Welcome to EduLink School Management System (“EduLink”, “we”, “us”, or “our”). EduLink is an integrated, multi-tenant digital educational management platform engineered to streamline administrative, academic, financial, communication, and learning workflows for educational institutions worldwide.
We recognize the paramount importance of privacy, data protection, and confidentiality in educational settings. This Privacy Policy sets forth our commitments and practices regarding the collection, handling, storage, security, and disclosure of personal data belonging to schools, administrators, teachers, parents, students, staff, and visitors.
EduLink Systems provides the technological infrastructure powering EduLink. We operate as the platform provider and technical data processor for tenant educational institutions.
- Headquarters & Operations: "D-21 Wilberforce Barracks",
- Official Support Portal: Contact Support Desk
- Telephone Assistance: "+232 32-041-615",
This Privacy Policy encompasses all web applications, administrative dashboards, communication portals, and services operated under the EduLink ecosystem.
The types of information collected depend on your role, institutional permissions, and how you interact with EduLink. We collect information through three primary channels:
- Direct Input: Information submitted directly during onboarding, enrolment, or profile management.
- Academic Activity: Evaluations, attendance logs, timetables, and fee payment receipts.
- Essential Diagnostics: Secure session cookies and access audit telemetry to safeguard the platform.
When user accounts are provisioned by an institution or created directly, the system records:
- Full legal name, professional title, and authorized email address
- Cryptographically hashed credentials (plain-text passwords are never stored)
- Assigned institutional role (Administrator, Teacher, Parent, Student, or Support Staff)
- Associated school membership and account status flags
During tenant registration and institutional profile configuration, we process:
- Official school name, registration code, accreditation details, and crest/logo
- Physical campus address, contact email, and administrative contact lines
- Academic calendar schedules, terms, semesters, and holiday dates
- Departments, classes, streams, and subject curricula
Student information is maintained on behalf of the enrolling school:
- Student legal name, gender, date of birth, and nationality
- Official Student Identification Number and Roll Number
- Assigned Class, Stream, and academic year
- Emergency medical notations provided by the school (such as blood group or emergency contact info)
- Linked guardian relationship identifiers
To support parent-school communication and legal oversight, EduLink processes:
- Guardian legal name and relationship to student
- Contact phone number, communication channel, and residential address
- Notification preferences for attendance and grade updates
- Linked student profiles under the guardian's legal responsibility
For educational staff and school administrators, records include:
- Staff employee ID, professional title, academic qualifications, and teaching experience
- Department assignment, primary subjects taught, and assigned classes
- Work schedule, timetable allocations, and institutional appointment records
Academic information consists of subject enrollments, syllabus structures, lesson materials, academic terms, and curricular department mappings managed within the tenant's educational portal.
EduLink captures student and staff attendance records entered by authorized teachers or administrators. These entries include date, class, attendance status (e.g., Present, Absent, Late, Excused), and optional reason notes recorded for school records.
Assessment data includes exam papers, marking schemes, continuous assessment scores, term exam scores, grade assignments, academic remarks, and generated student report cards. Access is strictly scoped to authorized educators, students, and their verified guardians.
EduLink facilitates school tuition and subscription fee tracking:
- School Fees: Fee schedules, fee item categories, student payment receipts, and payment reference numbers.
- Card Safety: EduLink does not store full debit/credit card numbers or CVV codes. Online subscription payments are securely handled by PCI-compliant payment gateways.
Where an educational institution elects to record compensation or departmental budgeting within EduLink, basic salary brackets and departmental budget totals may be recorded. These fields are exclusively visible to designated school financial administrators.
EduLink offers integrated communication tools between staff, parents, and students:
Direct one-to-one messages are encrypted on your local device using standard Web Crypto SubtleCrypto (ECDH P-256 key exchange and AES-GCM 256-bit encryption) before transmission. Messages can only be decrypted by the intended recipient.
Users may elect to receive operational alerts (such as grade publications, attendance updates, or fee notices).
