Privacy Policy

1. Introduction

Scholyticss ("we", "our", or "us") is a smart school management platform designed to help educational institutions manage student and teacher data, track performance, and improve learning outcomes. Scholyticss is a product of MABS Systems. This Privacy Policy explains how we collect, use, and protect information within our platform.

2. Who This Policy Applies To

This policy applies to:

• Schools and Institutions — Organizations that use Scholyticss to manage their operations
• Administrators — School staff with administrative access to the platform
• Teachers and Staff — Educators who use Scholyticss for classroom management
• Students — Individuals whose educational data is managed within the system

3. Information We Collect

Account Information

• School name and registration details
• Administrator contact information (name, email, phone)
• Login credentials (securely hashed)
• Billing and subscription information

Student & Teacher Data

• Student enrollment records and demographic information
• Academic performance and assessment results
• Attendance records and behavioral notes
• Teacher profiles and class assignments

Note: This data is controlled and managed by the school, not Scholyticss. We act as a data processor on behalf of the school.

Usage & Technical Data

• IP addresses and browser information
• Login timestamps and activity logs
• Feature usage analytics (to improve the platform)
• Device and operating system information

4. How We Use Data

Scholyticss uses collected information for the following purposes:

• To operate, maintain, and improve the Scholyticss platform
• To provide analytics, insights, and reporting features to schools
• To ensure platform security and prevent unauthorized access
• To communicate important updates, maintenance notices, and support responses
• To comply with legal obligations and enforce our terms of service

5. Legal Basis for Processing (GDPR Compliance)

For users in jurisdictions requiring a legal basis for data processing (such as the EEA), Scholyticss relies on the following legal bases:

• Contractual Necessity: Processing is necessary to provide the Service under our Terms of Service
• Legitimate Interests: Improving platform security, analytics, and user experience
• Legal Compliance: Meeting regulatory and legal obligations
• Consent: For certain optional features or communications

6. Data Ownership & Control

Schools retain full ownership of all student and teacher data uploaded to Scholyticss. We act solely as a data processor, processing information only on the instructions of the school (the data controller). Schools have the ability to access, export, or delete their data at any time through the platform interface.

7. Data Sharing & Disclosure

We do not sell, rent, or trade personal data to third parties. We may share information only in the following circumstances:

• With Service Providers: Trusted third-party vendors who assist in operating our platform (e.g., cloud hosting providers) and are bound by confidentiality agreements
• With MABS Systems: As our parent company, MABS Systems may assist with platform operations, infrastructure, and support, under the same data protection commitments
• Legal Requirements: When required by law, court order, or governmental regulation
• With Consent: When explicit permission is granted by the school or individual

8. Security Measures

We implement industry-standard security measures to protect data, including:

• Encryption of data in transit (TLS 1.3) and at rest (AES-256)
• Secure authentication and role-based access controls
• Regular security assessments, penetration testing, and monitoring
• Staff training on data protection and privacy
• Automated backup and disaster recovery procedures

9. Data Retention

Data is retained for as long as the school's account remains active. Upon account termination or upon written request, we will delete or return all school data within a reasonable timeframe, subject to any legal retention requirements. Specific retention periods:

• Active account data: Retained for the duration of the subscription
• Backup data: Typically retained for up to 90 days
• Audit logs: Retained for up to 12 months for security purposes
• Billing records: Retained as required by tax and financial regulations

10. User Rights

Individuals whose data is processed through Scholyticss have the right to:

• Access: Request a copy of their personal data
• Rectification: Request correction of inaccurate information
• Erasure: Request deletion of their data (subject to school policies and legal obligations)
• Restriction: Object to or restrict certain processing activities
• Portability: Receive their data in a structured, machine-readable format

These requests should be directed to the school (data controller) rather than Scholyticss directly. However, we will assist the school in fulfilling such requests where required.

11. Children's Data

Scholyticss is designed for use by educational institutions. Schools are responsible for obtaining appropriate parental consent and ensuring compliance with applicable laws regarding the collection and processing of student data, including children's data protection regulations (such as COPPA in the United States or similar laws in other jurisdictions).

12. International Data Transfers

Scholyticss operates primarily in Ghana. If data is transferred across borders (e.g., through subprocessors located in other countries), we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) where required
• Adequacy decisions where applicable
• Binding Corporate Rules where appropriate

13. Cookies & Tracking Technologies

Scholyticss uses essential cookies to:

• Maintain user sessions and authentication
• Remember user preferences
• Monitor platform performance and errors

We do not use tracking cookies for advertising or cross-site tracking. Users may disable non-essential cookies through browser settings, though this may affect platform functionality.

14. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify schools of significant changes via email or through the platform. Continued use of Scholyticss after such updates constitutes acceptance of the revised policy.

15. Complaints & Supervisory Authority

If you believe we have not complied with applicable data protection laws, you have the right to lodge a complaint with a supervisory authority, including:

• Ghana: Data Protection Commission
• Other jurisdictions: Relevant local data protection authority

We encourage you to contact us first so we can address your concerns directly.

16. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us: