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How Alpha Junior Academy collects, uses, protects, and manages information across our school management system and mobile application.
Your information matters
This policy explains what information our school system collects, why it is needed, who may receive it, and the rights available to account holders.
Scope
Data collection
Name, email, phone number, gender, date of birth, role, and profile photo/bio where provided.
Enrolment, classroom, attendance, marks and exam results, homework, discipline and welfare records, and awards — recorded by staff as part of running the school.
Fee invoices, payments, and balances. Payments made via bank or mobile-money paybill are processed by the relevant bank/mobile-money provider — we store the transaction record, not your card or mobile-money PIN.
We use your device's location only in the moment, for a specific reason — never continuously, and never in the background.
SMS and email sent through the system (fee reminders, announcements, feedback), and messages you send us directly. If you asked us about admissions, a visit or a job, we may later send you adverts or invitations by email or text. Every one ends with a link to opt out; when you use it we keep your email address and phone number on a list so that we never advertise to them again. The phone app can also show notifications (announcements, fee notices, trip updates and similar): you can switch each kind off in the app’s settings, apart from emergency alerts, and we note when a notification was opened — only to count how many people it reached — and never read anything else on your phone. Every Sunday morning parents also get a weekly report by email and phone notification: each of their children’s attendance and school-bus journeys for the week, then the school’s news and next week’s events. It holds only your own children’s information, and you can switch it off in your profile, in the app’s notification settings or with the link at the bottom of the email. Messages about your child — fees, attendance and safety — are not adverts and still reach you. If you apply for a job, we keep your CV, cover note and answers privately, only for the people choosing for that job; each time a CV is opened it is recorded. We delete the CV, cover note and answers of anyone who was not appointed six months after the vacancy closes — ask us sooner and we will remove them.
Login sessions, device/browser information, and security events (sign-ins, password changes) — kept to protect your account and detect unauthorized access. Passwords are stored scrambled, so nobody at the school can read yours. When an account is created for you we send a temporary, randomly generated password by email or text message, and you must replace it with your own the first time you sign in; the system also refuses well-known passwords such as “password”. A lock-screen PIN is optional, and if you set up a PIN or passkey, only a secure credential is stored, never a readable copy of your biometric data (biometric matching happens on your own device).
Purpose
Running day-to-day school operations: admissions, attendance, academics, discipline, and welfare.
Billing and recording fee payments, and sending payment/fee reminders.
Coordinating school transport and keeping parents informed of pickup/drop-off.
Sending communications you'd reasonably expect from your school (SMS, email, in-app notifications).
Keeping the system secure — detecting suspicious logins and enforcing access controls.
Meeting legal, financial, and regulatory record-keeping obligations.
We do not sell personal information, and we do not use student data for advertising.
Children
Disclosure
We share information only where it's needed to run the service:
SMS & email delivery
Our messaging provider, to deliver the messages you're sent.
Payment processing
Banks and mobile-money providers, to process the payment you initiate.
Sign-in
Google, only if you choose to sign in with a Google account.
Legal requirements
Where disclosure is required by law or to protect the safety of a student or staff member.
We never sell or rent personal information to third parties for marketing.
Retention
We keep records for as long as you're active with the school, and afterwards for as long as we're legally or financially required to (academic transcripts, financial records, safeguarding records).
Staff and parent accounts can request deletion of their own personal account data at any time. Details of that process — including what's removed and what's retained for legal/safety reasons — are on our Data Deletion page.
Your rights
Under Kenya's Data Protection Act, 2019, you have the right to:
Protection
Security controls are built into account access and system operations.
Access to the system requires a password (and, optionally, a PIN, passkey, or one-time code for sensitive actions), and staff access is limited by role — a teacher, for example, does not see finance or HR records.
Passwords are stored using industry-standard one-way hashing; we never store your password in a form we could read. Traffic between your device and our servers is encrypted.
Technology
Updates
If you have questions about this policy or how your information is handled, our team is here to help.
