Privacy Policy

1. Information We Collect

Student Information

• Personal details (name, date of birth, contact information)
• Academic records (grades, attendance, assignments)
• Enrollment and scheduling information
• Emergency contact details
• Special educational needs or medical information (when provided)

Staff and Teacher Information

• Professional details (name, role, qualifications)
• Contact information
• Employment records
• Performance and professional development data

Parent/Guardian Information

• Contact details
• Relationship to student
• Communication preferences
• Emergency contact information

Technical Information

• Device and browser information
• IP addresses and location data
• Usage patterns and system interactions
• Performance and security logs

2. How We Use Your Information

Educational Purposes

• Manage student enrollment and academic progress
• Facilitate communication between school, students, and parents
• Generate academic reports and transcripts
• Support individualized learning plans
• Maintain attendance and disciplinary records

Administrative Purposes

• School administration and resource management
• Financial management and fee collection
• Staff management and payroll
• Regulatory compliance and reporting

System Operations

• Provide and maintain our services
• Ensure system security and prevent fraud
• Improve our platform and user experience
• Provide technical support

3. Data Sharing and Disclosure

We Never Sell Personal Data

eduSYMS does not sell, rent, or trade personal information to third parties for marketing purposes.

Limited Sharing Scenarios

• Educational Stakeholders: Teachers, administrators, and parents with legitimate educational interests
• Government Authorities: When required by law or for regulatory compliance
• Emergency Situations: To protect health and safety when necessary
• Service Providers: Trusted vendors who help operate our platform (under strict confidentiality agreements)
• School Transfers: When students transfer between schools using our system

4. Data Security

Technical Safeguards

• End-to-end encryption for all data transmission
• Advanced firewall and intrusion detection systems
• Regular security audits and penetration testing
• Multi-factor authentication for all users
• Automated backup and disaster recovery systems

Physical Safeguards

• Secure data centers with 24/7 monitoring
• Restricted access to servers and hardware
• Environmental controls and redundancy systems

Administrative Safeguards

• Comprehensive staff training on data protection
• Role-based access controls
• Regular policy reviews and updates
• Incident response procedures

5. Your Rights and Choices

Access Rights

• Request access to your personal data
• Obtain copies of information we hold about you
• Verify the accuracy of your data

Correction Rights

• Request correction of inaccurate information
• Update your contact details and preferences
• Complete incomplete records

Deletion Rights

• Request deletion of personal data (subject to legal requirements)
• Withdraw consent where applicable
• Object to certain types of processing

Communication Preferences

• Opt out of non-essential communications
• Choose preferred communication channels
• Set notification preferences

6. Data Retention

Student Records

• Academic records: Retained for 7 years after graduation
• Attendance records: Retained for 5 years
• Disciplinary records: Retained for 3 years
• Financial records: Retained per local regulations

Staff Records

• Employment records: Retained for 7 years after termination
• Professional development: Retained for 5 years
• Performance evaluations: Retained for 3 years

System Data

• Usage logs: Retained for 2 years
• Security logs: Retained for 5 years
• Backup data: Retained per backup schedule

7. International Data Transfers

Data Localization

We prioritize keeping data within the country or region of origin. When international transfers are necessary:

• We ensure adequate protection measures are in place
• We comply with local data protection laws
• We use approved transfer mechanisms
• We maintain contractual safeguards with all parties

8. Children's Privacy

Special Protections for Minors

• Enhanced security measures for student data
• Parental consent requirements where applicable
• Limited data collection to educational necessities
• Special deletion procedures for withdrawn students
• Age-appropriate privacy notices

9. Compliance

Legal Frameworks

• POPI Act (South Africa): Full compliance with Protection of Personal Information Act
• GDPR (European Union): Compliance for any EU-related data processing
• Local Education Laws: Adherence to education-specific privacy requirements
• Industry Standards: Following best practices for educational technology

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or for legal compliance. When we make changes:

• We will notify users via email and platform notifications
• We will post the updated policy on our website
• We will maintain previous versions for reference
• Material changes will be highlighted clearly