1. Overview
Schode ("Schode", "we", "us", or "our") provides an AI-powered school management platform designed to help schools manage their academic, administrative, financial and operational activities.
Schode is designed for use by schools and members of their school communities, including administrators, proprietors, teachers, staff, students and parents or guardians.
This Privacy Policy explains how personal data is handled when you access or use Schode's websites, school portals, applications, communication features and related services.
Important: Where a school uses Schode to collect and manage information about its students, parents, teachers or other members of its community, that school may determine why and how that information is processed. In those circumstances, the school may be the data controller, while Schode may process the data on the school's behalf as a service provider or data processor, subject to the applicable agreement and law.
This policy should therefore be read together with the privacy notices, policies or instructions provided by the relevant school where applicable.
2. Scope of This Policy
This policy applies to personal data processed in connection with:
- the public Schode website;
- school portals and dashboards;
- staff, student and parent accounts;
- school administration and management activities;
- academic, examination and report-card functions;
- attendance, timetable, hostel and transport functions;
- fee management, payments, receipts and financial records;
- school websites, admissions, forms, events and communications;
- analytics, reporting and operational tools;
- AI-powered features and assistants; and
- communications with Schode, including support requests.
This policy does not govern third-party websites, applications or services that may be linked to or integrated with Schode. Those services have their own privacy practices.
3. Information We Collect
The information we collect depends on how you interact with Schode and the features enabled by the school using the platform.
3.1 Account and Identity Information
Depending on your role, this may include your name, email address, telephone number, username, password or authentication credentials, role, school affiliation and account status.
3.2 School and Student Information
Schools may enter information necessary to operate their school-management activities. Depending on the school's configuration, this may include student names, admission information, class and session information, guardian information, enrollment records, academic records, attendance, behaviour or discipline records, examination information, report cards and related educational records.
3.3 Staff Information
School staff records may include names, contact details, roles, qualifications or employment information, attendance, leave requests, permissions, assignments and other information necessary for school administration.
3.4 Financial and Transaction Information
Where fee-management or payment functionality is used, Schode may process information relating to fee structures, amounts due, payment status, receipts, discounts, refunds and transaction references.
Where a third-party payment service is used, payment information may also be processed by that provider under its own privacy policy. Schode does not require users to provide complete payment-card credentials directly to Schode where the relevant payment process is handled by a third-party payment provider.
3.5 Communications and Uploaded Content
We may process information you provide through admissions forms, contact forms, support requests, notices, messages, documents, attachments, assignments and other content submitted through Schode.
3.6 Technical and Usage Information
When you use Schode, certain technical information may be collected automatically, including IP address, browser type, device type, operating system, approximate location derived from technical information, pages or features accessed, timestamps, referring pages, authentication events, error information and other diagnostic or security information.
3.7 Cookies and Similar Technologies
We may use cookies, local storage and similar technologies to maintain sessions, remember preferences, provide essential functionality, improve security, understand service usage and, where applicable, measure website performance.
3.8 Information Provided by Schools or Other Users
If a school administrator creates an account for you or enters information about you into Schode, we may receive your information from that school rather than directly from you.
4. How We Use Personal Data
We use personal data only for legitimate and specified purposes connected with providing, securing, maintaining and improving Schode.
These purposes may include:
- creating and managing user accounts;
- providing school-management functionality;
- managing students, staff, classes and academic sessions;
- administering examinations, grades and report cards;
- managing attendance and timetables;
- managing fees, payments, receipts, refunds and financial records;
- supporting school websites, admissions, events and communications;
- providing analytics, reports and operational insights;
- providing AI-assisted features;
- providing customer support;
- preventing fraud, abuse, unauthorised access and other security incidents;
- diagnosing errors and improving reliability;
- enforcing our agreements and protecting our legal rights;
- complying with legal and regulatory obligations; and
- communicating important service, security or account-related information.
We do not sell personal data to third parties.
5. Lawful Bases for Processing
Where applicable, we process personal data on one or more lawful bases recognised by applicable data protection law, including the Nigeria Data Protection Act 2023.
| Lawful basis | Examples |
|---|---|
| Contract | Creating accounts, providing contracted services and administering a school's subscription or service relationship. |
| Legal obligation | Processing required to comply with applicable laws, regulations, court orders or lawful requests. |
| Legitimate interests | Security, fraud prevention, service reliability, operational administration and improvement, where those interests are not overridden by applicable rights and protections. |
| Consent | Processing for which applicable law requires consent or where we otherwise request consent. |
| Vital or public interests | Where recognised by applicable law and necessary in the relevant circumstances. |
The lawful basis depends on the particular processing activity and the role of Schode and the relevant school in relation to that data.
6. Schools and Data They Manage
Schode is a school-management platform. Schools using Schode may upload and manage personal data about students, parents, guardians, teachers, administrators and other individuals.
For school-managed information, the school generally determines what information it collects, why it is collected, who can access it and how long it should be retained.
Schode processes such information to provide the services requested by the school and in accordance with applicable agreements, instructions and applicable data-protection law.
If you are a student, parent, guardian or staff member of a school using Schode: questions about why your school collected particular information, school-specific retention periods, school-specific disclosures, or access to information controlled by the school may need to be directed to your school first.
Schools are responsible for ensuring that their use of Schode, including the information they upload, permissions they assign and instructions they give to Schode, complies with applicable law.
8. International Data Transfers
Some of our infrastructure or service providers may process personal data in countries other than Nigeria.
Where personal data is transferred outside Nigeria, we take steps required by applicable data protection law to ensure that the transfer is subject to appropriate safeguards and protections.
Depending on the circumstances and applicable law, those safeguards may include an adequacy decision, contractual protections, consent or another lawful transfer mechanism.
9. Children's and Students' Data
Schode is designed for schools and may therefore process information relating to students who are children.
We recognise that children's personal data requires particular care and protection.
Where a school uses Schode to manage student information, the school is responsible for determining the appropriate lawful basis and obtaining any consent or authorisation required by applicable law.
Where consent is the applicable lawful basis for processing a child's personal data, appropriate parental or guardian consent and age or authority verification will be handled in accordance with applicable law and the relevant school or organisation's responsibilities.
We do not knowingly use children's information for unrelated advertising or sell children's personal data.
Parents and guardians: If you believe that information about a child has been submitted to Schode improperly, please contact the relevant school and/or contact us using the details provided below so that the matter can be reviewed.
10. Artificial Intelligence Features
Schode includes AI-assisted functionality designed to support school administration, teaching, learning and analysis.
Depending on the features enabled, information submitted to or generated by AI features may include academic information, examination content, questions, answers, performance information, teacher inputs, school information and other content provided by an authorised user.
AI features may be used to assist with activities such as question generation, grading assistance, academic analysis, personalised remarks, student support and school assistance.
Human oversight: AI-generated information can contain errors and should be reviewed by an appropriately authorised human before it is relied upon for important educational, administrative or student-related decisions.
Schode does not treat an AI-generated response as a substitute for the professional judgment of a teacher, school administrator, parent, guardian or other qualified person.
We take reasonable measures to ensure that AI functionality is used only for legitimate purposes connected with the services and is subject to appropriate access controls and safeguards.
12. Data Security
We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, destruction, loss and other unlawful processing.
Depending on the nature of the information and the risks involved, these measures may include:
- authentication and access controls;
- role-based permissions;
- secure communication technologies;
- monitoring and audit mechanisms;
- security logging;
- protection against unauthorised access;
- controlled access to production systems; and
- backup and recovery measures appropriate to the service.
No internet-based service can guarantee absolute security. Users are also responsible for protecting their account credentials and notifying the appropriate school or Schode if they suspect unauthorised access.
13. Data Retention and Deletion
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, to provide the requested services, to comply with legal obligations, to resolve disputes, enforce agreements, maintain security or otherwise satisfy a lawful purpose.
The applicable retention period can therefore vary depending on the type of information, the service, the school's instructions, contractual requirements and applicable law.
When personal data is no longer required, we take reasonable steps to delete, anonymise or otherwise securely dispose of it, subject to applicable legal, security, backup and archival requirements.
Where a school controls the relevant personal data, deletion requests may need to be directed to the school because the school determines the applicable retention requirements.
14. Your Data Protection Rights
Subject to applicable law and any lawful limitations, you may have rights in relation to your personal data.
These rights are subject to exceptions and limitations under applicable law. Exercising a right does not necessarily require us to delete information that we are legally required or otherwise permitted to retain.
Where the relevant information is controlled by a school, we may refer your request to the school or assist the school in responding to the request as appropriate.
15. Personal Data Breaches
We maintain procedures designed to identify, investigate, contain and respond to personal data incidents.
Where a personal data breach occurs, we will take steps required by applicable law, which may include assessing the nature and risk of the incident, taking corrective measures, documenting the incident and notifying relevant parties or authorities where legally required.
Where the affected information is processed on behalf of a school, we will cooperate with the school in accordance with applicable contractual and legal requirements.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to Schode, our data practices, applicable technology or legal requirements.
When we make material changes, we will take reasonable steps to provide an appropriate notice, depending on the nature of the change.
The "Last updated" date at the top of this policy indicates when the current version became effective.
17. Contact Us
If you have questions about this Privacy Policy, wish to exercise a data protection right, or want to report a privacy concern relating to Schode, please contact Schode through the official contact channel made available on our website or within the Schode application.
If your concern relates specifically to information that a school has collected or controls through Schode, you should also contact the relevant school because that school may be the data controller for the information.
Data protection requests: When submitting a request, please provide enough information for us to verify your identity and understand the nature of your request. We may need additional information before acting on a request where verification is required by law or necessary to protect another person's information.
Nothing in this Privacy Policy limits any rights available to you under applicable data protection or other applicable law.
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