Privacy Policy

This policy explains how Sirchris Edutech Solutions, the operator of sMART EduForge Pro V2, handles information when schools and their authorised users use the platform.

Each school controls the education, staff, family and finance records it places in its workspace and decides who may use them. For those records, the school is normally the data controller and we provide the platform as its service provider or data processor. We act as a controller for school onboarding, subscriptions, security, support and operation of the platform.

The information depends on the services a school enables and may include:

• school identity, contacts, administrators and subscription records;
• staff names, roles, contact and emergency details, photographs, attendance and ID-card records;
• learner identity, index number, photograph, date of birth, class or school level, attendance, results, remarks, discipline, transport and ID-card records;
• parent or guardian identity, relationship and contact details, including links to more than one ward;
• fees, invoices, balances, receipts, expenses, payment evidence and transaction references;
• communications, support requests, security logs, device or browser details and activity records; and
• vehicle, driver, route, stop, trip and location updates where transport features are used.

Please do not enter bank PINs, mobile-money PINs, one-time passwords or full payment-card details. The platform records payment instructions, submissions and school confirmations; it is not itself a bank or mobile-money payment processor.

Information is used to provide role-based school administration; manage admissions, staff and learner accounts; deliver academic records and reports; support billing and reconciliation; operate communications, ID cards, transport and school safety workflows; secure and troubleshoot the service; meet legal obligations; and improve reliability.

Where insights or suggested actions are shown, they support authorised school staff. Academic, disciplinary, financial and safeguarding decisions remain subject to human review by the school.

The service is designed for schools and therefore handles information about children. Schools must have authority to collect and use that information, give parents or guardians appropriate notices, restrict access by role, and use the information only for legitimate education and school-administration purposes.

Parents and guardians should normally direct requests about a learner’s school record to the school, which can verify guardianship and respond without exposing another person’s information.

Records are available to authorised users of the relevant school according to their assigned role. Information may also be handled by contracted hosting, database, email, SMS, storage, security or support providers only as needed to run the service. The current platform uses Supabase for backend services.

Links to services such as Google Classroom take users to an independent provider whose own terms and privacy policy apply. We may disclose information when lawfully required, to protect users or the service, or during a business reorganisation subject to appropriate safeguards. We do not sell school, learner or family data and do not use it for third-party advertising.

When a school activates a transport trip, authorised users may receive route, stop and vehicle-location updates. Location accuracy and timing depend on the driver’s device, connectivity and school procedures. Location data must only be used for the assigned school journey.

School ID cards may contain a QR code or verification reference. Anyone who obtains that code may be able to view limited verification details until the card expires or is revoked. Users should report a lost card promptly so the school can replace or revoke it.

We use measures such as encrypted connections, role-based access, tenant separation, database access policies, logging and backups. No internet service can promise absolute security.

Users must keep credentials private, change temporary or initial passwords when instructed, sign out from shared devices and notify their school promptly about suspected misuse. Schools are responsible for assigning the minimum access each staff member needs and removing access when a person leaves or changes role.

Schools determine how long they require education and administrative records, subject to law and their own retention rules. We retain operational, security, subscription and support records for as long as reasonably needed for the stated purposes. When a school closes its account, records may be returned, exported, deleted or de-identified, subject to legal duties, unresolved transactions and routine backup cycles.

Service providers may process information outside Ghana. Where that happens, we and the school must use appropriate contractual, organisational and legal safeguards consistent with the Data Protection Act, 2012 (Act 843).

Subject to applicable law, individuals may ask to be informed about processing, request access to or correction of personal data, object to certain processing, and seek review of a significant decision based solely on automated processing. Some rights may be limited where disclosure would reveal another person’s information or where retention is legally required.

For school records, contact the relevant school first. For platform-operation questions, email sirchrisedutechsolutions@gmail.com. You may also raise a concern with Ghana’s Data Protection Commission.

The app uses essential cookies or browser storage for authentication, security, session continuity and appearance preferences. These are needed for the service to work. The current platform does not use personal data for advertising. If optional analytics or advertising technologies are introduced, this policy and any required consent controls will be updated first.

We may update this policy when the platform, law or service providers change. The revised version and effective date will be posted here, and material changes may also be communicated through the platform or a school administrator.

Privacy enquiries: sirchrisedutechsolutions@gmail.com or 0207400525 / 0249617762. Schools should also publish the contact point they want learners, parents and staff to use for school-record requests.