Privacy policy


Privacy Policy for Web School Management System
Effective Date: 15/01/2025

At Web School, we value the privacy and security of our students, parents, teachers, and staff. This Privacy Policy explains how we collect, use, disclose, and protect personal information through our School Management System (hereafter referred to as "Web SMS" or "the System"). By using Web SMS, you agree to the terms outlined in this Privacy Policy.


1. Information We Collect

We collect information necessary to operate the System effectively and provide a seamless experience to users. The types of information collected include:

a. Personal Information

  • Students: Name, date of birth, address, contact details, student ID, academic records, attendance, and health information (if required).
  • Parents/Guardians: Name, contact details, relationship to the student, and payment information.
  • Staff: Name, contact details, employment details, and performance records.

b. System Usage Information

  • Login data, IP address, device information, and browser type.
  • Actions performed within the System (e.g., attendance submissions, fee payments).

c. Payment Information

For parents or guardians making online payments, we may collect billing information, payment method details, and transaction history. Payment information is processed securely through third-party payment processors.


2. How We Use Collected Information

We use the collected information to:

  • Facilitate school operations, such as managing attendance, grades, timetables, and communications.
  • Provide access to academic and administrative records.
  • Communicate important updates, notifications, and announcements.
  • Process fee payments and issue receipts.
  • Ensure compliance with school policies and regulations.
  • Improve the functionality and performance of the System.


3. Data Sharing and Disclosure

We respect your privacy and will not share personal information with third parties except under the following circumstances:

a. With Your Consent

We may share information if you explicitly authorize us to do so.

b. Service Providers

We may share information with trusted third-party service providers who assist in operating the System (e.g., hosting services, payment processors). These providers are contractually obligated to protect your data.

c. Legal Compliance

We may disclose personal information if required by law, regulation, or court order, or to protect the rights, property, or safety of Witts School and its users.

d. School Authorities

School administrators and authorized staff may access data to manage operations and provide support.


4. Data Security

We take appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encrypted data transmission (e.g., SSL/TLS for online interactions).
  • Secure storage systems and restricted access to sensitive information.
  • Regular security audits and system updates.

However, no method of data transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee its absolute security.


5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. When information is no longer needed, it is securely deleted or anonymized.


6. User Rights

Depending on applicable laws, users may have the following rights regarding their personal data:

  • Access: Request access to the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal or operational constraints.
  • Data Portability: Request a copy of your data in a machine-readable format.
  • Withdraw Consent: Withdraw consent for processing your data (if applicable).

To exercise any of these rights, please contact us at [Insert Contact Email/Phone Number].


7. Cookies and Tracking

Witts SMS may use cookies and similar technologies to enhance user experience, track usage patterns, and improve the System’s functionality. Users can manage cookie preferences through their browser settings.


8. Third-Party Links

The System may include links to third-party websites or services. Witts School is not responsible for the privacy practices of these external sites and encourages users to review their policies before providing personal information.


9. Children’s Privacy

We are committed to protecting the privacy of children. For users under the age of 18, personal information is collected and processed only with the consent of parents or legal guardians, in accordance with applicable laws.


10. Updates to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time. Any changes will be communicated to users via the System or email. Continued use of the System after such updates constitutes acceptance of the revised policy.


11. Contact Us

For questions or concerns about this Privacy Policy or your data, please contact:

Web Schools

Dar Es Salaam

+255719908045

info@websolution.website