Smart Schools Hub ("we", "our", or "us"), operated by Mentor Hub Technologies, is committed to protecting the privacy of students, teachers, parents, school administrators, and all users of our platform. This Privacy Policy explains what information we collect, how we use it, and the choices you have regarding your personal data when you use our web platform and mobile application ("the Service").
1 Information We Collect
We collect information you provide directly to us and information generated automatically when you use the Service.
Account & Profile Information
- Name, email address, phone number, and password when you create an account.
- School name, address, and registration details for schools that subscribe to the platform.
- Profile photo (optional) for staff, teachers, and student records.
Student & Academic Data
- Student names, admission numbers, date of birth, class, stream, and house assignments.
- Academic records — marks, grades, exam results, attendance records.
- Fee records, invoices, and payment history.
- Disciplinary records, health notes, and guardian/parent contact details.
Usage & Technical Data
- IP address, device type, operating system, browser type, and app version.
- Pages visited, features used, and timestamps of activity within the platform.
- Login history including date, time, and device.
- Push notification tokens for mobile app notifications (with your permission).
2 How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Smart Schools Hub platform.
- Create and manage user accounts for administrators, teachers, parents, and students.
- Process and track school fees, generate invoices, and record payments.
- Manage academic records including attendance, marks, timetables, and examinations.
- Send notifications, announcements, and messages within the platform.
- Send push notifications to mobile devices when enabled.
- Respond to support requests and resolve technical issues.
- Improve our platform based on usage patterns and feedback.
- Comply with legal obligations and enforce our Terms of Service.
We do not sell, rent, or trade your personal information to third parties for marketing or advertising purposes.
3 Data Sharing & Disclosure
We share data only in the following circumstances:
- Within your school: School administrators, teachers, and authorised staff can view the data relevant to their role as configured by the school.
- Parents & Guardians: Parent accounts have access to their own child's academic performance, attendance, and fee information only.
- Service Providers: We may share data with trusted technology partners (such as hosting providers and SMS/email gateways) strictly to operate the platform. These partners are bound by confidentiality agreements.
- Legal Requirements: We may disclose data when required by law, court order, or governmental authority.
- Business Transfer: In the event of a merger or acquisition, user data may be transferred, with notice provided to affected users.
4 Data Retention
We retain your data for as long as your school's subscription is active and as required by applicable education laws in Uganda. Specifically:
- Active school accounts: data retained for the duration of the subscription plus 12 months after cancellation.
- Student academic records: retained for a minimum of 7 years in compliance with education authority requirements.
- Login and audit logs: retained for 12 months.
- After the retention period, data is securely deleted or anonymised.
5 Security of Your Data
We implement industry-standard security measures to protect your information:
- All data transmitted between your device and our servers is encrypted using HTTPS/TLS.
- Passwords are hashed and never stored in plain text.
- Access to data is controlled by role-based permissions — users only see what their role permits.
- Regular security audits and server monitoring are performed.
- Login activity is logged and administrators can review access history.
While we take every reasonable precaution, no system is completely immune to breaches. We will notify affected users and relevant authorities in the event of a data breach, as required by law.
6 Children's Privacy
Smart Schools Hub is an educational platform that processes data relating to students, including minors under the age of 18. Student data is entered and managed exclusively by authorised school staff and administrators. We do not knowingly allow minors to create accounts directly.
Parents and guardians may access their child's data through a parent account created by the school. If you believe a child's data has been collected without proper authorisation, please contact us immediately at support@smartschoolshub.com.
7 Your Rights
Depending on your role and applicable law, you may have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Delete your account and associated data (subject to legal retention requirements).
- Restrict or object to certain processing activities.
- Data portability — request a copy of your data in a machine-readable format.
- Withdraw consent to push notifications or optional data processing at any time.
To exercise any of these rights, please contact your school administrator or reach us at support@smartschoolshub.com. We will respond within 14 business days.
8 Cookies & Tracking
Our web platform uses session cookies that are strictly necessary for the platform to function (e.g., to keep you logged in). We do not use advertising cookies or third-party tracking pixels.
Our mobile application may request permission for push notifications. You can disable notifications at any time through your device settings.
9 Third-Party Services
The platform may integrate with the following third-party services to deliver certain features:
- Firebase Cloud Messaging (FCM) — for push notifications on mobile devices.
- SMS Gateways — for optional SMS communication to parents and staff.
- Payment Processors — for subscription billing (school-level, not student fees).
- Google Fonts & CDN — for UI assets (no personal data shared).
These services operate under their own privacy policies. We encourage you to review them if you have concerns.
10 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make significant changes, we will:
- Update the "Last updated" date at the top of this page.
- Notify school administrators via email or in-app notification.
Your continued use of the platform after changes are posted constitutes your acceptance of the updated policy.
11 Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please reach out to us: