2. Technical Information:
Device information and identifiers
IP address and location data
Usage data and analytics
Log files and crash reports
2.3. Biometric Data (Optional):
Fingerprint or facial recognition data for authentication
Stored locally on your device only
Never transmitted to our servers
We process your data based on:
Consent: You have given explicit consent
Contract: Processing is necessary for service delivery
Legal Obligation: Compliance with education regulations
Legitimate Interests: Improving our services and security
We use your information to:
Provide and maintain our services
Process transactions and send notifications
Communicate important updates
Improve user experience and functionality
Ensure security and prevent fraud
Comply with legal obligations
Generate analytics and reports
We may share your information with:
Your school administrators and authorized staff
Parents (for student information)
Service providers (cloud hosting, analytics)
Law enforcement when legally required
Third parties with your explicit consent
We do NOT sell your personal data to third parties.
We implement industry-standard security measures:
End-to-end encryption for data transmission
Encrypted data storage
Regular security audits and updates
Access controls and authentication
Employee training on data protection
Incident response procedures
7.1. We retain personal data only as long as necessary for the purposes stated.
7.2. Student records are retained according to educational regulations (typically 7 years).
7.3. Financial records are retained for 7 years as per Kenya tax laws.
7.4. You may request deletion of your data subject to legal requirements.
You have the right to:
Access your personal data
Rectify inaccurate data
Request data deletion ("right to be forgotten")
Object to data processing
Data portability
Withdraw consent at any time
Lodge a complaint with supervisory authorities
Email: privacy@schoolyerp.com
Email: support@schoolyerp.com
Phone: +254 722 317006 / +254 713 197824
9.1. We collect student data only with parental/guardian consent.
9.2. Parents have the right to review and request deletion of their child's data.
9.3. We implement additional safeguards for children's data.
9.4. Student data is only accessible to authorized school staff and parents.
10.1. Data may be transferred to and processed in countries outside Kenya.
10.2. We ensure adequate safeguards are in place for such transfers.
10.3. We comply with GDPR requirements for international transfers.
11.1. We use cookies and similar technologies to enhance user experience.
11.2. You can control cookie preferences in your device settings.
11.3. Analytics cookies help us improve our services.
12.1. We send push notifications for important updates and alerts.
12.2. You can disable notifications in your device settings.
12.3. Notification preferences can be managed in the app settings.
13.1. We will notify affected users within 72 hours of discovering a data breach.
13.2. We will report breaches to relevant authorities as required by law.
13.3. Notifications will include the nature of the breach and remedial actions.
We use the following third-party services:
Cloud hosting providers (AWS, Google Cloud)
Analytics services (Firebase Analytics)
Payment processors (M-Pesa, Stripe)
Email service providers
Push notification services (Expo)
These services have their own privacy policies and data protection measures.
15.1. We may update this policy from time to time.
15.2. We will notify you of significant changes via email or in-app notification.
15.3. Continued use after changes constitutes acceptance.
Email: privacy@schoolyerp.com
Email: support@schoolyerp.com
Phone: +254 722 317006 / +254 713 197824
Address: Off North Airport Road, Kandia Building Suit 1, Off Mombasa road, Nairobi, Kenya
Kenya: Office of the Data Protection Commissioner
Website: www.odpc.go.ke
Email: info@odpc.go.ke
These terms are governed by the laws of Kenya. Any disputes shall be resolved in Kenyan courts.
If any provision of these terms is found to be unenforceable, the remaining provisions will remain in full force and effect.
These terms constitute the entire agreement between you and Schooly ERP regarding the use of our services.