PRIVACY_POLICY

Last updated: April 2026

1. INTRODUCTION

EduTrack ("we," "our," or "us") is committed to protecting the privacy of schools, students, teachers, and parents who use our school management system.

This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Data Protection Act of Zambia and international best practices.

2. INFORMATION WE COLLECT

From Schools:

  • School name, address, and contact details
  • Registration and licensing information
  • Administrator account credentials
  • Subscription and billing information

From Students (entered by schools):

  • Full name and date of birth
  • Gender and photograph (optional)
  • Academic records and grades
  • Attendance records
  • Guardian/parent contact information

From Users:

  • Name and contact information
  • Login credentials (passwords are encrypted)
  • IP addresses and device information
  • System usage logs

3. HOW WE USE INFORMATION

We use collected information to:

  • Provide and maintain the EduTrack service
  • Generate academic reports and transcripts
  • Send SMS notifications to parents/guardians
  • Process payments and manage subscriptions
  • Improve our services and user experience
  • Comply with legal obligations
  • Prevent fraud and ensure system security

4. DATA SHARING

We DO NOT sell or rent personal information to third parties.

We may share data in the following circumstances:

  • With consent: Schools may choose to share aggregated data with DEBS/Ministry
  • SMS providers: Phone numbers are shared with our SMS gateway partner for message delivery only
  • Legal requirements: When required by law or court order
  • Service providers: With trusted partners who assist in operating our service

All third-party partners are bound by confidentiality agreements and data protection obligations.

5. DATA SECURITY

We implement comprehensive security measures:

  • SSL/TLS encryption for all data transmission
  • AES-256 encryption for data at rest
  • Regular security audits and penetration testing
  • Role-based access controls
  • Multi-factor authentication for administrators
  • Regular automated backups
  • Employee background checks and training

6. DATA RETENTION

  • Active account data is retained while the school maintains a subscription
  • After account termination, data is retained for 30 days then permanently deleted
  • Backups are retained for 90 days maximum
  • Financial records are retained for 7 years as required by Zambian law
  • SMS logs are retained for 12 months

7. YOUR RIGHTS

Under Zambian data protection law, you have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion of your data
  • Object to data processing
  • Data portability
  • Withdraw consent at any time

To exercise these rights, contact us at edutrackzambia@gmail.com

8. GOVERNMENT DATA SHARING

Schools have the option to share aggregated academic data with:

  • District Education Board Secretaries (DEBS)
  • Provincial Education Offices
  • Ministry of Education (National)

What is shared (when enabled):

  • Aggregated enrollment counts
  • Pass/fail rates (not individual grades)
  • Attendance statistics
  • Grade distributions
  • Teacher counts and ratios

What is NEVER shared:

  • Individual student names or personal details
  • Guardian contact information
  • SMS content or phone numbers
  • Financial information
  • Individual teacher identities

9. COOKIES & TRACKING

We use cookies and similar technologies to:

  • Maintain user sessions and authentication
  • Remember user preferences
  • Analyze system usage and performance
  • Prevent fraud and abuse

Users can disable cookies in their browser settings, but this may affect system functionality.

10. CHILDREN'S PRIVACY

EduTrack is designed for use by educational institutions. We do not knowingly collect information directly from children under 13. All student data is entered by authorized school staff with parental consent obtained by the school.

11. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will notify users of any material changes via email or system notification. Continued use of the service after changes constitutes acceptance of the updated policy.

12. CONTACT US

For privacy-related questions or concerns:

  • edutrackzambia@gmail.com
  • 0771216339
  • Lusaka, Zambia
  • PACRA BN 320251036452
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