Privacy Policy
Our commitment to protecting your school's data in compliance with Ghana's Data Protection Act, 2012 (Act 843)
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1. Introduction
GHBasic Pro ("we", "our", or "us") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our school management software and services.
🇬🇭 Ghana Data Protection Compliant: This policy is designed to comply with the Ghana Data Protection Act, 2012 (Act 843) and reflects our commitment to protecting the privacy of Ghanaian schools, students, and educators.
By using GHBasic Pro, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our services.
2. Information We Collect
2.1 School Information
- School Details: School name, address, contact information, and digital address
- Administrator Information: Names, email addresses, phone numbers of headteachers and administrators
- Billing Information: Payment details (processed securely through third-party providers)
2.2 Teacher Information
- Personal Details: Names, contact information, and teaching assignments
- Professional Information: Subjects taught, classes assigned, and login credentials
- Usage Data: Login times, actions performed within the platform
2.3 Student Information
- Demographic Data: Full name, date of birth, gender, and student ID
- Academic Records: Class assignments, attendance records, marks, and academic performance
- Parent/Guardian Information: Names, phone numbers, and email addresses for communication
- BECE Related Data: Subject grades, aggregates, and examination records
2.4 Technical Data
- Device Information: IP address, browser type, operating system
- Usage Patterns: How you interact with our platform
- Cookies: See our Cookies section for details
3. Student Data - Our Special Responsibility
⚠️ Important: We treat student data with the highest level of care and responsibility. GHBasic Pro never sells student information and only uses it to provide educational services to schools.
As a school management platform, we understand the sensitive nature of student data. Our handling of student information is guided by these principles:
- School Ownership: Schools retain full ownership and control of all student data
- Limited Use: We only process student data as instructed by the school
- No Advertising: We never use student data for targeted advertising
- Parental Rights: Parents can request access to their child's data through their school
| Data Category | Purpose | Retention Period |
|---|---|---|
| Basic Information | Student identification and class assignment | Until school account termination + 1 year |
| Academic Records | Report card generation and performance tracking | Indefinitely for historical records |
| Parent Contact | SMS and email communication | Until school account termination |
| BECE Results | Aggregate calculation and certification | Permanent (for verification purposes) |
4. How We Use Your Information
4.1 Primary Purposes
- Service Delivery: To provide school management features including student registration, report card generation, and performance analytics
- Communication: To send important updates, result notifications, and administrative messages via SMS and email
- Improvement: To analyze usage patterns and improve our platform's features and user experience
- Support: To respond to your inquiries and provide technical assistance
4.2 Legal Basis for Processing (GDPR/Ghana Data Protection Act)
- Contract Performance: Processing necessary to provide our services to your school
- Legal Obligation: Compliance with Ghana Education Service requirements and data protection laws
- Legitimate Interests: Improving our services and maintaining security
- Consent: Where required, we obtain explicit consent for specific processing activities
5. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share information only in these limited circumstances:
| Recipient | Purpose | Data Shared |
|---|---|---|
| SMS Providers | Sending result notifications to parents | Phone numbers, student names, result summaries |
| Email Service Providers | Sending report cards and communications | Email addresses, student information |
| Payment Processors | Processing subscription payments | Payment details (we never store card information) |
| Ghana Education Service | Regulatory compliance (when required by law) | Aggregated, anonymized statistics |
All third-party providers are vetted and contractually obligated to protect your data and use it only for the specified purposes.
6. Data Security
🔒 Enterprise-Grade Security: We implement multiple layers of security to protect your school's data.
6.1 Technical Measures
- Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
- Access Control: Role-based permissions (admin, teacher) with granular controls
- Authentication: Secure password hashing and optional two-factor authentication
- Firewalls: Enterprise-grade firewalls and intrusion detection systems
6.2 Organizational Measures
- Staff Training: All employees undergo regular data protection training
- Background Checks: Employees with data access undergo background verification
- Confidentiality: All staff sign confidentiality agreements
- Audits: Regular security audits and penetration testing
6.3 Data Backup
- Daily Backups: Automated backups every 24 hours
- Redundancy: Data stored in multiple secure locations
- Disaster Recovery: Documented recovery procedures tested quarterly
- Retention: Backups retained for 30 days
7. Data Retention
We retain your data for as long as your school maintains an active account. Upon termination:
- Active Data: Available for export for 30 days after account closure
- Backups: Retained for an additional 30 days then securely deleted
- Archival: Anonymized statistical data may be retained for analytics
- Legal Requirements: Some data may be retained longer if required by Ghanaian law
Schools can request data deletion at any time by contacting our support team.
8. Your Rights Under Ghana Data Protection Act
As a data subject, you have the following rights:
| Right | Description | How to Exercise |
|---|---|---|
| Right to Access | Request a copy of your personal data | Email privacy@ghbasicpro.com with your request. We respond within 30 days. |
| Right to Rectification | Correct inaccurate or incomplete data | |
| Right to Erasure | Request deletion of your data | |
| Right to Restrict Processing | Limit how we use your data | |
| Right to Data Portability | Receive your data in a portable format | Use the export feature in your dashboard or contact support |
| Right to Object | Object to certain processing activities | Contact our Data Protection Officer |
For students, these rights are typically exercised by parents or school administrators. Please contact your school directly for student data requests.
10. Children's Privacy
GHBasic Pro is used by schools to manage educational data for students under 18. We do not knowingly collect personal information directly from children without parental consent. Student data is provided by schools and used only for educational purposes.
If you are a parent or guardian and believe your child's information has been collected improperly, please contact your school administrator or email us at privacy@ghbasicpro.com.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by:
- Posting the new policy on this page with an updated "Last Updated" date
- Sending an email notification to school administrators
- Displaying a notice within the platform dashboard
We encourage you to review this policy periodically. Continued use of GHBasic Pro after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact our Data Protection Officer:
Data Protection Officer
We're here to address your privacy concerns and ensure your data is protected.