Privacy policy

1. Who we are and our role

Edugero provides school management software (the "Service") and runs this website, edugero.com. In this policy, "we" and "us" means Edugero.

We have two different roles:

• For school records (learners, parents, guardians and staff), the school decides what is collected and why. The school is the responsible party (sometimes called the controller). We process those records only on the school's instructions, as its operator (or processor).
• For our own contacts (people who request a pilot, email us or visit this website, and the school staff we deal with for billing and support), we are the responsible party.

If you are a parent, learner or staff member and have a question about your records, please contact your school first. We will help the school respond.

2. What we collect

Records a school keeps in Edugero

• Learners: names, dates of birth, identity numbers, gender, grade and class, home language, contact and address details, medical and allergy notes, marks, report cards, attendance, conduct notes, library loans and transport details.
• Parents and guardians: names, relationship to the learner, phone numbers, email addresses, fee accounts, invoices and payments, messages and complaints.
• Staff: names, roles, contact details, leave, overtime, documents and warnings the school records.
• Account data: email addresses, hashed passwords, roles, electronic signatures, and records of who signed or changed certain items.

A school may add its own fields. What is collected in each school is decided by that school.

Information we collect for ourselves

• Pilot requests: your name, role, school, country, number of learners, email or phone number, and anything you write in the message.
• Emails and calls you send us, and our records of support and billing for each school.
• Technical logs: our hosting providers record IP addresses and request details to keep the Service running and secure. These are kept for a short period.

3. How we use it

• To provide the Service to the school: storing records, producing report cards, invoices and statements, and sending the notices, emails and messages the school chooses to send.
• To support the school, fix problems, and keep the Service secure, including detecting misuse such as repeated failed sign-ins.
• To respond to pilot requests and to bill schools for the Service.
• To meet legal obligations.

We don't use school records for advertising, don't sell them, and don't use them for any purpose the school hasn't asked for. We may use anonymous, aggregated usage figures (for example, how many report cards were printed across all schools) to improve the Service. These never identify a person or a school.

4. Learners and children

Most learners are children. The school is responsible for having a lawful basis to record learner information, including any consent needed from parents or guardians. Parent portal accounts are for parents and guardians. Learners do not have their own accounts.

5. Who we share it with

We use a small number of service providers to run Edugero. They process information only to provide their service to us:

We will disclose information if the law requires it, and only as much as required. If Edugero is ever sold or merged, school records would transfer only under the same protections, and schools would be told first.

6. Where records are stored

School records are stored in Frankfurt, Germany, which is covered by the EU's General Data Protection Regulation. Storing records there may count as a transfer of personal information out of your country. We rely on the protection that the GDPR and our providers' contracts give. Schools should mention this in their own notices to parents and staff where their law requires it.

7. How we protect it

• Every school's records are kept separate. The server checks every request against the school the person belongs to.
• Access is limited by role. Teachers see only the learners they teach, and parents see only their own children.
• Passwords are hashed with bcrypt, and repeated failed sign-ins are slowed down.
• All connections use HTTPS encryption.
• Records are backed up daily. Backups are kept for 14 days.

No system is perfectly secure. If a breach affects a school's records, we will tell the school without undue delay, with what we know and what we're doing about it, so the school can meet its own duties to notify.

8. How long we keep it

• School records: for as long as the school uses Edugero. When a school leaves, we provide an export on request and delete its records within 90 days. Backup copies expire on their normal 14-day cycle.
• Pilot requests: up to 24 months, or sooner if you ask us to delete them.
• Billing records: as long as tax and accounting law requires.

9. Cookies and tracking

This website sets no cookies and uses no analytics or advertising trackers. The Edugero app stores only what it needs on your device, such as your display preferences. You sign in again on each visit.

10. Your rights

Depending on where you live, you may have the right to see the personal information held about you, correct it, object to its use, or ask for it to be deleted. Some of these rights are limited by a school's legal duty to keep records.

• For school records, contact the school. It controls those records, and we will help it respond.
• For information we hold for ourselves, email hello@edugero.com. We will reply within 30 days.

You may also complain to the data protection authority in your country, for example South Africa's Information Regulator.

11. Changes to this policy

We will update the date at the top when this policy changes. We will tell schools about significant changes by email before they take effect.

12. Contact

Email hello@edugero.com with any question about privacy.