For browser push notifications via our service worker, we register the browser's push endpoint and device authentication tokens under the standard Web Push protocol. You may disable push notifications at any time via your browser settings.
Users can upload coursework assignments, syllabus files, and profile imagery:
- File uploads are routed through secure, token-authenticated storage infrastructure.
- Uploads are restricted by size limits and allowed file format restrictions.
- Upload operations require verified user session authorization.
When connecting to the EduLink platform, standard network metadata is processed, including browser family and version, operating system, preferred language, screen resolution, and connection timestamp to ensure correct layout rendering.
For audit accountability and attack mitigation, EduLink maintains server-side login activity logs (visible to authorized institutional administrators), capturing user identifier, IP address, user-agent, outcome (successful or failed attempt), and timestamp.
EduLink utilizes essential cookies and browser storage strictly to preserve application session state, enforce security boundaries, and maintain user preferences.
| Category | Type | Lifespan | Purpose |
|---|---|---|---|
| Session Authentication | Secure HTTP Cookie | 24 Hours | Maintains user session with Strict security flags |
| Session Renewal | Secure HTTP Cookie | 30 Days | Allows automated session renewal for active users |
| Tenant & Profile Context | Secure HTTP Cookie | Session | Maintains active school workspace context |
| Chat Encryption Keys | Local Device Storage | Persistent | Client-side keys for end-to-end messaging |
| Visual Theme | Local Device Storage | Persistent | Saves preference for Light or Dark display |
Personal and institutional data is processed exclusively to:
- Provide educational and school management services.
- Calculate and format assessment scores and report cards.
- Maintain student daily and period attendance records.
- Facilitate authorized teacher, parent, and student communication.
Processing is conducted under standard lawful bases:
- Performance of Contract: Delivering contracted school management services.
- Legitimate Interests: Securing educational records and maintaining uptime.
- Legal Obligation: Statutory accounting records and educational compliance.
- Consent: Where features (such as push notifications) require explicit opt-in.
In our multi-tenant model, the educational institution operates as the principal data controller of its records, controlling account provisioning, academic roles, report card publications, and fee rules.
Every academic entity is bound to an isolated institutional organization ID. Server actions strictly enforce tenant boundaries: users in School A cannot view, query, or mutate data in School B.
EduLink implements defense-in-depth technical, physical, and administrative measures to protect educational data against accidental loss, unauthorized access, and malicious modification.
All data transferred between client and servers is secured over modern TLS (HTTPS & WSS).
Direct chat messaging utilizes ECDH P-256 key agreement with AES-GCM 256-bit encryption.
Authentication is governed by tokenized sessions delivered over secure, HTTP-only cookies with strict SameSite protection. Passwords are subjected to modern one-way cryptographic hashing before persistence. Password reset operations require cryptographically signed tokens.
- SUPER_ADMIN: Platform-wide operations, school onboarding, system subscriptions.
- ADMIN: School-wide administration, user provisioning, academic and financial oversight.
- TEACHER: Class-specific grading, attendance entry, assignment management, student notices.
- PARENT: Visibility into linked dependent children's results, attendance, and fees.
- STUDENT: Personal timetable, own assessment scores, submissions, learning materials.
- SECRETARY: Administrative support workflows based on customized institutional permissions.
To maintain accountability, authentication attempts are preserved in the system login log (capturing user identifier, status, IP address, and timestamp) for authorized school administrator review.
We retain personal information for as long as reasonably necessary to provide the services, comply with statutory educational record obligations, resolve disputes, and maintain security.
Upon written request by an authorized educational institution or verified account holder (subject to the institution's regulatory obligations), personal data will be deleted or irreversibly anonymized from operational databases.
When a school subscription concludes or an individual account is terminated, access permissions are revoked. Institutional data may be archived for an export grace period before permanent purge.
Student records are never indexed publicly, never tracked for advertisements, and are accessible only by authorized staff and verified guardians.
