Privacy Policy & Data Protection

Statutory Governance & Regulatory Framework

SchoolPro Ke is bound by the Kenya Data Protection Act, 2019 and applicable data protection regulations. We act as a Data Processor on behalf of educational institutions (which act as Data Controllers). We process personal and sensitive data strictly for lawful, educational, administrative, and communication purposes requested by the institution.

Information We Process

To provide a seamless school management platform, SchoolPro Ke processes information provided by schools, staff, and guardians, including:

• Student Records: Name, admission number, stream, grade level, attendance, CBC performance levels, and report cards.
• Guardian & Fee Records: Guardian contacts, phone numbers, M-Pesa payment references, fee statements, and SMS notification logs.
• Staff Credentials: Name, designated role (Principal, Registrar, Accountant, Teacher, Librarian), email address, and authentication credentials.

Purpose of Data Processing

All data processed on SchoolPro Ke is strictly utilized to operate the school system — generating CBC academic reports, tracking fee collection, issuing automated M-Pesa transaction receipts, recording class attendance, and facilitating secure communication between schools and guardians. We strictly maintain that school data is never monetized, sold, or shared with third-party advertisers.

Enterprise Security & Best-In-Class Standards

We adopt industry-leading international security standards to ensure absolute protection and integrity for all platform records:

• End-to-End Encryption: All data in transit is encrypted using enterprise TLS 1.3/HTTPS, and all database records at rest are encrypted with 256-bit AES encryption standards.
• Role-Based Access Control (RBAC): Strict permission controls ensure staff only access data required for their specific role (e.g. teachers only view assigned classes; librarians view cataloguing).
• Proactive 24/7 Security Defence: We maintain continuous automated threat detection, real-time intrusion monitoring, firewalls, and regular security vulnerability assessments to prevent unauthorized access.
• Automated Redundant Backups: Daily automated offsite backups ensure data resiliency, guaranteeing that school records remain safe, recoverable, and protected against any system disruption.

Data Ownership & Confidentiality

The school retains 100% full ownership of all its data, records, financial figures, and student registers. SchoolPro Ke acts purely as a custodian and service provider. Should a school discontinue service, all institutional data is exported in standard formats and completely wiped from our active servers in compliance with statutory data retention guidelines.

Children's & Student Data (Consent & Protection)

We process student data in accordance with the Data Protection Act, 2019. Because student data involves minors, participating schools (acting as Data Controllers) confirm and ensure they have obtained necessary parental or guardian consent during student enrolment prior to uploading student records to the platform. SchoolPro Ke processes such minor data strictly for educational tracking, CBC reporting, and parental updates under statutory authority.

Rights of Data Subjects

In accordance with Kenyan law, parents, guardians, and staff maintain the right to access, review, request correction of inaccurate records, or request data portability through their designated school administrator.

Contact Data Protection Team

For questions regarding our privacy practices, statutory compliance, or data protection documentation, please contact our dedicated Data Protection Officer at:

schoolproke@gmail.com | +254 740 682321