This Privacy Policy applies to EduSphere Cloud and all services operated by Soloz Technologies. By using our platform, schools, staff, parents, and guardians agree to the collection and use of information as described in this policy.
1 Overview
EduSphere Cloud ("we," "us," or "our") is a school management platform developed and operated by Soloz Technologies. We understand that schools entrust us with sensitive data about students, families, and staff. We take this responsibility very seriously.
This Privacy Policy describes how we handle personal information we receive through:
- School administrator and staff accounts
- Student enrollment and academic records
- Parent and guardian portal access
- Financial transactions and billing records
- Our public-facing website and communications
2 Data We Collect
We collect different types of information depending on how you use our platform:
2.1 Account & Identity Data
- Full name and contact information (email address, phone number)
- School name, address, and registration details
- Login credentials (passwords are stored in encrypted form)
- Staff roles and access level assignments
2.2 Student & Academic Data
- Student name, date of birth, gender, and admission number
- Class, academic term, and year group information
- Academic results, report cards, and assessment records
- Attendance records
- Parent/guardian names and contact information
2.3 Financial Data
- Fee payment records and outstanding balances
- Invoice and receipt history
- School expense logs
- Subscription and billing information (processed via secure payment gateways)
2.4 Technical & Usage Data
- IP address, browser type, and device information
- Pages visited and actions taken within the platform
- Session timestamps and login history
- Error logs and diagnostic data
3 How We Use Your Data
We use the data we collect for the following legitimate purposes:
- Service Delivery: To provide school management features, generate reports, process payments, and maintain academic records.
- Account Management: To authenticate users, manage role-based access, and maintain account security.
- Communication: To send system notifications, billing alerts, and important platform updates.
- Support: To diagnose technical issues and provide customer assistance.
- Platform Improvement: To analyze usage patterns anonymously and improve the product experience.
- Legal Compliance: To meet applicable data protection regulations and fulfill legal obligations.
We do not sell, rent, or use student data for advertising purposes.
4 Data Sharing & Disclosure
We do not sell or trade your personal data to third parties. We may share data only in the following limited circumstances:
- Within Your School: Authorized staff members see only the data relevant to their role as configured by your school administrator.
- Payment Processors: Financial transactions are processed through PCI-compliant gateways (e.g., Flutterwave). We do not store raw card data.
- Hosting Infrastructure: Our servers are hosted on trusted cloud infrastructure providers who are bound by data processing agreements.
- Legal Requirements: We may disclose information if required by law, court order, or government authority.
- Business Transfers: In the event of a merger or acquisition, data may be transferred to the new entity, with notice provided to users.
We never share student data with advertisers, marketing companies, or unrelated third parties.
5 Data Storage & Security
We take appropriate technical and organizational measures to protect your data against unauthorized access, loss, or alteration:
- All data is transmitted over HTTPS using TLS encryption
- Passwords are hashed using industry-standard bcrypt algorithms
- Role-based access control (RBAC) restricts what each user can view and modify
- Comprehensive audit trails log all significant data changes
- Regular automated backups of all institutional data
- Servers are secured with firewall rules and intrusion detection
While we implement strong security practices, no system can guarantee absolute security. We encourage users to use strong passwords and report any suspected unauthorized access immediately.
6 Data Retention
We retain personal data for as long as necessary to provide our services and comply with legal obligations:
- Active Accounts: Data is retained for the duration of the school's subscription.
- After Subscription Ends: Data is retained for up to 90 days to allow for reactivation, after which it is permanently deleted upon written request.
- Financial Records: Billing and payment records may be retained for up to 7 years to comply with financial regulations.
- Log Data: Access and error logs are retained for up to 12 months.
Schools may request deletion of their data by contacting us directly. Individual student records are managed by the school as the data controller.
7 Your Rights
Depending on your location and applicable laws, you (and your school) may have the following rights regarding personal data:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure: Request deletion of your personal data (subject to legal retention obligations).
- Right to Restriction: Request that we limit processing of your data in certain circumstances.
- Right to Portability: Receive a copy of your data in a machine-readable format.
- Right to Object: Object to processing of your personal data for certain purposes.
To exercise any of these rights, please contact us using the details in Section 11. We will respond within 30 days.
School administrators (as data controllers) are responsible for managing individual student and parent data access requests within their institution.
8 Cookies & Tracking
We use cookies and similar technologies to operate and improve our platform:
- Essential Cookies: Required for login sessions, CSRF protection, and basic functionality. These cannot be disabled.
- Preference Cookies: Remember your settings and preferences across visits.
- Analytics Cookies: Help us understand how the platform is used (anonymized data only).
We do not use third-party advertising cookies or behavioral tracking technologies on our platform.
9 Children's Data
EduSphere Cloud processes student data, which may include data about minors. We treat all student data with the highest level of protection:
- Student data is only accessible to authorized school staff and the student's parent/guardian.
- Student data is never used for advertising or profiling purposes.
- Schools are responsible for obtaining appropriate consents from parents/guardians as required by their local regulations.
- We comply with applicable laws regarding the collection and processing of children's personal data.
10 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will:
- Update the "Effective Date" at the top of this page
- Post a notice within the platform dashboard
- Notify school administrators by email for material changes
Continued use of EduSphere Cloud after any changes indicates your acceptance of the updated policy.