Privacy Policy
How Alpha Junior Academy collects, uses, and protects information on the web and mobile app.
Last updated September 3, 2026
1. Who this covers
Alpha Junior Academy runs a school management system (web and the Alpha Companion mobile app) used by our staff, teachers, students, and parents/guardians. This policy explains what information the system collects, why, and what control you have over it. It applies whether you're a member of staff, a parent, or a student account holder.
2. Information we collect
Account & identity
Name, email, phone number, gender, date of birth, role, and profile photo/bio where provided.
Academic & welfare records
Enrolment, classroom, attendance, marks and exam results, homework, discipline and welfare records, and awards — recorded by staff as part of running the school.
Financial records
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.
Transport & location
For families using school transport, we record pickup/drop-off points and, while a school vehicle is on a live run, its GPS location — shown to the relevant parent and transport staff for safety and coordination.
Communications
SMS and email sent through the system (fee reminders, announcements, feedback), and messages you send us directly.
Device & security
Login sessions, device/browser information, and security events (sign-ins, password changes) — kept to protect your account and detect unauthorized access. 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).
3. How we use it
- 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.
4. Children's data
Student records are created and managed by the school and, where relevant, a parent/guardian — not submitted directly by children. Access to a student's records is limited to the school staff who need it and to that student's own parent/guardian account. We collect no more than is needed to educate and safeguard the child.
5. Who we share it with
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.
6. How long we keep it, and deleting your account
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.
7. Your rights
Under Kenya's Data Protection Act, 2019, you have the right to:
- Know what personal data we hold about you and why.
- Ask us to correct inaccurate or incomplete data — most of your own profile fields can be edited directly in your Profile page.
- Request deletion of your personal account data, subject to our legal retention obligations.
- Object to certain processing, and lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya.
8. Security
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.
9. Cookies & app storage
The web app uses a session cookie to keep you signed in and remember basic preferences like dark mode — we don't use third-party advertising or tracking cookies. The mobile app stores your login session securely on your device.
10. Changes to this policy
If we make a material change to how we handle your data, we'll update this page and revise the "last updated" date above.