Privacy & Data Protection

Data Controller

Your school (“the school”) is the data controller responsible for your personal data. SkoolMate OS acts as a data processor on behalf of the school.

What We Collect

• Identity: name, phone number, email address
• Education: grades, attendance, class assignments
• Financial: fee balances, payment records
• Health: health records (if entered by the school)
• Access: login times, device information

Purpose of Processing

Data is processed to: manage student records, track academic progress, collect fees, communicate with parents, comply with MoES/UNEB reporting requirements, and provide the SkoolMate service.

Data Retention

Student records are retained for the duration of enrollment plus 7 years (per UNEB requirements). Parent/guardian contact data is retained while the student is enrolled. You may request deletion at any time.

Third-Party Sharing

Data is shared only with: school administrators, UNEB (for exam registration), MoES (for statutory reports), and payment processors (for fee collection). We do not sell personal data.

Data Storage & Security

Data is stored on encrypted servers with role-based access control. All transmissions use TLS encryption. Backups are encrypted and access-logged.

Children's Data

Student data is processed under legitimate interest and contractual necessity. Schools must obtain informed consent from parents/guardians before entering student data. Students under 18 have additional protections under Section 10 of the PDPA.

Your Rights

Under the PDPA, you have the right to: access your data, correct inaccuracies, withdraw consent, request data portability, and request deletion. Use the tools below or contact your school administrator.

Complaints

You may lodge a complaint with the National Information Technology Authority (NITA-U) or the Office of the Data Protection & Privacy Officer, PDPO, Kampala.