Privacy Policy

1. Information We Collect

• Personal identification information (name, email, phone number, address)
• Academic records and educational documents
• Guardian and family information for student applicants
• Payment and financial transaction information
• Usage data and analytics from platform interactions
• Device information and IP addresses

2. How We Use Your Information

• Processing admissions applications and managing intake cycles
• Verifying identity and authenticating users
• Facilitating communication between students, schools, and authorities
• Processing payments and managing financial transactions
• Improving platform functionality and user experience
• Complying with legal obligations and regulatory requirements
• Sending important notifications about application status and deadlines

3. Data Sharing and Disclosure

• With schools you apply to (only with your explicit consent)
• With education authorities for placement coordination
• With payment processors for transaction handling
• With certified agents you authorize for application assistance
• With legal authorities when required by law
• We never sell your personal data to third parties

4. Data Security

• End-to-end encryption for sensitive documents
• Secure cloud storage with AWS S3
• Regular security audits and penetration testing
• Role-based access control (RBAC) for all users
• Multi-factor authentication (MFA) for enhanced security
• Comprehensive audit trails for all data access

5. Your Rights

• Access your personal data at any time
• Request correction of inaccurate information
• Request deletion of your data (subject to legal requirements)
• Withdraw consent for data processing
• Object to automated decision-making
• Export your data in a portable format
• File complaints with data protection authorities

6. Data Retention

• Application data: Retained for 7 years after cycle completion
• Payment records: Retained for 10 years for audit compliance
• User accounts: Retained until deletion is requested
• Audit logs: Retained for 5 years for security and compliance
• Anonymized analytics: May be retained indefinitely

7. Cookies and Tracking

• We use essential cookies for authentication and session management
• Analytics cookies help us improve platform performance
• You can disable non-essential cookies in your browser settings
• We do not use third-party advertising cookies

8. Children's Privacy

• Our platform is designed for students of secondary school age
• Parental/guardian consent is required for applicants under 18
• We implement additional safeguards for minor users
• Guardians have oversight access to student accounts

International Data Transfers

Your data may be processed in Uganda and other countries where our service providers operate. We ensure appropriate safeguards are in place, including standard contractual clauses approved by relevant data protection authorities.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes via email or through prominent notice on our platform. Your continued use of VitalSchools after changes become effective constitutes acceptance of the updated policy.