Privacy Policy

Who is responsible for your data

SchooWare IT Solutions Limited (“SchooWare”, “we”, “us”) publishes the SchooWare school management platform. This policy is governed by the Nigeria Data Protection Act 2023 (NDPA) and the Federal Republic of Nigeria.

For school data — everything a school and its users put into the platform — the school is the data controller and SchooWare is the data processor, acting on the school’s documented instructions. If you are a parent, student or staff member, the school decides how that data is used, and you exercise your rights through the school.

For the website (this site’s contact form and analytics) and for SchooWare’s own business contacts, SchooWare is the controller.

What the platform processes

Schools and their users provide, and the platform processes:

• Student records: name, admission number, class and section, guardians, attendance, scores, results and report cards, conduct records, certificates and ID cards.
• Staff and guardian records.
• Health information the school records: blood group, genotype, allergies, conditions, medication, clinic visits and immunisations.
• Payments: amounts, references and status. Parents pay invoices and top up wallets through the school’s payment gateway. Card details are handled by the payment gateway and are not stored by SchooWare.
• Wallets and Pocket Moni: balances, top-ups, purchases, items bought and spending limits.
• Device and usage data: push-notification tokens, sign-in sessions, and the IP address and device recorded in the audit trail.
• Messages and notifications the school sends: newsletters, in-app, push and email.

Face, location, microphone and camera

Some features process data only when they are turned on and, where needed, only with permission:

• Face data for face check-in. Face templates and check-in photos are processed by SchooWare’s own face-recognition service. A face is used only after an admin approves its enrolment.
• Location at the moment of a face check-in, to check the school’s boundary, when the school turns this on.
• Microphone audio when a user chooses voice score entry or speaks to the AI Assistant. The audio is transcribed to text.
• Camera, for face check-in and photos, when the user allows it.

Artificial intelligence

• Questions to the AI Assistant, and the data needed for AI-drafted comments, are sent to AI model providers through SchooWare’s provider-agnostic AI layer, or to an on-site AI server at the school.
• The Assistant is read-only and limited to what the user’s role may see.
• AI usage is logged per school, task and user.
• Content produced by AI is a draft for a person to review, not advice.

Who we share data with

We use service providers to run the platform. We share only what each needs, and by category they are:

• cloud hosting and storage providers
• payment gateways
• email delivery providers
• SMS providers (for sign-in codes)
• push notification services
• AI model providers
• website analytics (only with your consent)

Some of these providers may process data outside Nigeria, with safeguards as required by the Nigeria Data Protection Act 2023 (NDPA).

How we protect data

• Each school has its own isolated database.
• Access is controlled by roles and permissions, per section.
• Secrets are stored encrypted, and data is encrypted in transit (HTTPS).
• The audit trail is append-only — it records who changed what, when and from where.
• Daily database backups are kept for 7 days.

How long we keep data

• The school decides how long its records are kept while it uses SchooWare.
• Records a school must keep by law or policy — results, invoices, payments and audit logs — are kept.
• Backups roll off after 7 days.
• When a school leaves, its data is returned or deleted on the school’s instruction, apart from what the law requires us to keep.
• Website contact-form messages are kept as long as needed to respond and follow up.

Your rights

Under the Nigeria Data Protection Act 2023 (NDPA) you have the right to access, rectification, erasure, restriction, portability and objection, and to withdraw consent. You can also complain to the Nigeria Data Protection Commission (NDPC).

School users exercise these rights through their school (the controller). You can also email [email protected] and we will pass the request on to the school or act on it. We aim to respond within 30 days.

Children

• The platform holds children’s data because schools provide it.
• Parents and guardians exercise rights through the school.
• This website is not directed at children, and analytics runs only with consent.

Changes to this policy

We may update this policy. We will change the “Last updated” date above, and for a material change we will update the effective date.

Questions or requests

For anything about this policy or your data, contact SchooWare IT Solutions Limited:

• [email protected]
• +234 802 200 6135
• WhatsApp

You can also complain to the Nigeria Data Protection Commission (NDPC).