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Terms & Privacy Policy

Last Updated: December 24, 2024

Introduction

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.

TERMS OF SERVICE

1. Acceptance of Terms

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. User Accounts

  • You must provide accurate, current, and complete information during registration.
  • You are responsible for maintaining the confidentiality of your account credentials.
  • You must notify us immediately of any unauthorized access to your account.
  • Schools are responsible for managing user access and permissions within their organization.

3. Acceptable Use

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. Intellectual Property

  • All content, features, and functionality of Schooly ERP are owned by us and protected by international copyright, trademark, and other intellectual property laws.
  • You retain ownership of any content you upload to the platform.
  • By uploading content, you grant us a license to use, store, and display that content as necessary to provide our services.

5. Service Availability

  • We strive to maintain 99.9% uptime but do not guarantee uninterrupted service.
  • We reserve the right to modify or discontinue services with reasonable notice.
  • Scheduled maintenance will be communicated in advance when possible.

6. Termination

  • We may terminate or suspend your account immediately for violations of these terms.
  • You may terminate your account at any time by contacting us.
  • Upon termination, your right to use the service will immediately cease.

PRIVACY POLICY

1. Data Controller

Schooly ERP is the data controller responsible for your personal data. For data protection inquiries, contact us at: privacy@schoolyerp.com

2. Information We Collect

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)

Technical Information:

  • Device information and identifiers
  • IP address and location data
  • Usage data and analytics
  • Log files and crash reports

3. Legal Basis for Processing (GDPR)

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

4. How We Use Your Information

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

5. Data Sharing and Disclosure

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.

6. Data Security

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. Data Retention

  • We retain personal data only as long as necessary for the purposes stated.
  • Student records are retained according to educational regulations (typically 7 years).
  • Financial records are retained for 7 years as per Kenya tax laws.
  • You may request deletion of your data subject to legal requirements.

8. Your Rights (GDPR & Kenya DPA)

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

To exercise these rights, contact us at:

9. Children's Privacy

  • We collect student data only with parental/guardian consent.
  • Parents have the right to review and request deletion of their child's data.
  • We implement additional safeguards for children's data.
  • Student data is only accessible to authorized school staff and parents.

10. International Data Transfers

  • Data may be transferred to and processed in countries outside Kenya.
  • We ensure adequate safeguards are in place for such transfers.
  • We comply with GDPR requirements for international transfers.

11. Contact Information

For questions about these terms or privacy concerns:

12. Supervisory Authority

Kenya: Office of the Data Protection Commissioner

13. Governing Law

These terms are governed by the laws of Kenya. Any disputes shall be resolved in Kenyan courts.

14. Entire Agreement

These terms constitute the entire agreement between you and Schooly ERP regarding the use of our services.

By using Schooly ERP, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and Privacy Policy.