SchoolManager™ Privacy Policy

1. Scope

This Privacy Policy explains how personal data is handled when you use SchoolManager™ (the web portal and the Android/iOS apps) as provided through basic.edu.gh. It covers administrators, staff, teachers, parents/guardians, and (where applicable) learners whose data is entered by a school.

2. What data we collect

2.1 Account and user profile data

• Name, email, phone number (where provided), role (e.g., admin/teacher/accountant).
• School/organisation information (school name, location, contact details).

2.2 School operational data (entered by the school)

• Learner records (e.g., names, class, guardian contacts, attendance, assessment results).
• Staff records (employment/role details as configured by the school).
• Billing/fees and finance records (receipts, invoices, payment references as configured by the school).

2.3 Technical and usage data

• Security logs (login events, device/browser info, IP address, timestamps).
• App diagnostics (crash reports and performance metrics where enabled by platform settings).

2.4 What we try not to collect

• We do not intentionally request special category data (e.g., health, biometrics, religion) unless a school explicitly configures fields for legitimate educational needs.
• There are no in‑app purchases. Payment collection (if used by a school) is configured outside the app and under the school’s instructions.

2.5 App permissions (Camera and Location)

SchoolManager™ may request device permissions only when needed for specific features and only when you take an action that requires them.

• Camera permission (optional): Used to scan documents or capture images of files so they can be uploaded into the system (for example, attaching documents to a record). Camera access is not used for continuous recording and is activated only when you choose to scan/capture and upload.
• Location permission (teachers only, optional): Used for staff/teacher attendance features to confirm that a teacher is at (or near) the school location when marking attendance. Location is used when the teacher initiates the attendance action and is not used to track students. We do not use location for advertising.

3. Why we use data

• To provide, operate, and secure SchoolManager™.
• To manage accounts, permissions, and audit logs.
• To provide support, troubleshooting, and product communications.
• To prevent abuse, fraud, and unauthorised access.
• To comply with applicable legal obligations (including the Ghana Data Protection Act, 2012 (Act 843)).

4. Lawful basis (good‑practice mapping)

Depending on the context, processing may rely on consent, contract/steps to contract, legitimate interests (security and service operation), and legal obligations. Where a school is the controller, the school determines the appropriate lawful basis for learner data and provides notices/permissions to parents/guardians as required.

5. Children’s data and safeguarding

• SchoolManager™ is designed for schools. Learner data is typically entered and managed by authorised school staff.
• We support minimisation (collect only what the school needs) and role‑based access (limit who can view/export data).
• For support cases, schools should anonymise learner data where possible (e.g., use IDs or remove names) before sharing screenshots or exports.

6. Sharing and third parties

We may share limited data with vetted service providers only to operate and secure SchoolManager™ (e.g., hosting, DNS, email delivery, monitoring, backups). We do not sell personal data.

If a school enables integrations (e.g., SMS gateways, payment processors, email SMTP), data is shared with that provider under the school’s configuration and responsibility.

7. International transfers

Some providers may process data outside Ghana. Where this happens, we use reasonable safeguards such as contractual protections, access controls, and minimisation.

8. Retention

• Account and operational records: retained for the duration of the school’s use of the service, plus a reasonable period for backups and audit needs.
• Support tickets: typically 12–24 months (or longer where needed for ongoing issues or legal obligations).
• Security logs: typically 30–180 days, depending on operational needs.

9. Security

• HTTPS/TLS encryption in transit.
• Role‑based access control and permission management.
• Administrative audit trails where available.
• Regular updates, patching, backups, and monitoring.

10. Your rights

Depending on your jurisdiction and role, you may request access, correction, deletion (where legally permitted), restriction, or objection to processing, and you may withdraw consent where applicable.

Controller note: For learner records, requests usually must be made to the school (as controller). We will support the school to fulfil requests where required.

11. Contact

For privacy questions related to SchoolManager™, contact: support@basic.edu.gh.

Address: FA571 BISSAU STREET, Prampram, Ghana. GN-0156-7972. P. O. Box PP143, Prampram, Ghana.

12. Updates to this policy

We may update this page to reflect operational, legal, or security changes. The “Last updated” date will change when we do.