Privacy Policy

EasySchool collects information necessary to provide school management services. This includes:

• Student information: names, dates of birth, gender, class enrollment, academic records, attendance records, and fee payment history.

• Staff information: names, contact details, employment records, attendance, leave records, and payroll information.

• Parent/Guardian information: names, contact details including phone numbers and WhatsApp numbers used for communication.

• School information: school name, address, and administrative details provided during onboarding.

• Usage data: log data, IP addresses, browser type, pages visited, and interaction data to improve the platform.

We use the information collected to:

• Provide, operate, and maintain the EasySchool platform and its features.

• Process student admissions, examinations, class management, and timetabling.

• Manage staff payroll, attendance, and leave requests.

• Send notifications, alerts, and school communications to parents and guardians via the Parent Portal and WhatsApp integration.

• Sync assignment data with Google Classroom as authorised by the school.

• Generate reports and analytics for school administrators.

• Improve platform performance, fix bugs, and develop new features.

• Comply with applicable legal obligations.

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

• With the school: Student, staff, and parent data is accessible to authorised school administrators and teachers within the same school account.

• With service providers: We may share data with trusted third-party providers (such as cloud hosting and WhatsApp API providers) who assist us in operating the platform, subject to confidentiality agreements.

• Google Classroom: If your school enables the Google Classroom integration, assignment data is shared with Google as governed by Google's own Privacy Policy.

• Legal requirements: We may disclose information if required by law, court order, or governmental authority in Malawi or any applicable jurisdiction.

EasySchool uses WhatsApp Business API to send school notifications to parents and guardians. By providing a WhatsApp number through the school, you consent to receiving school-related messages via WhatsApp.

• You may opt out of WhatsApp notifications by contacting your school administrator.

• Message and data rates from your mobile carrier may apply.

• WhatsApp communications are subject to WhatsApp's own Privacy Policy and Terms of Service.

When a school enables Google Classroom integration, EasySchool connects to Google's APIs to sync assignment data. This integration:

• Only accesses data within the scope authorised by the school administrator.

• Is governed by Google's API Services User Data Policy.

• Can be disabled at any time by the school administrator within EasySchool settings.

• Does not grant EasySchool access to any Google account data beyond what is required for assignment management.

We take the security of your data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction.

• All data is transmitted over encrypted HTTPS connections.

• Access to school data is restricted to authorised users with secure login credentials.

• School accounts are isolated - data from one school is not accessible to another.

• We perform regular security reviews and updates to our systems.

Despite these measures, no internet transmission or electronic storage method is 100% secure. We encourage schools to use strong passwords and protect their login credentials.

We retain personal data for as long as necessary to provide our services and fulfil the purposes outlined in this policy, or as required by applicable law.

• Student and staff records are retained for the duration of the school's subscription and for a reasonable period thereafter.

• Schools may request deletion of their data by contacting us at [email protected].

• Upon account termination, we will delete or anonymise your data within 90 days, unless retention is required by law.

EasySchool is designed for use by schools and their authorised administrators, teachers, and parents/guardians. Student data - including that of minors - is processed solely on behalf of and under the instruction of the school.

• Schools are responsible for obtaining any necessary consent from parents or guardians before adding student information to the platform.

• We do not use student data for advertising, marketing, or any purpose unrelated to providing the school management service.

Depending on your role and applicable law, you may have the right to:

• Access the personal information we hold about you.

• Request correction of inaccurate or incomplete data.

• Request deletion of your personal data, subject to legal and contractual obligations.

• Object to or restrict certain processing of your data.

To exercise any of these rights, please contact us at [email protected] or speak to your school administrator.

EasySchool uses cookies and similar technologies to maintain your login session and improve your experience on the platform.

• Session cookies: Required for authentication and to keep you logged in during your session.

• Analytics cookies: Used to understand how the platform is used and to improve functionality.

You can control cookie settings through your browser. Disabling certain cookies may affect the functionality of EasySchool.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements.

• We will notify schools of material changes via email or an in-platform notification.

• The updated policy will be posted on this page with a revised 'Last Updated' date.

• Continued use of EasySchool after changes are posted constitutes acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

• Email: [email protected]

• Phone: +265 983 09 93 73

• WhatsApp: +265 992 792 567

• Address: Horizon Labs Malawi, Lilongwe, Malawi