ShuleHub Data Protection and Privacy Policy

1. Introduction

ShuleHub is a digital school platform designed to help schools manage learning resources, assignments, student access, performance records, fees, SMS communication, parent engagement and school administration.

We understand that schools handle sensitive information about students, parents, teachers and school operations. This policy explains what information ShuleHub collects, why we collect it, how it is used, who can access it, and how we protect it.

ShuleHub is currently in the process of formalization under Elimara Technologies.

2. Our data protection commitment

ShuleHub is committed to handling school and learner data responsibly, lawfully and transparently. We aim to collect only the data needed to provide school digital services and to protect that data through role-based access, school-specific environments and appropriate safeguards.

3. Data we may collect

Depending on how a school uses ShuleHub, we may collect or process:

• Student names, admission numbers, classes and streams
• Subject enrolment, assignments, uploaded files and performance records
• Parent or guardian names and phone numbers
• Teacher and staff names, roles and user accounts
• School classes, subjects, fee structures, notices and communication records
• System usage records such as resource uploads, resource accesses and assignment submissions

ShuleHub does not currently collect health or disability information as part of its normal student records.

4. Why we collect and use data

ShuleHub uses data to:

• Create and manage school digital environments
• Allow teachers to upload learning resources and assignments
• Allow students to access and submit assignments
• Support marking, feedback and returned files
• Manage students, classes, streams and subjects
• Support performance analysis, report generation and fee tracking
• Help schools communicate with parents through SMS and notices
• Improve platform security, reliability and user support

We do not sell student, parent, teacher or school data.

5. School-specific data environments

Each school using ShuleHub is provided with a separate school environment, such as schoolname.shulehub.org. This helps ensure that one school’s users do not access another school’s data.

6. Role-based access control

ShuleHub uses role-based access controls. This means users only access information and tools relevant to their role.

• Teachers access teaching-related tools such as resources, assignments and results entry.
• Principals and administrators access school management dashboards and oversight tools.
• Bursars access fee-related tools.
• Students access relevant learning resources and assignments.
• Parents access parent-facing information where enabled by the school.

7. Student assignment access

ShuleHub allows students to access assignments using their admission number and a class access code. This is designed to make assignment access simple while allowing the school to control which class or stream can access specific assignments.

8. SMS communication

Where a school uses ShuleHub SMS features, parent or guardian phone numbers may be used to send school-related messages such as notices, fee updates, academic updates or other official communication.

9. Data sharing

ShuleHub may share data only in limited circumstances, including:

• With authorized users of the relevant school
• With service providers who help operate the platform, such as hosting, database, SMS or technical support providers
• Where required by law, regulation, court order or lawful authority
• Where necessary to protect the security, rights or safety of users, schools or the platform

We do not sell personal data to advertisers or unrelated third parties.

10. Data security

ShuleHub uses practical safeguards to protect school and learner data, including:

• School-specific tenant environments
• Role-based access controls
• Password-protected user accounts
• Restricted access to administrative functions
• Activity tracking for important workflows
• Controlled access to student assignment and performance records
• Secure hosting and database management practices

11. Data retention

ShuleHub keeps school and user data only for as long as it is needed to provide services, support school records, meet legal or administrative requirements, resolve disputes or maintain legitimate school records.

Where a school stops using ShuleHub, the school may request export, correction or deletion of its data, subject to legal, contractual and operational requirements.

12. Rights of users and data subjects

Users and data subjects may have rights under applicable data protection laws, including the right to:

• Be informed about how their data is used
• Request access to personal data
• Request correction of inaccurate or misleading data
• Object to certain processing of personal data
• Request deletion of false, misleading or unnecessary data where applicable

For minors, these rights may be exercised by a parent, guardian or other person with lawful authority.

13. Children and learner data

ShuleHub is used in school environments and may process learner data. We treat learner data with care and restrict access to authorized school users.

ShuleHub does not knowingly use learner data for advertising, profiling for unrelated commercial purposes, or sale to third parties.

14. Responsibilities of schools

Schools using ShuleHub are responsible for:

• Ensuring that data entered into the system is accurate and lawful
• Assigning appropriate user roles
• Removing access for staff who no longer need it
• Issuing student assignment access codes responsibly
• Informing parents, guardians, students and staff about use of ShuleHub where appropriate

15. Data breach reporting

If ShuleHub becomes aware of unauthorized access, loss, misuse or exposure of personal data, we will take reasonable steps to investigate, limit harm, notify affected schools where appropriate, and take corrective action.

Suspected data incidents should be reported to: info@shulehub.org

16. Updates to this policy

ShuleHub may update this policy as the platform grows, legal requirements change, or new features are added. Updated versions will be published on the ShuleHub website with a new effective date.

17. Contact

For questions, requests or concerns about this policy or the handling of personal data, contact:

ShuleHub
Email: info@shulehub.org
Website: https://shulehub.org
Kenya