Privacy Policy

1. Introduction

Welcome to ShuleSoft Group Connect, an AI-powered school management platform designed for multi-school owners and educational institutions. This Privacy Policy explains how ShuleSoft Africa Limited ("ShuleSoft," "we," "us," or "our") collects, uses, processes, and protects your personal information when you use our Group Connect platform and related services.

By using ShuleSoft Group Connect, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Account Information: Name, email address, phone number, job title, organization name
• Authentication Data: Login credentials, security questions, multi-factor authentication data
• Profile Information: User preferences, role assignments, school affiliations
• Contact Information: Business addresses, emergency contacts, communication preferences

2.2 Educational Data

As an educational platform, we process:

• Student Information: Names, identification numbers, academic records, attendance data
• Staff Information: Employee records, payroll data, performance metrics
• Financial Data: Fee structures, payment records, budget information
• Academic Data: Grades, exam results, curriculum information, assessment data

2.3 Technical Information

• Usage Data: Platform interactions, feature usage, session duration
• Device Information: IP addresses, browser types, operating systems
• Log Data: System logs, error reports, security events
• Cookies and Tracking: Session cookies, preference cookies, analytics data

3. How We Use Your Information

3.1 Primary Purposes

• Service Delivery: Providing access to Group Connect features and functionalities
• Account Management: Creating, maintaining, and securing user accounts
• Educational Services: Facilitating school management, academic tracking, and administrative tasks
• Communication: Sending important updates, notifications, and support communications

3.2 AI and Analytics

• Performance Analytics: Generating insights on academic performance and operational efficiency
• Predictive Analytics: Identifying trends, anomalies, and areas for improvement
• Automated Reporting: Creating data-driven reports for decision-making
• Personalization: Customizing user experience based on role and preferences

3.3 Legal Compliance

• Complying with educational regulations and reporting requirements
• Meeting audit and inspection obligations
• Responding to legal requests and court orders
• Protecting our rights and interests

4. Information Sharing and Disclosure

4.1 Within Your Organization

Information is shared within your school group according to user roles and permissions:

• Owner: Access to all strategic, operational, and financial data
• Group Accountant: Access to finance-related dashboards and reports
• Group IT Officer: Access to system usage and technical dashboards
• Central Super Admin: User and school management capabilities
• Group Academic: Access to academic dashboards and reports

4.2 Third-Party Service Providers

We may share information with trusted service providers who assist us in:

• Cloud hosting and infrastructure services
• Data backup and disaster recovery
• Analytics and performance monitoring
• Customer support and communication services
• Payment processing and financial services

4.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect the rights, property, or safety of ShuleSoft, users, or others
• Investigate potential violations of our terms of service
• Respond to emergency situations

5. Data Security

5.1 Security Measures

We implement comprehensive security measures including:

• Encryption: Data encryption in transit and at rest using industry-standard protocols
• Access Controls: Role-based access controls and multi-factor authentication
• Network Security: Firewalls, intrusion detection, and regular security monitoring
• Regular Audits: Security assessments and vulnerability testing
• Staff Training: Regular security awareness training for all personnel

5.2 Data Centers

Our data is hosted in secure, certified data centers with:

• 24/7 physical security and monitoring
• Redundant power and cooling systems
• Regular backup and disaster recovery procedures
• Compliance with international security standards

5.3 Incident Response

In the event of a security incident, we will:

• Immediately assess and contain the incident
• Notify affected users and authorities as required by law
• Investigate the cause and implement corrective measures
• Provide regular updates on the incident resolution

6. AI and Data Processing

6.1 AI-Powered Features

Our platform uses artificial intelligence to:

• Generate insights and analytics from educational data
• Detect anomalies and patterns in academic performance
• Automate report generation and data visualization
• Provide predictive analytics for decision-making
• Optimize system performance and user experience

6.2 AI Data Processing Principles

• Transparency: Clear disclosure of AI usage and decision-making processes
• Fairness: Algorithms designed to avoid bias and discrimination
• Privacy by Design: AI systems built with privacy protection as a core principle
• Human Oversight: Human review and validation of AI-generated insights
• Data Minimization: Using only necessary data for AI processing

6.3 User Control

You have the right to:

• Understand how AI affects decisions about your data
• Request human review of AI-generated insights
• Opt-out of certain AI-powered features
• Access explanations of AI decision-making processes

7. Data Retention

7.1 Retention Periods

• Account Data: Retained while your account is active and for 2 years after closure
• Educational Records: Retained according to educational regulations (typically 7-10 years)
• Financial Data: Retained for 7 years as required by accounting standards
• Log Data: Retained for 12 months for security and troubleshooting purposes
• Communication Data: Retained for 3 years for compliance and support purposes

7.2 Secure Deletion

When data reaches the end of its retention period, we:

• Securely delete or anonymize the data
• Remove data from all backup systems
• Provide confirmation of deletion when requested
• Maintain logs of deletion activities for compliance

8. Your Privacy Rights

8.1 Access and Portability

• Right to Access: Request copies of your personal data
• Data Portability: Receive your data in a structured, machine-readable format
• Transparency: Understand how your data is processed

8.2 Correction and Deletion

• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal requirements)
• Right to Restriction: Limit how we process your data

8.3 Objection and Withdrawal

• Right to Object: Object to certain types of data processing
• Withdraw Consent: Withdraw consent for data processing (where applicable)
• Opt-out: Unsubscribe from marketing communications

8.4 Exercising Your Rights

To exercise your privacy rights, contact us at:

• Email: privacy@shulesoft.africa
• Phone: +255 123 456 789
• Written request to our office address

We will respond to your request within 30 days and may require identity verification.

9. International Data Transfers

9.1 Data Localization

In compliance with the Tanzania Data Protection Act 2022:

• Primary data storage is maintained within Tanzania or approved jurisdictions
• Cross-border transfers are conducted only when necessary and with appropriate safeguards
• We maintain data processing agreements with international service providers
• Regular compliance audits ensure adherence to local data protection requirements

9.2 Transfer Safeguards

When international transfers occur, we ensure:

• Adequate level of protection in the destination country
• Standard contractual clauses or binding corporate rules
• Encryption and security measures during transfer
• Regular monitoring and compliance verification

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Notify you via email or in-app notification
• Post the updated policy on our website
• Provide a summary of key changes
• Allow you to review and accept the updated policy

Your continued use of ShuleSoft Group Connect after the effective date of the updated policy constitutes acceptance of the changes.

11. Contact Information

If you have any questions, concerns, or complaints about this Privacy Policy or our data practices, please don't hesitate to contact us. We are committed to addressing your concerns promptly and transparently.