ASIFIWE INTERNATIONAL ACADEMY

Privacy Policy

Effective Date: June 5, 2025  |  Last Updated: June 5, 2026

Applicable to: Asifiwe School Management App (Android & iOS)

1. Introduction

Asifiwe International Academy (“Academy”, “we”, “us”, or “our”) is committed to protecting the privacy of students, parents, guardians, teachers, and all other users of our school management application (the “App”). This Privacy Policy explains what information we collect, how we use it, and the rights you have over your data.

By using the App, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the App.

2. Information We Collect

2.1 Information You Provide

• Full name, email address, and phone number (for staff and parent accounts)
• Student names, class, and grade level
• Profile photos (optional)
• Messages sent through the in-app messaging module
• School calendar events and announcements you create or interact with

2.2 Information Collected Automatically

• Device type, operating system version, and unique device identifiers
• App usage data including session duration and features accessed
• GPS location data — collected only when you actively clock in or clock out as a teacher or when geofenced attendance is triggered
• FCM (Firebase Cloud Messaging) token for push notification delivery
• Time-stamped attendance records (clock-in/clock-out timestamps)

2.3 Information We Do Not Collect

• We do not collect payment card details or financial information
• We do not track your location continuously or in the background
• We do not collect biometric data

3. How We Use Your Information

We use the information collected for the following purposes:

• To authenticate and manage user accounts securely
• To record and display teacher and student attendance
• To enforce geofenced clock-in/clock-out for teachers at campus locations
• To send push notifications about school events, announcements, and attendance alerts
• To facilitate communication between teachers, parents, and school administration
• To generate attendance reports and administrative records
• To improve app performance and fix technical issues
• To comply with applicable laws and school administration requirements

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data to third parties. We may share your information only in the following circumstances:

• With school administrators who have legitimate need to access records
• With service providers (e.g., Firebase/Google for notifications and authentication) who process data on our behalf under strict confidentiality obligations
• When required by law, court order, or governmental authority
• In the event of a merger, acquisition, or transfer of school operations, where you will be notified

5. Location Data

The App requests access to your device’s location for the specific purpose of GPS-geofenced attendance. Location is:

• Captured only at the moment of clock-in or clock-out
• Used to verify that the user is within the designated campus boundary
• Stored as a coordinate pair (latitude/longitude) linked to the attendance record
• Not tracked continuously or in the background

You may disable location permissions on your device at any time; however, the attendance clock-in/out feature will not function without it.

6. Push Notifications

The App uses Firebase Cloud Messaging (FCM) to deliver push notifications. Notifications may include school announcements, attendance alerts, calendar reminders, and messages from teachers or administration. You can disable push notifications at any time through your device settings.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. Attendance records may be retained for the duration required by school administration policy. Upon request, we will delete your account and associated personal data within 30 days, except where retention is required by law.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• HTTPS/TLS encryption for all data in transit
• Laravel Sanctum token-based authentication
• Role-based access control (parent, teacher, admin roles)
• Secure backend hosting on Laravel Forge

Despite these measures, no system is completely secure. We encourage you to use strong passwords and keep your login credentials confidential.

9. Children’s Privacy

The App is operated by Asifiwe International Academy for use by its staff and the parents/guardians of enrolled students. Student records are created and managed by school staff on behalf of students. We do not knowingly allow minors to create independent accounts. Parents and guardians retain the right to review, update, or request deletion of their child’s information by contacting us directly.

10. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Objection: Object to certain types of processing
• Portability: Request your data in a portable format

To exercise any of these rights, please contact us using the details in Section 13.

11. Third-Party Services

The App integrates with the following third-party services, each governed by their own privacy policies:

• Google Firebase (Authentication, FCM Push Notifications) — firebase.google.com/support/privacy
• Google Maps (Location verification) — policies.google.com/privacy

We encourage you to review the privacy policies of these services.

12. Download the App

The Asifiwe School Management App is available on the following platforms. By downloading and using the App, you acknowledge and agree to this Privacy Policy.

Android (Google Play Store): Download on Google Play

iOS (Apple App Store): Download on the App Store

Note: Replace the links above with the actual store URLs once the app is published.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the updated policy within the App or sending a push notification. The “Last Updated” date at the top of this document will reflect the most recent revision. Continued use of the App after changes are posted constitutes your acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

Asifiwe International Academy

Email: privacy@asifiwe.ac.ug

Phone: +256 200 925 752

Address: Kampala, Uganda

Website: https://aiacademy.ac.ug

© 2026 Asifiwe International Academy. All rights reserved.