1. Overview
EzySchool ("we", "our", or "us") is committed to protecting the privacy of schools, their staff, students, and families who use the EzySchool platform ("Service"). This Privacy Policy explains what information we collect, how we use it, and the choices available to you.
By using EzySchool, you agree to the collection and use of information in accordance with this policy. If you are a school administrator accepting these terms on behalf of your institution, you represent that you have the authority to do so.
2. Information We Collect
We collect information in the following ways:
Account and School Information When a school registers, we collect the school name, contact name, email address, subdomain, and subscription details.
User Account Data Administrators, teachers, accountants, and other school staff accounts include names, email addresses, assigned roles, and login credentials (passwords are stored hashed and never in plain text).
Student and Guardian Records Schools upload student data including names, date of birth, enrollment status, academic records, attendance, grades, and guardian contact details. This data belongs to the school. EzySchool processes it only as directed by the school.
Usage Data We collect technical information including IP addresses, browser type, pages visited, session duration, and error events. This is used to maintain platform stability and improve the user experience.
Cookies and Local Storage We use session cookies to maintain authentication and preferences. We do not use third-party advertising cookies.
3. How We Use Your Information
We use collected information to:
• Provide, operate, and improve the Service • Authenticate users and maintain session security • Send transactional communications such as password resets and service updates • Respond to support requests • Detect and prevent fraud or abuse • Comply with legal obligations
We do not sell, rent, or share your personal information with third parties for marketing purposes.
4. School and Student Data
EzySchool operates as a data processor for all student and staff information entered by schools. Schools act as the data controller for their School Data and are responsible for ensuring they have the legal authority to collect, upload, and process that data under applicable data protection laws (including GDPR, FERPA, POPIA, or equivalent national frameworks).
We process School Data solely to deliver the Service and do not access it for any other purpose. Our staff may access School Data only when necessary to provide technical support, and only with appropriate authorisation.
Schools may export or request deletion of their School Data at any time. See Section 8 for data subject rights.
6. Data Security
We take security seriously and implement appropriate technical and organisational measures to protect your data, including:
• Encryption of data in transit using TLS • Encrypted storage for sensitive fields • Role-based access controls limiting staff access to School Data • Regular security reviews and vulnerability assessments • Tenant isolation ensuring one school's data is inaccessible to others
No system is completely immune to security breaches. If a breach occurs that affects your data, we will notify affected schools in accordance with applicable law.
7. Data Retention
We retain account and usage data for the duration of the subscription and for a period of up to 12 months after termination to support auditing and recovery requests.
School Data (student records, staff data, financial records) is retained for 30 days after subscription termination, after which it is permanently deleted from our systems unless a longer retention period is required by law.
Schools may request earlier deletion of their data by contacting support@ezyschool.app.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
• Right to access – Request a copy of the data we hold about you • Right to correction – Request correction of inaccurate data • Right to deletion – Request deletion of your personal data ("right to be forgotten") • Right to portability – Request your data in a machine-readable format • Right to object – Object to certain types of processing • Right to restrict processing – Request that we limit how we use your data
To exercise any of these rights, contact us at support@ezyschool.app. We will respond within 30 days. Schools (as data controllers) are primarily responsible for handling data rights requests from their students and staff.
9. Children's Privacy
EzySchool is a platform used by schools to manage student records, which may include records for minors. Schools are responsible for obtaining appropriate consent from parents or guardians in accordance with applicable law before uploading student data.
We do not knowingly collect personal information directly from children under the age of 13 outside of school-administered accounts. If you believe we have inadvertently collected such data, please contact us immediately.
11. International Data Transfers
EzySchool may process data on servers located in different regions. When School Data is transferred across borders, we ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect data in transit and at rest.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify schools of material changes by email or by posting a notice in the platform at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.
13. Contact Us
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us:
Email: support@ezyschool.app Website: ezyschool.app/privacy