Privacy Policy
In short. School Pro Ultimate stores school records so that a school can run its day-to-day work. Each school decides what goes in and who can see it. We do not sell personal information and we do not show advertising.
1. Who is responsible
The app is provided by NEXLITE Digital Solutions Limited, a company in Zambia ("we", "us"). Each school that uses the app ("the School") owns its records and decides why and how they are used. We handle those records on the School's behalf, only to run the app. If you have a question about a learner's or staff member's record, ask the School first. For our own records about Schools and their subscriptions (see section 2), we are responsible ourselves.
2. What information is stored
- Accounts: name, email address, role, and the basic profile Google shares when you sign in with Google. Your email address is also where we send the account emails described in section 3.
- Learners: name, sex, class, photo, parent or guardian phone numbers, subjects, test and exam results, attendance, conduct notes, and fee and payment records.
- Staff: name, contact details, teaching subjects and classes, and payroll and payslip records.
- School records: school name, logo, address, phone, email and motto, timetables, notices, messages, and files sent through the Inbox (PDF, Word, Excel, CSV).
- Payments: when a School applies for a plan, the school name, plan and mobile money transaction ID. When a parent submits a fee payment, the learner's name, amount, mobile money network, transaction ID, date and the parent's account name. We do not receive card or mobile money PINs.
- On your device: a saved copy of some data so the app opens without signal (see section 7).
Only the School enters this information, apart from the subscription details a School submits to us. We do not ask for anything the School does not choose to record.
3. How it is used
- To run the School's attendance, results, fees, payroll, messages and timetable.
- To sign people in and show each person only what their role allows.
- To produce reports, payslips and timetable PDFs the School asks for.
- To check payments, manage subscriptions, and send emails to the address on your account: a welcome message when a School signs up, a password reset link when you ask for one, and occasional service updates about the app (for example new features, maintenance, or changes to plans or terms).
- To keep the app working, secure and up to date.
We do not use learner or staff information for advertising or marketing. We will never ask for your password or PIN by email. To stop receiving service updates, reply to any of them or write to support@nexlitedigitalsolutionslimited.digital. Welcome and password reset emails are part of running your account and are sent when you sign up or ask for them.
4. Who can see what
- Staff see the sections their role gives them. Administrators, Head Teachers and Deputies see the most; finance details are limited to finance roles.
- Parents see only the learners linked to their login.
- Timetables marked "published" can be seen by staff and linked parents. Drafts stay private to Administrators, Head Teachers and Deputies.
- These limits are enforced by the database rules, not only by what the screen shows.
- Our team can see a School's subscription details so we can activate and support it. We do not look at learner records except to fix a problem the School asks us to fix, or where the law requires.
5. Children's information
Most records in the app are about children. The School is responsible for having the right to record them, including any parent or guardian consent that the law requires. Children do not create accounts; parents and staff do. Parents can ask the School to correct or remove a child's record.
6. Services we rely on
The app runs on services provided by other companies. They process data only to deliver their service.
- Google (Firebase and Google Sign-In): sign-in and the database. Our database is hosted by Google in the United States.
- Email: welcome emails, password reset emails and service updates are sent from support@nexlitedigitalsolutionslimited.digital using Google (Gmail) and Cloudflare, which handle your email address only to deliver the message. If our email service is unavailable, Firebase sends the password reset email instead. Messages you send to our support address reach our Gmail inbox.
- Web hosting, libraries and fonts: the app's pages are delivered by our web host, Namecheap, and some libraries and fonts load from Google and Cloudflare's CDN. These providers can see your device's IP address when they load.
- Android app: if you install the Android version, it is packaged using Median and shows the same web app. School records are stored in our database, not in Median.
Because these providers run servers in several countries, information may be stored or processed outside your country.
7. Copies on your device
To work offline, the app keeps a copy of some data, such as the timetable, on the phone or browser you use. Anyone who can unlock that device may be able to open the app. Use a screen lock, sign out on shared devices, and clear the app's data if you lose a phone.
Backups and exports that a School downloads are saved on its own devices and are the School's responsibility to keep private. The app does not use advertising trackers or third-party analytics.
8. Sharing
We do not sell personal information. Information leaves the app only when:
- a user chooses to share it, for example sending a report or timetable PDF by WhatsApp or email;
- a provider in section 6 needs it to run the service; or
- the law, a court or a public authority requires it.
9. How long it is kept
Records stay while the School uses the app, so the School can keep its history. When a School's access ends, we keep its data for 90 days so it can be exported, then delete it unless the law requires otherwise. A School or parent can ask for a record to be corrected or deleted at any time. Emails we send you and messages you send to our support address stay in our mailbox for as long as we need them to help you, and you can ask us to delete them.
10. Security
We use access rules, role-based permissions, hashed PINs and encrypted connections provided by our hosting services. No system is completely secure, so please keep your login private and tell us at once if you think someone else has used it.
11. Your rights
You can ask to see, correct or delete personal information held about you or your child, and to object to how it is used. Please contact the School first. If the School cannot help, or you need to reach us, use the details below. Your rights come from the data protection law that applies to you, such as the Data Protection Act, 2021 of Zambia. If you are not satisfied, you may also complain to the Office of the Data Protection Commissioner in Zambia.
12. Changes
If we change this policy in a way that matters, we will update the date above and tell Schools through the app or by email. Please check this page from time to time.
13. Contact
NEXLITE Digital Solutions Limited, Zambia
Email: support@nexlitedigitalsolutionslimited.digital
Phone / WhatsApp: +260 977 638 790 · +260 960 271 128
Website: nexlitedigitalsolutionslimited.digital