Privacy Policy

1. Scope and roles

Scholars Consult provides school management software to educational institutions. In many cases, schools act as data controllers for student and parent information entered into the platform, while Scholars Consult acts as a data processor on their behalf.

For customers operating in Ghana, this policy is intended to align with the Data Protection Act, 2012 (Act 843), including fair processing, purpose limitation, data quality, security safeguards, and accountability principles.

2. Information we collect

• Account and contact data: names, email addresses, phone numbers, organization details, and billing contacts.
• School operational data: student records, parent/guardian profiles, attendance, assessments, communication logs, and finance records submitted by schools.
• Technical and usage data: IP address, browser/device data, session logs, and security events needed for reliability and fraud prevention.
• Payment and subscription data: plan selections, transaction references, and billing cycle information (processed through approved payment providers).

3. How we use information

• To provide, operate, and improve the platform and related support services.
• To authenticate users, protect accounts, and detect abuse, fraud, and unauthorized access.
• To process subscriptions, invoices, and payment confirmations.
• To communicate product updates, service notices, legal notices, and support responses.
• To meet legal, regulatory, and contractual obligations.

4. Legal bases for processing

Where applicable, we process personal data under one or more legal bases: performance of a contract, legitimate interests, legal obligation, and consent (for optional communications or integrations where required).

Where schools use messaging modules (including SMS), they are responsible for obtaining and recording lawful consent or other valid legal basis before sending communications to students, parents, or guardians.

5. Cookies and similar technologies

We use essential cookies and similar technologies for authentication, session continuity, security, and performance monitoring. We do not use advertising cookies for third-party behavioral profiling on the core application experience.

6. Data sharing and third parties

We may share data with vetted service providers that support hosting, monitoring, communications, and payments, strictly for service delivery and under confidentiality and data protection obligations. We do not sell personal data.

7. International data handling

Where data is transferred across borders, we apply appropriate safeguards such as contractual protections, access controls, and minimization practices consistent with applicable data protection standards.

For Ghana-related processing, we take steps to ensure that any international transfer maintains an adequate level of protection and does not undermine rights available under Act 843.

8. Data retention

We retain data only as long as needed for service delivery, legal compliance, security, dispute resolution, and enforcement of agreements. Schools may request export or deletion of tenant data subject to legal and operational constraints.

9. Security measures

• Tenant-level data separation and role-based access controls.
• Encryption in transit and security hardening of infrastructure.
• Access monitoring, audit logging, and incident response procedures.
• Regular backups and recovery processes for business continuity.

10. Your rights and choices

Depending on local law, users and school representatives may have rights to access, correct, delete, restrict, or object to certain processing, and to data portability where applicable. Requests can be sent to info@scholarsconsult.com.

If you believe your data has been processed unlawfully in Ghana, you may also raise a complaint with the Data Protection Commission of Ghana, in addition to contacting us directly for resolution.

11. Children's data

Scholars Consult is intended for educational institutions. Student records are processed under school authority and instruction. Schools are responsible for obtaining required parent/guardian consents and lawful basis for student data processing.

12. Incident response

We maintain procedures for identifying, containing, and investigating security incidents. Where required by law or contract, affected customers and relevant authorities will be notified within applicable timelines.

13. Data protection contact

For privacy or data-protection matters, contact our privacy team at info@scholarsconsult.com. Schools may also designate an internal data protection lead to coordinate requests and compliance matters with us.

14. Regulatory references (Ghana)

• Data Protection Act, 2012 (Act 843).
• Electronic Transactions Act, 2008 (Act 772) for electronic records and communications.
• Cybersecurity Act, 2020 (Act 1038), where applicable to platform security and incident governance.
• Guidance and directions issued by the Data Protection Commission, Ghana.

For contractual data-processing terms, see our Data Processing Addendum. For browser storage controls, see our Cookie Notice.

This policy provides operational guidance and does not constitute legal advice. Customers should obtain legal advice for institution-specific compliance obligations.

15. Policy updates

We may revise this Privacy Policy from time to time. Material changes will be posted on this page with an updated effective date. Continued use of the service after updates indicates acceptance of the revised policy.