Privacy Policy

Information We Collect

School Pulse is provided to schools ("Schools") who use the platform to manage their students, staff, parents and day-to-day operations. In the course of providing the service, we process the following categories of information on behalf of Schools:

• Student information, including names, dates of birth, class/stream assignments, academic records, attendance history, and disciplinary or behavioural notes entered by school staff.
• Fee and payment records, including invoices, payment history, outstanding balances and payment method references (School Pulse does not store full card or mobile money credentials).
• Parent and guardian contact information, including names, phone numbers, email addresses, and relationship to the student.
• Staff account information, including names, roles, contact details and login activity.
• Technical information such as device type, app version, and usage logs, collected automatically to keep the platform reliable and secure.

Most of this information is entered directly by the School or its authorised staff, administrators, teachers and bursars. Some information, such as attendance or payment confirmations, may be generated automatically by the platform as part of normal use.

How We Use Information

We process information only as necessary to provide, maintain and improve the School Pulse platform on behalf of the School, including to:

• Operate core features such as attendance tracking, fee management, academic reporting and parent communication.
• Send notifications to parents and staff (for example, attendance alerts, fee reminders and report card availability).
• Maintain the security, integrity and availability of the platform, including detecting and preventing misuse.
• Provide customer support to Schools and troubleshoot issues reported by administrators.
• Analyse aggregated, de-identified usage patterns to improve product features and performance.

Our lawful basis for processing this information is our contract with the School, the School's legitimate interest in running its operations effectively, and, where applicable, consent obtained by the School from parents or guardians. We do not use student or parent data for advertising, and we do not sell personal information.

Data Sharing

In this relationship, the School acts as the data controller — it decides what information is collected and how it is used within the platform. School Pulse acts as a data processor, handling information strictly on the School's instructions and for the purposes described in our agreement with the School.

We share information only in the following limited circumstances:

• With authorised staff of the School, according to the roles and permissions the School assigns within the platform.
• With parents or guardians, limited to information about their own child, through the parent portal or notifications.
• With trusted service providers who support our infrastructure (such as cloud hosting and messaging delivery), bound by confidentiality and data protection obligations.
• Where required by law, regulation, or a valid legal process, or to protect the rights, property or safety of School Pulse, our Schools, or their students and staff.

We do not share student or parent data with third parties for their own marketing purposes.

Data Security

We apply industry-standard technical and organisational measures to protect the information Schools entrust to us, including encryption of data in transit and at rest, role-based access controls so staff only see information relevant to their duties, regular security reviews of our systems, and audit logging of sensitive actions such as fee adjustments and record changes.

Data is retained for as long as the School maintains an active account, and for a reasonable period afterward to comply with legal, tax and record-keeping obligations, after which it is securely deleted or anonymised in line with the School's instructions and applicable law.

No system is completely immune to risk, and we continuously work to strengthen our safeguards as the platform evolves.

Your Rights

Individuals whose information is processed through School Pulse — including parents, guardians and staff — have the right to access, correct, or request deletion of their personal information, and to ask how their information is used.

Because the School is the data controller, these requests should generally be directed to your School first, as they hold the primary relationship and enrolment records. School Pulse supports Schools in fulfilling these requests promptly. Where a request is directed to us instead, we will assist and coordinate with the relevant School.

Children's Data

School Pulse is built to manage student records as part of a School's enrolment relationship with its learners and their families. Because students are typically minors, we treat this information with additional care.

Student data is collected and processed on the basis of the enrolment relationship between the School and the student's parent or guardian, and, where applicable, with the consent obtained by the School from the parent or guardian in line with its own enrolment and privacy processes. We do not knowingly allow public access to student records, and access within the platform is restricted to authorised school staff and the student's own parent or guardian.

Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact your School directly, or reach us at privacy@schoolpulseapp.com.