Privacy notice
How the school collects, uses and protects personal information about learners, parents and staff.
This notice follows Uganda's Data Protection and Privacy Act, 2019 and its Regulations. Questions or requests: the school office (or , ).
1. Who is responsible for your information
The school is the data controller: it decides what information is collected and why. The school uses the Educational System, provided by ProSync AI, to run its website and portal. ProSync AI is a data processor: it stores and processes information only on the school's instructions, under a written data processing agreement, and never sells it or uses it for advertising.
2. What we collect
- Learners: name, admission number, sex, date of birth, class, house, subjects (and A-level combination in secondary schools), marks, report cards, attendance, behaviour records, homework, timetable, fees and payments, and photographs (only with consent).
- Parents and guardians: name, relationship, phone number, email address, payments made, and messages sent to you by the school.
- Staff: name, job title, department, work contact details, the classes and subjects taught, and a profile photo if provided.
- Applicants: details given in the online admissions form.
- Portal use: sign-in records and a log of important changes (for example, who recorded a payment), kept for security.
3. Why we use it
- To teach, assess and report on learners' progress, and to promote them to the next class.
- To keep learners safe: attendance, behaviour and contacting families quickly.
- To manage school fees, receipts and bursaries.
- To communicate with families by SMS, WhatsApp, email and the portal.
- To meet legal duties, such as UNEB registration and Ministry of Education returns.
- With consent: to publish photographs of learners on the website and in school publications.
4. Children's information
Most learners are under 18. We collect and use their information with the knowledge of their parents or guardians, and only for education and welfare. Photographs of learners are published only when a parent or guardian has given consent, and consent can be withdrawn at any time.
5. Who can see it
- Parents and guardians see only their own children's information; learners see only their own.
- Teachers see the classes and subjects they teach; the bursar sees fees; the head teacher and administrators see what they need to run the school.
- We share information with UNEB, the Ministry of Education and Sports and other authorities when the law requires it, and with payment and messaging providers only as needed to process a payment or send a message.
- The school's staff can use AI tools to draft report comments and messages and to answer questions about school records. Learners' names are replaced by codes before any information is sent to the AI service, and a member of staff checks every draft. The website's "Ask us" assistant uses only the information published on this website.
6. Where it is kept and how it is protected
Information is stored on secure cloud servers that may be located outside Uganda, with safeguards required by the Act. Access is protected by passwords or one-time codes, every school's data is kept separate from every other school's, connections are encrypted, and important changes are logged.
7. How long we keep it
Learner records and results are kept for as long as the learner attends and for a period afterwards as required for references, examinations and the law. Messages and sign-in logs are kept for a shorter period. Information that is no longer needed is deleted or anonymised.
8. Your rights
You may ask to see the information we hold about you or your child, ask us to correct it, ask us to stop using it or delete it where the law allows, and object to its use for a particular purpose. Contact the school using the details above. If you are not satisfied with our answer, you may complain to the Personal Data Protection Office (National Information Technology Authority – Uganda).
9. Changes
We will update this notice when our practices change and tell parents through the portal.
Template provided by ProSync AI for schools using the Educational System. Each school should review it with its own legal adviser before use.