Privacy Policy
How eSchool Manager collects, uses,
and protects your personal information
Your Privacy Matters
At eSchool Manager, we are committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.
Uganda DPPA 2019
Fully compliant with Uganda's Data Protection and Privacy Act
GDPR Principles
Follows GDPR standards for international data protection
Bank-Level Security
256-bit SSL encryption for all data transmissions
1. Information We Collect
From Parents/Guardians
Personal Information:
- Full name, email address, phone number
- Physical address and location data
- Government ID/passport details (for verification)
- Payment information (processed securely)
Student Information:
- Student's name, date of birth, gender
- Academic records and previous school information
- Photographs (for application purposes)
- Medical information (if required by schools)
From Schools
Institutional Information:
- School registration and license details
- Administrator contact information
- Bank account details (for payment processing)
- Physical location and facilities information
Operational Data:
- Fee structures and admission requirements
- Student enrollment data
- Staff information (for ERP access)
- Academic performance data (anonymized)
Automatically Collected Information
- Device Information: IP address, browser type, operating system
- Usage Data: Pages visited, time spent, features used
- Location Data: Approximate location based on IP address
- Cookies: Session and persistent cookies for functionality
- Analytics: Google Analytics data (anonymized)
- Log Files: Server logs for security monitoring
2. How We Use Your Information
| Purpose | Description | Legal Basis |
|---|---|---|
| Platform Operation | To provide, maintain, and improve our services including admissions processing and school management | Contractual Necessity |
| Application Processing | To facilitate student applications to schools and manage the admission process | Legitimate Interest |
| Communication | To send application updates, platform notifications, and service announcements | Legitimate Interest |
| Payment Processing | To process application fees, subscription payments, and SMS charges | Contractual Necessity |
| Security & Fraud Prevention | To detect and prevent fraudulent activities and ensure platform security | Legal Obligation |
| Service Improvement | To analyze usage patterns and enhance user experience | Legitimate Interest |
| Legal Compliance | To comply with Ugandan laws including the DPPA 2019 and Ministry of Education requirements | Legal Obligation |
Marketing Communications
We will only send you marketing communications if you have explicitly opted in. You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us directly.
3. Information Sharing & Disclosure
When We Share Your Information
With Schools
We share student application information with schools you apply to. This includes academic records, contact information, and supporting documents.
With Service Providers
We use trusted third-party services for hosting, payment processing, SMS delivery, and analytics. All providers are contractually bound to protect your data.
For Legal Compliance
We may disclose information when required by law, such as to comply with a subpoena, court order, or requests from Ugandan authorities.
Business Transfers
If eSchool Manager is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.
We Never Share
- Your information with other parents
- School data with competing institutions
- Payment details with unauthorized parties
- Personal data for unauthorized marketing
- Sensitive information without consent
Data Processing Agreements
All schools using our platform sign Data Processing Agreements requiring them to protect student information and use it only for admission purposes. Schools are independently responsible for their own privacy practices after receiving applications.
4. Data Security Measures
Encryption
All data transmissions are protected with 256-bit SSL encryption, the same standard used by banks.
Secure Storage
Data is stored on secure servers with regular backups, firewalls, and intrusion detection systems.
Access Control
Strict role-based access controls ensure only authorized personnel can access sensitive data.
Our Security Practices Include:
- Regular security audits and vulnerability assessments
- Employee training on data protection
- Incident response procedures
- Secure development practices
- Multi-factor authentication for administrators
- Regular security patches and updates
- Data minimization principles
- Third-party security assessments
Your Responsibility
While we implement robust security measures, no system is 100% secure. You are responsible for keeping your login credentials confidential and using secure internet connections.
5. Your Rights & Choices
Under Uganda's DPPA 2019
| Right | Description | How to Exercise |
|---|---|---|
| Access | Request a copy of your personal information | Submit request through dashboard or email |
| Correction | Update or correct inaccurate information | Edit profile or contact support |
| Deletion | Request deletion of your data (with exceptions) | Submit deletion request |
| Objection | Object to certain data processing activities | Contact Data Protection Officer |
| Portability | Receive your data in a machine-readable format | Request data export |
| Restriction | Request restriction of processing in certain cases | Contact Data Protection Officer |
Cookie Preferences
You can control cookies through your browser settings. Essential cookies are required for platform functionality.
Browser Controls:
- Chrome: Settings > Privacy and Security > Cookies
- Firefox: Options > Privacy & Security > Cookies
- Safari: Preferences > Privacy > Cookies
Response Time
We will respond to all data rights requests within 30 days as required by the DPPA 2019. Some requests may be subject to verification to protect your privacy.
6. Data Retention Periods
| Data Type | Retention Period | Reason for Retention |
|---|---|---|
| Active Account Data | While account is active + 2 years | Service provision and user convenience |
| Application Records | 7 years from application date | Legal requirements and admission verification |
| Financial Transactions | 7 years from transaction date | Ugandan tax and accounting laws |
| School ERP Data | Duration of subscription + 3 years | Service continuity and historical records |
| Communication Logs | 3 years from date of communication | Customer service and dispute resolution |
| Backup Data | 30 days from backup creation | Disaster recovery and system restoration |
Data Deletion
When data is no longer needed for its original purpose, it is either anonymized for statistical analysis or securely deleted using industry-standard methods that prevent recovery.
7. Children's Privacy Protection
Our Commitment to Children's Safety
eSchool Manager is designed to protect children's privacy while facilitating their education:
Parental Consent Required
All student accounts and applications must be created and managed by parents or legal guardians who are at least 18 years old.
Limited Data Collection
We collect only the minimum necessary information required for school applications and do not collect sensitive data without explicit need.
School Responsibility
Once applications are submitted to schools, those institutions become independently responsible for protecting student data according to their own privacy policies and Ugandan law.
For Parents
You can:
- Review your child's information
- Request corrections
- Withdraw applications
- Delete your child's profile
- Monitor application status
8. International Data Transfers
Where Your Data Is Processed
Primary Storage: Uganda
All personal data is primarily stored and processed on servers located within Uganda to comply with DPPA 2019 requirements.
Limited International Processing
Some service providers (e.g., Google Analytics, payment processors) may process data outside Uganda under adequate protection measures.
Adequate Safeguards
When data is transferred outside Uganda, we ensure adequate safeguards are in place, including Standard Contractual Clauses approved by the European Commission and compliance with the Uganda Data Protection Act 2019.
9. Policy Updates & Changes
How We Notify You of Changes
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or services. When we make material changes, we will notify you through:
Email Notification
Sent to registered email addresses at least 30 days before changes take effect
Platform Notice
Prominent in-platform notifications for active users
Updated Date
Clear indication of "Last Updated" date on this page
Your Acceptance
By continuing to use eSchool Manager after changes to this Privacy Policy, you acknowledge and agree to the updated terms. We encourage you to periodically review this page for the latest information on our privacy practices.
10. Contact Information
Data Protection Officer
For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:
Response Time:
We strive to respond to all privacy-related inquiries within 14 business days as required by the Uganda Data Protection Act 2019.
Quick Actions
Regulatory Authority
If you have concerns about how we handle your data, you may contact the Personal Data Protection Office under the Uganda Ministry of ICT and National Guidance.
Thank You for Trusting eSchool Manager
We are committed to protecting your privacy and providing a secure platform for Uganda's educational community. Your trust is our most important asset.