Privacy Policy
How Tukiya Pre and Primary School collects, uses, stores, and protects your personal information, and how you can exercise your rights under Zambian data protection law.
Information We Collect
Information You Provide Directly
- Parent or Guardian Details: full name, email address, phone number, and relationship to the child.
- Student Details: full name, date of birth, gender, admission number, class or grade enrolment.
- Academic Data: attendance records, grades, exam scores, teacher comments, report cards.
- Financial Information: fee balances, payment history, and payment method type. We do not store full card numbers; payments are processed through our payment processing partner.
- Communications: announcements, notifications, and messages exchanged through the portal.
Information Collected Automatically
- Account Activity: login times, portal usage, and system activity logs, used for security and account support purposes.
How We Use Your Information
- School Administration: to enrol and manage students, and maintain accurate academic and attendance records.
- Academic Reporting: to record and communicate grades, report cards, and teacher feedback to parents.
- Communication: to send announcements, fee reminders, and important school updates.
- Payments: to process and record school fee payments.
- Legal Compliance: to meet our obligations under Zambian education law and the Data Protection Act, 2021.
- Portal Security: to protect accounts, detect misuse, and maintain system integrity.
Legal Basis For Processing
Parent, teacher, and admin accounts on this portal are created by the School on your behalf. Because of this, your consent to this Privacy Policy, including the storage of your data outside Zambia as described in Section 4, is requested and recorded the first time you log in, before you can access the portal.
We process personal data on one or more of the following grounds.
- Contractual Necessity: processing necessary to provide education and administer your child’s enrolment.
- Legal Obligation: compliance with Zambian law, including education and data protection regulations.
- Consent: given at first login, and which you may withdraw at any time by contacting the school administration.
- Legitimate Interests: maintaining school operations, safety, and portal security, provided this does not override your rights.
How We Store And Protect Your Data
We implement the following measures to protect your information.
- Encrypted data transmission (SSL/TLS) across the portal.
- Role based access controls, so each user type (admin, teacher, parent) can only see what they are authorised to see.
- Rate limiting and account lockout protections on login and other sensitive actions.
- Regular security reviews of our systems.
Where your data is stored
Portal data is hosted on secure cloud infrastructure located in the European Union. This means your information is transferred to, and stored in, a jurisdiction outside Zambia. We have chosen this infrastructure because it meets recognised international security standards, and we take reasonable steps, including encryption and access controls, to keep your data protected wherever it resides. Under the Data Protection Act’s provisions on transferring data outside Zambia, your data may be stored outside Zambia where you have expressly consented to that transfer; we rely on the consent you give at first login (Section 3) as the basis for this transfer. Where any data we hold about you or your child is classified as sensitive personal data, for example health information provided during admissions, that data is likewise only transferred outside Zambia with your explicit consent.
We retain student and academic records for as long as the student is enrolled, and for a reasonable period afterward for academic record keeping purposes. Payment records are retained as required for financial record keeping.
Your Rights
Under the Data Protection Act, 2021 of Zambia, you have the right to the following.
- Be Informed: know what data we hold about you or your child, and why.
- Access: request a copy of the personal data we hold.
- Rectification: request correction of inaccurate or incomplete data.
- Erasure: request deletion of your data where there is no legal or academic requirement to keep it.
- Restriction or Objection: object to or request limits on how your data is processed.
- Withdraw Consent: withdraw your consent at any time, including consent to cross border storage, by contacting the school administration.
- Know Who We Share With: be told which third parties your personal data has been disclosed to, and the measures in place to safeguard it (see Section 5 for the categories of parties we share with).
To exercise any of these rights, contact the school administration using the details below. We will respond within a reasonable timeframe.
Children's Privacy
We are committed to protecting the privacy of children in our care. Personal data relating to students is collected during enrolment and managed on the child’s behalf by their parent or guardian through the parent portal account.
Changes To This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Updates will be posted on this page with a revised “Last Updated” date. When we make a material change, we email every admin, teacher, and parent on the portal to let them know. If you do not reply to that email, your continued use of the portal is treated as your acceptance of the updated policy.