Privacy policy

Who is responsible

Each school decides what it records about its students, parents and staff, and is responsible for that data. School OS stores and processes it on the school's behalf, only to provide the service to that school.

Each school's data is kept in its own separate database. One school cannot see another school's data.

What data is handled

Accounts: name, e-mail address, phone number, role, language, and a password stored only in a protected (hashed) form.

Records entered by the school: students' identity, photo, class, guardians, results, report cards, attendance, conduct and school fees; staff files, teaching load, attendance and leave; documents, announcements, messages and meeting records.

Technical data: sign-in times, devices and IP addresses of sessions, and a record of important actions (audit trail), kept for security.

Requests from the website (free trial, contact): the school's name, the contact person's name, phone number and e-mail address.

Sign in with Google

If a person chooses to link their Google account (Settings → Security), School OS receives from Google only the Google account's identifier and e-mail address. They are used for one purpose: to recognise that person when they choose “Sign in with Google”.

School OS does not receive the Google password, does not access Gmail, contacts, Drive or any other Google data, does not share this information, and does not use it for advertising.

The person can unlink Google at any time in Settings → Security; the identifier is then deleted.

School OS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How data is used

Only to run the school's School OS: showing records to the people allowed to see them, producing report cards and receipts, sending notifications, and keeping the service secure and working.

School OS does not sell personal data and does not use it for advertising.

Services that help run School OS

Hosting: the service runs on servers rented from a hosting provider.

Messages: when a school sets them up, copies of notifications are sent by SMS, WhatsApp or e-mail through the corresponding providers.

Mobile money: payments made by MTN Mobile Money or Orange Money are processed by the operator.

AI assistant (optional, switched on by the school): the text needed for a draft, a translation or a help question is sent to Anthropic, which produces the answer. Anthropic does not use this data to train its models.

Security

Connections are encrypted (HTTPS). Passwords are never stored in readable form. Sensitive data and backups are encrypted.

Each person only sees what their role allows. Two-step verification is available, sessions end after inactivity, and important actions are recorded.

Backups are made every day so the school's data can be restored.

Cookies

School OS uses only the cookies needed for it to work: keeping you signed in, your language, the data-saver choice and the security of sign-in. There are no advertising or tracking cookies.

How long data is kept

Data is kept while the school uses School OS. When a school stops, its data is deleted on its request, or archived and then deleted. Backups are kept for up to 14 days.

Your rights

You may ask to see, correct or delete personal data about you or your child. Ask your school first: it manages its records. You can also contact School OS.

Contact

School OS · MTN 677 56 91 64 · Orange 694 01 56 83 (calls and WhatsApp).

This policy may be updated; the date below shows the latest version.