Privacy Policy
At SchoolPilot, we are committed to protecting the privacy and confidentiality of all users' data, including schools, students, staff, and guardians. This Privacy Policy outlines how we collect, use, store, and protect your information when you use the SchoolPilot system.
1Who We Are
SchoolPilot is a comprehensive school management system designed to help educational institutions in Uganda manage student records, staff data, attendance, discipline, finances, health, library, and communication in a digital and efficient manner.
2Information We Collect
We collect the following categories of data from schools and system users:
a. Student Information
- Full name, date of birth, gender, student ID
- Academic records, report cards, discipline records
- Attendance, medical records (Sick Bay)
- Fee balances and payment history
b. Staff Information
- Full name, position, contact information
- Attendance records and assigned classes
- Staff performance and responsibilities
c. Parent/Guardian Information
- Name, contact number (used for SMS notifications)
d. School Records
- Class structures and timetables
- Library and science lab inventory
- Kitchen usage and visitor logs
e. System Usage Information
- Login history, activity logs, and IP addresses for security purposes
3How We Use Your Information
We use collected data to:
- Provide and improve SchoolPilot services
- Generate report cards, track attendance, and fees
- Communicate with parents via SMS
- Help school administrators manage academic and operational activities
- Support system maintenance, troubleshooting, and analytics
To improve our services, we may analyze aggregated and anonymized usage data (e.g., which features are most popular) to guide future development. This analysis never involves accessing or reviewing the personal information of individual students or staff.
4Data Storage and Security
We take all reasonable measures to ensure that your data is:
- Stored securely on servers using industry-standard encryption at rest (e.g., AES-256)
- Regularly backed up to secure, geographically separate locations to prevent data loss
- Accessible only to authorized users
All communication between your device and our servers is protected by encryption in transit (SSL/TLS). We use password-protected accounts, encrypted communication, and system firewalls to prevent unauthorized access.
5Sharing of Information
We do not sell or share any user data with third parties, except:
- With your school's authorized personnel
- When legally required by a court or government authority
- With technical partners under confidentiality agreements for system support
6Data Ownership
"You own your data; we manage and protect it."
All data entered into SchoolPilot remains the property of the respective school. We only act as the data processor, meaning:
Upon request or contract termination, schools may request a full export or deletion of their data.
7Data Access and Control
Only school administrators and authorized users can access specific data modules. Role-based permissions ensure that users see only the information relevant to their role (e.g., teachers, bursars, librarians).
8Cookies and System Logs
Our web-based platform may use minimal cookies to maintain session logins and user preferences. No tracking or advertising cookies are used.
System logs may record basic technical data like IP addresses and login times for security auditing.
9User Rights
Under Uganda's Data Protection and Privacy Act, 2019, and international best practices, you have the right to:
- Access the data we store about your school or child
- Request correction of inaccurate information
- Request deletion of your data (subject to school approval)
- Withdraw your consent where applicable
10Data Retention Policy
We retain your data:
- As long as you are a customer
- For up to 12 months after service cancellation to allow for account reactivation and to resolve any final billing or support inquiries, unless you request earlier deletion
Backups containing your data are retained securely for a limited period for disaster recovery purposes only and are protected by the same security measures as live data.
11Third-Party Services
In some cases, we may integrate or work with services like SMS gateways (e.g., MTN/Airtel SMS API). These are carefully selected and comply with our privacy standards.
12Children's Privacy
SchoolPilot does not directly interact with students. All student data is provided by the school and managed under school authority. We rely on schools to obtain proper consents from parents or guardians where required.
13Changes to This Policy
We may update this Privacy Policy to reflect changes in technology or law. Updates will be posted on our platform, and major changes will be communicated directly to school administrators.
14Contact Us
If you have any questions or requests regarding this policy, please contact us: