Edplus360 ("Edplus360", "the Service", "we", "us", or "our") is a school management platform developed and operated by Efficiencie (Pty) Ltd ("Efficiencie", "Company"), of Plot 3413 Kiwafu Road, Kansanga, P. O. Box 1930, Kampala, Uganda. This Privacy Policy explains how we collect, use, share, and protect personal data in connection with the Service.

1. Who this policy covers

Edplus360 is provided to schools, colleges, and similar institutions ("Customer" or "School") under a subscription agreement. Teachers, administrators, students, parents and guardians, and other staff who use the Service through a School's account are "End Users."

For most of the personal data processed through Edplus360 — student records, attendance, academic results, guardian contact details, staff records, and similar — the School is the data controller and Edplus360/Efficiencie acts as a data processor, processing that data only on the School's instructions and for the purpose of providing the Service. Where this policy refers to "we collect" or "we use" data of this kind, it means we do so on the School's behalf. Questions or requests about a specific student's, parent's, or staff member's data should generally be directed to the relevant School in the first instance; we will support the School in responding to such requests.

For data relating to our direct relationship with a School (billing contacts, account administrators) and for visitors to our public marketing site (edplus360.com), Efficiencie acts as the data controller.

2. Information we collect

Depending on how a School configures and uses Edplus360, the Service may process:

• Account and identity data — name, username, email address, phone number, role, and login credentials for School staff, students, and parents/guardians.
• Admissions and academic records — applications, enrolment and admission details, class/section assignment, attendance, examination results, report cards, assignments, and e-learning activity.
• Guardian and family information — parent/guardian names, contact details, relationship to student, and emergency contacts.
• Staff and HR records — employment details, qualifications, payroll and bank details, leave and attendance records, and performance appraisals, for a School's employees.
• Financial and billing data — school fees invoiced and paid, payment references, and, for vendor/billing contacts, invoicing and payment details between Efficiencie and the School.
• Health and welfare records — where a School uses Edplus360's clinic/sickbay module, basic medical visit records it chooses to record.
• Communications — messages, notices, and announcements sent through the platform (including by email or, where a School chooses, shared over WhatsApp), and support correspondence with us.
• Documents and files — files a School or its users upload (e.g. certificates, identification documents, photos).
• Technical and usage data — IP address, browser and device information, and activity logs, collected automatically to operate and secure the Service.

3. Children's information

Edplus360 is a tool used by schools to manage records relating to students, who are frequently children under the age of majority. We do not collect data directly from children for our own purposes, and we do not use student data for advertising. Student accounts and data are created and managed by the School, which is responsible for obtaining any consent required by applicable law (including, where relevant, consent from a parent or guardian) before entering a student's information into the Service.

4. How we use information

• To provide, maintain, and secure the Service for Schools and their End Users;
• To process the administrative, academic, financial, and communication functions a School configures (e.g. recording attendance, generating report cards, issuing invoices, sending fee-balance or notice emails);
• To provide customer support and respond to enquiries;
• To maintain backups and safeguard against data loss;
• To detect, investigate, and prevent fraud, abuse, and security incidents;
• To comply with legal obligations; and
• To communicate with School administrators and billing contacts about their account and invoices.

5. How we share information

We do not sell personal data. We share it only as follows:

• Within a School's account, according to the roles and permissions that School configures (for example, a class teacher seeing their students' attendance, or a designated contact person receiving an invoice).
• With service providers who process data on our behalf to help operate the Service — for example, cloud hosting and storage providers, email and SMS delivery providers, and offsite backup storage (including Google Drive, used to store encrypted system backups). These providers are only permitted to use the data to perform services for us.
• For legal reasons, if required by law, legal process, or to protect the rights, property, or safety of Efficiencie, our Schools, or others.
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy or a successor policy continuing to apply.

6. International data transfers

Efficiencie is based in Uganda, and School data is primarily hosted and processed there. Certain service providers we use (such as cloud backup storage) may process or store data outside Uganda. Where this occurs, we take reasonable steps to ensure the provider offers an appropriate standard of protection for the data.

7. Data retention

We retain personal data for as long as a School's account remains active and the Service is in use, and for a reasonable period afterward to meet legal, accounting, or administrative requirements, resolve disputes, and maintain backups. A School may request deletion of its data on reasonable notice, subject to any records we are required to keep by law.

8. Data security

We use administrative, technical, and physical safeguards designed to protect personal data against unauthorised access, alteration, disclosure, or destruction, including access controls tied to each School's own role and permission settings, encrypted connections, and regular backups. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your rights and choices

Depending on applicable law (including Uganda's Data Protection and Privacy Act, 2019), you may have rights to access, correct, or request deletion of your personal data, or to object to or restrict certain processing. Because most data in Edplus360 is entered and controlled by a School, we ask that you first direct such requests to your School; we will assist the School in responding. Billing contacts and marketing-site visitors may contact us directly using the details below.

10. Cookies and similar technologies

Our public marketing site (edplus360.com) may use cookies or similar technologies to remember preferences and understand how visitors use the site. The application itself uses strictly necessary cookies/session identifiers to keep you signed in and secure your session.

11. Third-party links

Our site and communications may contain links to third-party sites (such as social media or payment providers) that are not operated by us. This policy does not apply to those third-party sites, and we encourage you to review their own privacy policies.

12. Changes to this policy

We may update this policy from time to time. We will update the "Last updated" date above, and, for material changes, take reasonable steps to notify School administrators.

13. Contact us

If you have questions about this Privacy Policy, please contact us at:
Efficiencie (Pty) Ltd
Plot 3413 Kiwafu Road, Kansanga
P. O. Box 1930, Kampala, Uganda
Tel: +256 393 203025
Email: info@efficiencie.com
Website: www.efficiencie.com