Effective Date: 1st January, 2026
1. Introduction
EduTrackSMS (“we”, “our”, or “the system”) is committed to protecting the privacy and security of all users, including schools, administrators, teachers, students, and parents. This policy explains how we collect, use, store, and protect your information when you use our platform.
2. Information We Collect
We collect only the information necessary to provide our services effectively. This may include:
Student Information: Name, class, attendance records, academic performance
Staff Information: Names, roles, payroll details
Parent/Guardian Information: Names, phone numbers, email addresses
Financial Data: School fees records, payment history, income and expenses
System Usage Data: Login activity and system interactions
3. How We Use Your Information
We use collected data strictly for educational and administrative purposes, including:
Managing student records and academic performance
Processing school fees and financial records
Managing payroll and staff records
Sending SMS notifications and school updates
Improving system performance and user experience
We do not sell or share user data with third parties for marketing purposes.
4. Data Security
We take strong measures to protect your data from unauthorized access, loss, or misuse:
Secure login systems with password protection
Role-based access control (only authorized users can access specific data)
Data encryption during transmission
Regular system monitoring and updates
Secure cloud or server storage
5. User Access Control
Access to data is restricted based on user roles:
Administrators: Full system access
Teachers: Access to academic-related data only
Account Officers: Access to financial and payroll data
Parents/Students: Access to their own information only
6. Data Confidentiality
All data stored in EduTrackSMS is treated as confidential. We ensure that:
School data belongs to the school and is not shared without permission
Staff handling data are bound by confidentiality obligations
Sensitive information is accessed only when necessary
7. Data Retention
We retain data only for as long as necessary to provide our services. Schools may request data export or deletion where applicable.
8. SMS Communication & Third-Party Service
EduTrackSMS uses mNotify, a trusted SMS gateway provider in Ghana, to deliver SMS notifications to parents and users.
Phone numbers and message content are securely transmitted to mNotify solely for the purpose of delivering SMS notifications
mNotify processes this data in accordance with its own privacy and security standards
EduTrackSMS ensures that only necessary data is shared for communication purposes
9. System Availability & Backup
To ensure reliability:
Regular data backups are performed
Systems are monitored to minimize downtime
Recovery procedures are in place in case of system failure
10. User Responsibilities
Users are responsible for:
Keeping login credentials secure
Not sharing passwords with unauthorized persons
Logging out after using shared devices
11. Updates to This Policy
We may update this Privacy & Security Policy from time to time. Any changes will be communicated through our website or system notifications.
12. Contact Us
If you have any questions about this policy, please contact us:
EduTrackSMS Support Team
Website: https://www.edutracksms.com
Email: hello@edutracksms.com
Phone: +233240229932
Conclusion
EduTrackSMS is committed to maintaining the highest standards of data privacy and security, ensuring that schools can confidently manage their academic and financial records in a safe digital environment.