EduNexusPrivacy Policy
In short: EduNexus keeps school records so schools can run results, attendance, fees and messages to parents. Each school's information is kept separate, is seen only by people the school gives access to, and is never sold or used for advertising.
For student, parent and staff records, the school is responsible for the information and EduNexus looks after it on the school's behalf.
1. Who we are
EduNexus (“we”, “us”) provides an online school management system to schools in Ghana at www.edunexusgh.com. You can contact us on phone 053 327 6454, WhatsApp 020 291 0808, email edunexusgh@gmail.com.
2. Our two roles
- Records a school puts into EduNexus — about its students, parents and guardians, and staff. The school decides what is collected and why; it is the data controller. We are its data processor: we store and process that information only to provide EduNexus to the school, under our Data Processing Agreement. Students and parents with questions about their records should contact their school first.
- Information about schools as our customers — the school's details, the person who registers it, payments and messages with us. For these we are responsible ourselves.
3. Information we hold
| About | What |
|---|---|
| Schools | Name, short code, region, district, town, address, phone, email, logo, motto, colours, head teacher's signature and school stamp (if added), subscription and SMS credit details. |
| Staff (head teachers, teachers, bursars) | Name, role, username, phone, email, gender, photo (if added), own signature (if added), classes and subjects taught, last login. Passwords are stored only in scrambled (hashed) form — nobody, including us, can read them. |
| Students | Name, student number, date of birth, gender, photo, nationality, hometown, residence, class, admission date, previous school; scores, results, positions, report cards, mock examination results, attendance, teachers' remarks, fees and payments. Optional, only if the school enters them: religion, blood group, medical conditions and allergies. |
| Parents and guardians | Name, relationship to the student, phone, WhatsApp number, email, occupation and address — as entered by the school. |
| Messages | The text of SMS, WhatsApp and email messages sent through EduNexus (for example absence alerts and results), to whom and whether they were delivered. Passwords in login messages are hidden in our records. |
| Use and security | Log-in times, failed log-in attempts, the IP address and browser used, and a log of important actions (for example “entered scores for JHS 3A Mathematics”) so schools can see who changed what. |
| Payments | Amounts, dates and references for subscriptions and SMS credits. Card and Mobile Money payments are handled by Paystack; we never see or store card numbers or PINs. |
We do not use advertising, tracking or session-recording tools, and we do not record what you type.
4. Why we use it
- To provide EduNexus to the school: storing records, working out results and positions, printing report cards and certificates, sending the messages the school chooses to send, and the student and parent portal.
- To keep accounts secure: checking log-ins, blocking repeated wrong passwords, and keeping an activity log.
- To run our service: billing, support, and telling schools about changes to EduNexus.
- To meet legal duties, for example keeping payment records or responding to a lawful request from the authorities.
We do not sell personal information, and we do not use school records for advertising or for any purpose of our own.
5. Children's information
Most student records are about children, and some details (religion and health) are treated as special personal data under the Data Protection Act, 2012 (Act 843). Schools are responsible for having a lawful reason — and, where required, a parent's or guardian's consent — before entering them. The health and religion fields are optional and should only be filled in when the school needs them, for example for a child's safety. Only the school's own staff with the right access, and the student and their parent through the portal, can see a student's record.
6. Who else receives information
We use a small number of trusted service providers, only for the purposes above:
| Provider | What for |
|---|---|
| Hostinger | Hosts the EduNexus website and database. |
| Arkesel | Delivers SMS and WhatsApp messages. Receives the phone number and the message text. |
| Paystack | Takes card and Mobile Money payments for subscriptions and SMS credits. |
| Email providers | Deliver emails — the school's own email service if it has set one up, otherwise ours. |
| Cloudflare (cdnjs) and Google Fonts | Supply icons, fonts and the QR-code drawing tool to your browser. They see your IP address but receive no school records. |
Document checks: report cards and mock certificates printed from EduNexus carry a QR code. Anyone who scans it, or types the code at www.edunexusgh.com/verify, can see that document's main details (student name, class, period and results summary) so that fake or altered copies can be spotted. Nothing else about the student is shown.
We may also share information when the law requires it, or to protect the safety of a person or the security of EduNexus.
7. Where it is stored
EduNexus is hosted by Hostinger, whose servers may be outside Ghana. The information is protected the same way wherever it is stored, and our providers must keep it confidential and secure.
8. How long we keep it
- School records are kept while the school uses EduNexus, so past results and transcripts stay available.
- The activity log is kept for 12 months, then deleted automatically.
- When a school stops using EduNexus, it can ask us for a copy of its records. We delete them within 90 days of the school asking us to, unless the law requires us to keep something longer (for example payment records).
9. How we protect it
- The whole site uses a secure (HTTPS) connection.
- Each school sees only its own records, and every user has their own log-in and role (for example, teachers see only their classes).
- Passwords are stored scrambled, repeated wrong passwords are blocked, and inactive log-ins end after 30 minutes.
- Student and staff photos and signatures are private files, shown only to people allowed to see them.
- If a security breach affects personal information, we will tell the schools affected and the Data Protection Commission as the law requires, and help schools inform the people affected.
10. Cookies and storage on your device
- Log-in cookie — keeps you logged in while you use EduNexus; it ends after 30 minutes of inactivity. Necessary for the site to work.
- “Remember me” cookie — only if you tick “Remember me”; keeps a staff member logged in on that device for up to 30 days.
- Offline storage — attendance, scores and Photo Day pictures can be kept on the teacher's device until the internet connection is back, then sent to EduNexus.
We do not use advertising or analytics cookies.
11. Your rights
Under the Data Protection Act, 2012 (Act 843) you can ask to see the personal information held about you, ask for it to be corrected or deleted, and object to how it is used. Students, parents and staff should contact their school, which manages their records; we will help the school respond. Schools and their contacts can contact us directly on phone 053 327 6454, WhatsApp 020 291 0808, email edunexusgh@gmail.com.
If you are not satisfied, you can complain to the Data Protection Commission of Ghana (www.dataprotection.org.gh).
12. Changes
If we change this policy we will update the date above, and tell schools about important changes before they take effect.