Privacy Policy

Your privacy and data security are our top priorities at SmartSchRecords

Last Updated: January 2024

SmartSchRecords Ghana

U27 WILMA STREET

Digital Address: GN-0659-8968

Accra, Ghana

Privacy Contact

WhatsApp: +233 50 660 8337

Email: privacy@smartschrecords.com

Available 24/7 for privacy concerns

Our Commitment to Privacy

SmartSchRecords ("we," "our," or "us") is committed to protecting the privacy and security of personal information collected through our school management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

As a Ghana-based company serving educational institutions, we comply with applicable data protection laws and maintain the highest standards of data security and privacy protection.

Information We Collect

Personal Information

• Student Information: Names, dates of birth, contact details, academic records, attendance data
• Staff Information: Employee details, qualifications, contact information, performance data
• Parent/Guardian Information: Contact details, relationship to students, communication preferences
• School Information: Institution details, administrative data, system configurations

Technical Information

• Device information and browser type
• IP addresses and location data
• Usage patterns and system interactions
• Log files and error reports

Communication Data

• Messages sent through our platform
• WhatsApp communications with our support team
• Email correspondence and support tickets
• Phone call records for support purposes

How We Use Your Information

Service Provision

• Manage student records and academic data
• Process attendance and performance tracking
• Facilitate communication between stakeholders
• Generate reports and analytics

System Operations

• Maintain system security and integrity
• Provide technical support and troubleshooting
• Improve our services and user experience
• Comply with legal and regulatory requirements

Data Security Measures

We implement comprehensive security measures to protect your personal information:

Technical Safeguards

• SSL/TLS encryption for data transmission
• Advanced encryption for data storage
• Regular security audits and penetration testing
• Multi-factor authentication

Operational Safeguards

• Role-based access controls
• Regular staff training on data protection
• Incident response procedures
• Regular data backups and recovery plans

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

With Your Consent

When you explicitly authorize us to share specific information

Service Providers

With trusted partners who assist in providing our services (under strict confidentiality agreements)

Legal Requirements

When required by law, court order, or government regulation

Safety and Security

To protect the safety and security of our users and services

Your Privacy Rights

You have the following rights regarding your personal information:

Access and Portability

Request access to your personal data and receive it in a portable format

Correction and Updates

Request correction of inaccurate or incomplete information

Deletion

Request deletion of your personal information (subject to legal requirements)

Restriction

Request restriction of processing in certain circumstances

To exercise your rights: Contact us via WhatsApp at +233 50 660 8337 or email privacy@smartschrecords.com. We will respond within 30 days.

Data Retention

We retain personal information for as long as necessary to provide our services and comply with legal obligations:

Student Academic Records

7 years after graduation

Staff Employment Records

7 years after termination

System Logs and Analytics

2 years

Communication Records

3 years

International Data Transfers

While our primary operations are based in Ghana, we may transfer data internationally for:

• Cloud storage and backup services
• Technical support and maintenance
• Analytics and system improvements

All international transfers are protected by appropriate safeguards including standard contractual clauses and adequacy decisions.

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

General Inquiries

WhatsApp: +233 50 660 8337

Email: support@smartschrecords.com

Privacy Officer

Email: privacy@smartschrecords.com

Response time: Within 48 hours

Policy Updates: We may update this Privacy Policy periodically. We will notify you of significant changes via email or platform notifications.