Privacy Policy

Scolara is school management software built and operated by NkwaByte Technologies, Kumasi Rd, KNUST, Kumasi, Ghana (“NkwaByte”, “we”, “us”). This policy explains how we handle personal data when you visit this website, contact us, or when a school uses Scolara.

We process personal data in line with Ghana's Data Protection Act, 2012 (Act 843) and the guidance of the Data Protection Commission.

When a school uses Scolara, the school is the data controller for the records it keeps about its pupils, guardians, teachers and staff. NkwaByte acts as a data processor: we store and process those records only to provide Scolara to the school, and only on its instructions.

If you are a parent, guardian, pupil or member of staff and have a question about records your school keeps in Scolara, please contact your school first. We will help the school respond.

For enquiries made through this website, such as demo requests, NkwaByte is the data controller.

From website visitors and enquiries: the details you send us through the contact form, such as your name, role, school, region, phone or WhatsApp number, email address, school size and message.

On behalf of schools using Scolara: the records a school chooses to keep, which can include:

• Pupil records: names, dates of birth, admission numbers, classes, attendance, assessment marks and report cards.
• Guardian records: names, relationships to pupils, phone numbers and email addresses.
• Staff records: employment details, attendance, leave and payroll information.
• Fee records: bills, payments received, balances and receipts.
• Account data: login details, roles and an audit log of actions taken in Scolara.

We use personal data to:

• Provide, secure and support Scolara for the schools that use it.
• Send the messages a school configures, such as attendance alerts and fee receipts to guardians.
• Respond to enquiries, arrange demonstrations and onboard new schools.
• Keep accurate financial and audit records, and meet our legal obligations.

We do not sell personal data, and we do not use school records for advertising.

We share personal data only with service providers that help us run Scolara, and only as much as they need:

• Payment processing: Mobile Money and card payments are handled by Paystack. Card and wallet details are entered with Paystack and are not stored by Scolara.
• SMS delivery: guardian messages are delivered through an SMS provider such as Arkesel, which receives the phone number and the message text.
• Hosting and backups: our infrastructure providers store encrypted data on our behalf.

We may also disclose data where the law requires it, for example in response to a valid court order.

Each school's data is held in a tenant-isolated database. Data is encrypted in transit and at rest, access is controlled by role, sign-in supports passkeys and multi-factor authentication, and changes to marks and fees are recorded in an audit log. We back up data continuously so it can be recovered.

No system is perfectly secure. If a breach affects personal data, we will notify the affected school, and the authorities where the law requires, without undue delay.

We keep school records for as long as the school's subscription is active, then for a limited period so the school can export its data. After that we delete or anonymise them, except where the law requires us to keep certain records for longer.

A school can export its data at any time. There is no lock-in.

Enquiries made through this website are kept for as long as needed to respond and follow up, and then deleted.

Under the Data Protection Act, you can ask to:

• See the personal data held about you.
• Have inaccurate data corrected.
• Have data deleted, or its use restricted, where the law allows.
• Object to particular uses of your data.

For school records, send your request to your school. For anything else, email [email protected]. You may also complain to the Data Protection Commission of Ghana.

Scolara holds records about pupils, many of whom are children. Those records are entered and controlled by their school, and we process them only to provide the service to that school. This website is intended for school leaders and staff, and is not directed at children.

This website does not use advertising or tracking cookies. Signing in to Scolara uses essential cookies to keep you securely logged in.

We may update this policy as Scolara changes or the law requires. We will post the new version here with a new date and tell schools directly about significant changes.