1. Introduction
Kola Technologies ("we," "our," or "us") is committed to protecting the privacy of all users of our School Management System (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.
2. Information We Collect
2.1 Personal Information
We may collect personally identifiable information that you voluntarily provide to us when you register for the Service, including:
- Name, email address, and contact information
- School or institution name and details
- Student information (names, dates of birth, grade levels, etc.)
- Parent/guardian information and contact details
- Teacher and staff information
- Payment and billing information
2.2 Automatically Collected Information
When you access the Service, we automatically collect certain information about your device, including:
- IP address and browser type
- Operating system and device information
- Usage data and analytics
- Cookies and similar tracking technologies
3. How We Use Your Information
We use the information we collect for various purposes, including:
- Providing the Service: To create and manage your account, process enrollments, track attendance, manage grades, and facilitate communication between teachers, students, and parents.
- Processing Payments: To process subscription fees and other payments related to the Service.
- Communication: To send you administrative information, updates, and notifications about your account and the Service.
- Improving the Service: To understand how users interact with our Service and to improve functionality and user experience.
- Security: To monitor and prevent fraudulent transactions, unauthorized access, and other illegal activities.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes.
4. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as payment processing, data hosting, and analytics.
- Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
- With Your Consent: We may share your information with third parties when we have your explicit consent to do so.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- SSL/TLS encryption for data transmission
- Encrypted data storage
- Regular security audits and vulnerability assessments
- Access controls and authentication mechanisms
- Regular backups and disaster recovery procedures
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.
6. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.
When you terminate your account, we will delete or anonymize your personal information within a reasonable timeframe, except where we are required to retain it for legal or regulatory purposes.
7. Your Data Protection Rights
Depending on your location, you may have the following rights regarding your personal information:
- Right to Access: You can request copies of your personal information.
- Right to Rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
- Right to Erasure: You can request that we erase your personal information, under certain conditions.
- Right to Restrict Processing: You can request that we restrict the processing of your personal information, under certain conditions.
- Right to Data Portability: You can request that we transfer your data to another organization or directly to you, under certain conditions.
- Right to Object: You can object to our processing of your personal information, under certain conditions.
To exercise any of these rights, please contact us at support@kolapro.com.
8. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Types of cookies we use:
- Essential Cookies: Required for the Service to function properly
- Analytics Cookies: Help us understand how visitors interact with our Service
- Preference Cookies: Remember your preferences and settings
9. Children's Privacy
Our Service is designed for use by educational institutions to manage student information. We recognize the importance of protecting children's privacy, especially in the educational context.
We collect and process student information only as directed by schools and parents/guardians. We do not knowingly collect personal information from children under 13 without parental consent, except as permitted by applicable law for educational purposes.
Parents and guardians have the right to review, correct, or delete their child's personal information at any time by contacting their school or by contacting us directly.
10. International Data Transfers
Your information, including personal data, may be transferred to and maintained on computers located outside of your country or governmental jurisdiction where data protection laws may differ.
We primarily operate in Kenya, Uganda, and Tanzania, but we ensure that appropriate safeguards are in place when transferring data internationally to protect your information in accordance with this Privacy Policy.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us About Privacy
If you have any questions about this Privacy Policy or our data practices, please contact us: