Last updated: September 16, 2026

This Privacy Policy explains how School Reports ("GradePulse", "we", "us", or "our") collects, uses, stores, and protects personal information when you use our platform ("the Service"). By using the Service, you agree to the practices described in this policy and in our Terms of Service.

1. Information We Collect

We collect information you provide directly, information collected automatically, and information from third parties. This may include:

• School information: school name, code, address, motto, contact details, and logo.
• Administrator and staff information: name, email address, phone number, username, password (stored securely in hashed form), role, and employment or payroll details.
• Student and parent information: names, date of birth, gender, class, photo, parent/guardian names, phone numbers, and email addresses.
• Academic records: class scores, exam scores, grades, attendance, conduct, assignments, report cards, and transcripts.
• Health and clinic records: medical profiles, clinic visits, admissions, medication dispensed, and referrals.
• Operational records: discipline records, library loans, transportation and vehicle GPS data, visitor and gate-pass logs, election and voter data, and asset or custodian records.
• Financial information: fees, invoices, accounts, expenditure, payroll, and procurement records; transaction references and amounts. We do not store your full card details; payments are processed by Paystack.
• Usage data: device and browser information, IP address, and how you interact with the Service.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and verify registration payments;
• Provide, operate, and improve the Service and its features;
• Generate reports, report cards, transcripts, invoices, payslips, and other documents;
• Send SMS and email notifications you request (e.g., result notifications);
• Support school operations such as clinic visits, library lending, transportation, elections, and asset tracking;
• Provide customer support and respond to enquiries;
• Detect, prevent, and address fraud, abuse, and technical issues; and
• Comply with legal and regulatory obligations.

3. Student, Staff and Sensitive Records

Student, staff, and operational data is entered and controlled by the schools that use the Service. We process such data on behalf of the school to provide the Service. This may include sensitive information, such as health and clinic records. Schools are responsible for obtaining appropriate consent from parents, guardians, students, and staff, and for ensuring the accuracy and lawfulness of the data they upload.

4. Sharing of Information

We do not sell personal information. We may share information only as follows:

• With service providers: trusted third parties who help us operate the Service, such as Paystack for payment processing and Kivalo for SMS delivery, strictly to the extent necessary;
• With you and your school: data is available to authorised users of your school account as configured by you;
• For legal reasons: when required by law, regulation, legal process, or a government request, or to protect the rights, property, or safety of our users or the public; and
• With your consent: in any other circumstances where you have given consent.

5. Data Security

We use reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, alteration, disclosure, or destruction. Passwords are stored using secure one-way hashing. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to provide the Service, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. When data is no longer needed, we securely delete or anonymise it where practicable.

7. Your Rights

Depending on applicable law, including Ghana's Data Protection Act, 2012 (Act 843), you may have the right to access, correct, update, or request deletion of your personal information. Schools can update or remove student and staff records through the Service. To exercise any of these rights, contact your school administrator or us using the details below, and we will respond within a reasonable time.

8. Children's Data

The Service is designed for use by schools and adults. Student records are provided by schools, which are responsible for obtaining necessary parental or guardian consent for the processing of children's data, in accordance with applicable law.

9. Cookies and Tracking

We may use cookies and similar technologies to maintain your session, remember your preferences, and analyse usage. You can control cookies through your browser settings, though disabling them may affect the functionality of the Service.

10. Third-Party Links and Services

The Service may integrate with or link to third-party services, such as payment and SMS providers. This Privacy Policy does not govern those third parties; we encourage you to review their privacy policies before providing information to them.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page with an updated date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact GradePulse - School Reports:

• Phone: 0546425546
• Email: support@gradepulse.org