HESED Edusuite ("HESED", "we", "us", or "our") is committed to protecting the privacy and personal data of all users ("Users") — including School Owners, School Administrators, Teachers, Parents, and Students — of our School Management System ("Platform"), including our website, web application, and related services.

This Privacy Policy explains how we collect, use, share, and protect information provided by the School Owner during registration, including details about their school, administrators, teachers, parents, and students.

If you do not agree with this Privacy Policy, please discontinue use of the Platform.

Definition and Key Terms

Platform: The HESED Edusuite school management software, website, and related applications.
School Owner: The institution that registers and subscribes to HESED Edusuite.
User: Any individual authorized to access the Platform, including administrators, teachers, parents, and students.
Personal Data: Any information that identifies or can be used to identify an individual.
Processing: Any operation performed on personal data, including collection, storage, use, and disclosure.

1. Information We Collect

i. School Information

School name
School address
Contact details
Subscription-related information
Authorized personnel names and login credentials or settings

ii. User Information

Information provided by School Administrators, Teachers, Parents, or the School Owner during account creation:

Full name
Email address
Phone number
Role within the school
Login credentials (securely stored)

iii. Student Information

Information uploaded by the School Owner/Administrator for academic and administrative purposes:

Student ID or admission number
Class/grade level
Date of birth
Behavioral and disciplinary records
Attendance records
Academic performance (e.g., assignments, classwork, notes), exam results

iv. Usage Data

Automatically collected information when Users access the Platform:

IP address
Device information
Browser type
Access dates and times
Pages visited
Diagnostic data

2. How We Use Your Information

We collect and use your personal information for legitimate educational, administrative, and operational purposes, including:

To operate, maintain, and provide the HESED Edusuite platform
To authenticate access and manage accounts
To process school fees and generate invoices, notifications and fee payments
To personalize the user experience
To respond to support requests and communicate updates
To track academic progress, attendance, and performance
To meet regulatory, legal, or compliance obligations

3. Sharing Your Information

We only share your information when necessary to provide or improve the functionality of HESED Edusuite:

i. With School Owners and Administrators

User and student information is shared with authorized school personnel responsible for managing the Platform.

ii. With Service Providers

We may use third-party vendors to support services:

Cloud storage
Payment processing
SMS or email communication services
Data analytics
Hosting and infrastructure
These service providers are contractually required to keep data secure and confidential.

iii. Legal Compliance

We may disclose information if required to:

Comply with the law
Respond to legal requests or court orders
Protect rights, safety, or property
We do not sell or trade your personal information to third parties.

4. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.
Schools may request data export, deletion, or account closure at any time.

5. Your Rights and Choices

Depending on NDPR and GDPR guidelines, you have the right to:

Access

Request access to the personal information we hold about you.

Correction

Request corrections of inaccurate or incomplete information.

Erasure

Request deletion of your data, subject to legal or operational exceptions.

Withdrawal of Consent

Withdraw consent at any time where we rely on your consent for processing.

Data Portability

Request a copy of your data in a structured, machine-readable format (where applicable).

To exercise your rights, contact us using the details provided below.

6. Security

We implement appropriate administrative, technical, and physical safeguards to protect your data from:

Unauthorized access
Accidental loss
Alteration
Destruction
Misuse

While we strive for maximum protection, no digital platform can guarantee absolute security.

7. Children's Privacy

HESED Edusuite is used by educational institutions and collects student information, including children under the age of 13. We comply with applicable laws regarding the collection and use of such information.

We ensure:

Compliance with data protection laws for minors
Secure handling and restricted access to student data
Student data is collected through authorized school personnel in line with applicable regulations

8. Changes to This Policy

We may update this Privacy Policy from time to time.

The revised Policy will be posted on the Platform
We may notify Users through in-app, email or other visible notices
By continuing to use HESED Edusuite, you agree to the updated or revised Policy

9. Contact Us

For questions or concerns regarding this Privacy Policy, you may contact:

HESED Edusuite Support

Email: support@hesededusuite.com

Phone: +234 704 390 2000

Website: hesededusuite.com