Privacy Policy

1. Who is responsible

For most student, parent, staff, and school records, the School that registers on Skoolix decides what to enter and who may access it. Skoolix provides the platform and processes that data to deliver the Service. Skoolix also processes account, billing, messaging-credit, and platform-operation data as needed to run subscriptions, support, security, and the public marketing site.

2. Information we collect

Depending on your role and which features the School enables, we may process:

Account and profile

• Names, email addresses, phone numbers, role (e.g. owner, admin, teacher, parent, student, staff, driver, seller)
• Passwords (stored hashed), profile photos/avatars, and school logos or mottos
• Login and session data needed to keep you signed in securely

School administration and academics

• Student enrolment, class and subject assignments, academic years and terms
• Daily attendance (including QR-based scan records and optional attendance photos where used)
• Assessments, gradebooks, report cards, homework/assignments, lesson notes, timetables, and academic calendars
• Parent–student links and emergency or secondary contact details the School stores

Fees and payments

• Fee structures, invoices, payment history, receipts, and extra-curricular fee items
• Online payment references when parents or schools pay via Paystack (card details are handled by Paystack, not stored in full by Skoolix)
• School settlement or bank details the School provides for payouts where applicable

Staff, HR, and payroll

• Staff directory records, leave requests, and staff attendance history
• Campus geofence settings (school pin, radius, school hours) used for on-campus staff check-in
• Device/client identifiers and approximate location when staff mark attendance using the School's campus location rules
• Payroll runs, payslips, salary and allowance figures, SSNIT numbers, PAYE-related tax information, and bank details used for payroll

Messaging and notifications

• In-app notifications and notice-board posts
• SMS and WhatsApp message content, recipient numbers, delivery status, and credit balances/purchases for the School's messaging wallet
• Optional push-notification device tokens if you enable browser or device push alerts
• School chat messages where the chat feature is enabled on the School's plan

Transport

• Bus routes, drivers, and vehicle assignments
• Live or recent location data used for parent bus/ward tracking where the School's plan includes transport tracking (see also Skoolix Driver below)
• Trip records including student pickup and drop-off timestamps on active routes

Public feed, shop, and marketplace

• Public feed posts, images, comments/reactions, and which schools a user follows
• School public profile details shown on the feed (name, logo/avatar, posts)
• Shop or marketplace listings and related seller information within the School or sellers area
• Moderation reports submitted about public feed content

Billing and subscriptions

• Plan selection (Standard, Pro, Premium), student-band pricing, subscription status, and invoices
• Paystack checkout references for plan renewals and SMS/WhatsApp credit top-ups

Technical and usage data

• IP address, browser/device type, approximate logs for security and diagnostics
• Preferences such as theme or text size stored in your browser
• Optional AI-assisted chat prompts/responses if you use built-in AI features (treated as Service content subject to this policy)

3. How we use your information

• Operate school workflows: enrolment, classes, attendance, academics, report cards, fees, notices, and calendars
• Support staff HR: leave, on-campus attendance, payroll calculations, and payslip access
• Send operational notifications (fee reminders, attendance alerts, notices, calendar updates) via SMS, WhatsApp, in-app alerts, or push
• Enable parent portals (progress, fees, reports, bus tracking) and teacher/student portals
• Run the public feed, shop/marketplace, and related moderation tools
• Process subscriptions and messaging credits via Paystack
• Secure the Service, prevent abuse, provide support, and improve reliability
• Comply with applicable Ghanaian law and respond to lawful requests

4. Location data

Location is used only for specific features: setting or checking the School's campus geofence for staff attendance, and transport/ward tracking where enabled (including via the Skoolix Driver app). Schools configure these features; we do not sell location data. You can usually deny browser/device permission, but then those features may not work.

5. Skoolix Driver

Skoolix Driver is used by school transport drivers to track the location of a school bus during active trips, so that parents and school administrators can verify the safe transport of students.

What we collect

• Location data (GPS coordinates) is recorded only while a driver has an active trip in progress. Location is not tracked at any other time.
• Driver login information (name, phone/email) used for authentication.
• Trip records including pickup and drop-off timestamps for students on that route.

How we use it

• Location data is shared in real time with parents linked to students on that specific route, and with school administrators, solely to provide live bus tracking and confirm student pickup/drop-off.
• We do not sell, rent, or share this data with third parties or advertisers.
• Location and trip data is retained only as long as necessary for the School's transport records and is deleted according to the School's data retention policy (and our retention practices in this Privacy Policy).

Your rights

• Parents may contact their school administrator to request details about, or removal of, their child's transport data.
• Drivers may contact their school administrator regarding their account data.

Questions about Skoolix Driver and this policy may also be sent to skoolixorganization@gmail.com.

6. Public content

Content posted to the Public feed (and similar public surfaces) can be visible to other Skoolix users according to feed settings (for example For you / Following). School admins should avoid posting personal data of students or staff that should remain private. Users may report abusive content through moderation tools where available.

7. How we share information

• Within the School: authorised roles can see data needed for their job (for example teachers see their classes; parents see linked children).
• Meta / WhatsApp Business Platform: recipient phone numbers and message content as needed to deliver WhatsApp notifications, subject to Meta's Privacy Policy.
• SMS gateway providers: recipient numbers and message content to deliver SMS.
• Paystack: payment and checkout data to process fees, subscriptions, and credit purchases.
• Service providers: hosting, email, error monitoring, or similar vendors under contracts that limit use of personal data.
• Legal: when required by law or to protect rights, safety, or the integrity of the Service.

We do not sell personal data.

8. Cookies and local storage

We use cookies and similar storage for authentication, security, and preferences (such as theme). Essential cookies are required for the Service to function. You can clear browser storage, but you may need to sign in again.

9. Data retention

We retain school, staff, student, and related operational data for as long as the School maintains an active account, and longer when needed for backups, disputes, security, or Ghanaian record-keeping and tax obligations (especially payroll, SSNIT, and PAYE-related records). Messaging logs and delivery records may be kept for a limited period for troubleshooting and billing integrity. Transport location and trip data from Skoolix Driver is retained only as long as needed for the School's transport records. See also our Data Deletion Instructions.

10. Data security

We apply reasonable technical and organisational measures, including access controls, role-based permissions within schools, and encrypted transmission where applicable. No method of transmission or storage is completely secure; Schools should also protect admin accounts and limit who can view payroll and student data.

11. Children's data

Skoolix processes student data that may relate to minors. That data is provided and managed by the School (and linked parents/guardians) as part of the School's administrative relationship with us. We do not knowingly collect personal data directly from children for marketing. Schools must only upload student information they are authorised to process.

12. Your rights

Subject to Ghanaian law and the School's role as the primary record-keeper, you may request access to, correction of, or deletion of your personal data by contacting us at skoolixorganization@gmail.com. School admins can often correct many records directly in the dashboard. Parents and drivers with questions about transport or Skoolix Driver data should start with their school administrator; they may also contact us at the address above. Deletion requests may be limited where retention is legally required (for example payroll and tax records). Step-by-step instructions: Data Deletion Instructions.

13. International processing

Skoolix is operated for schools in Ghana. Infrastructure or vendors may process data in other countries. Where that happens, we take steps appropriate to the nature of the data and applicable law.

14. Changes

We may update this policy as the Service grows. The "Last updated" date at the top will change when we do. Continued use of Skoolix after an update means you accept the revised policy, except where further consent is required by law.

15. Contact us

Privacy questions and requests: skoolixorganization@gmail.com.