Parents and legal guardians receive portal access to view their dependent children's records in accordance with the school's configuration and authorization rules, including term reports, attendance, and fee status.
To maintain high platform availability, secure file distribution, and payment processing, EduLink integrates with reputable third-party infrastructure providers operating under strict data processing standards.
Transactional emails (such as password reset notices and administrative alerts) are dispatched via secure transactional email gateways solely to ensure reliable receipt of essential platform notifications.
EduLink utilizes secure cloud storage infrastructure (such as UploadThing and Cloudinary) for encrypted document storage and optimized school logo delivery, strictly requiring token verification for uploads.
EduLink integrates with Monime for school subscription processing. Users are securely redirected to Monime's PCI-DSS compliant checkout. EduLink receives confirmation status callbacks without storing raw payment card numbers.
The EduLink platform applications and API services are hosted in enterprise data centers providing high availability, automated backup redundancy, DDoS mitigation, and firewall isolation.
We utilize Vercel Analytics to monitor platform web performance and page load reliability. Vercel Analytics is privacy-friendly and does not track users across the internet or build advertising profiles.
Browser Web Push messages are relayed using standard Web Push protocols (operating through user-agent browser notification gateways) under our registered cryptographic keys.
Where data is routed across borders to reach global cloud infrastructure or content distribution networks, we ensure appropriate data transfer safeguards and encryption standards are maintained.
EduLink does not sell, rent, lease, or trade personal data to third parties. Data sharing is limited to institutional requirements authorized by the school or vetted technical infrastructure processors.
Information may only be disclosed under limited circumstances: with explicit institutional authorization, to trusted technical processors, in response to lawful judicial orders, or to protect physical safety.
In the event that law enforcement or government authorities request educational records, we verify legal validity and direct the requesting authority to the relevant educational institution where legally permissible.
We reserve the right to review technical logs and account activity when investigating cybersecurity incidents, unauthorized intrusion attempts, automated abuse, or fraudulent payment actions.
Depending on your location and applicable data protection legislation, you may hold specific rights concerning access, correction, deletion, restriction, and portability of your personal information.
Users have the right to request confirmation of whether their personal data is being processed, and to obtain a readable copy. Because institutional student records are managed by the school, student access requests are coordinated with school administration.
If your profile or contact details are inaccurate or incomplete, you can update them directly within your portal profile settings or request an update through your school's administrative office.
You may request the deletion of your personal account data where processing is no longer necessary for educational purposes or legally required record retention.
Where technically feasible, users or schools may request export copies of their academic spreadsheets, fee records, and report cards in standard electronic formats (such as Excel or PDF).
Under applicable statutory conditions, you may have the right to restrict or object to certain non-essential processing activities.
Where processing is contingent on your consent (e.g., optional push notifications), you may withdraw consent at any time via your browser settings without impacting your general account access.
Institutional administrators are responsible for:
- Ensuring lawful authority to enter staff, guardian, and student data into EduLink
- Maintaining confidentiality of administrative credentials
- Promptly revoking access for departing staff members
- Accurately reviewing grades, fee records, and report cards prior to publication
EduLink commits to:
- Maintaining rigorous multi-tenant data isolation and security controls
- Ensuring high uptime, database redundancy, and system availability
- Providing responsive technical support to institutional administrators
- Promptly patching vulnerabilities and adhering to data protection standards
Protecting young learners is a core duty. EduLink operates as a closed school platform where student accounts are established exclusively by authorized educational institutions or verified guardians. We do not provide social feeds, public chatrooms, or behavioral advertising to children.
EduLink relies strictly on first-party operational cookies essential for session authentication, tenant isolation, and interface preferences. We do not deploy third-party advertising cookies or cross-site tracking pixels.
We may update this Privacy Policy periodically to reflect technological updates, product enhancements, or statutory changes. When updates are published, the “Last Updated” date at the top of this document will be modified.
If you have questions, privacy inquiries, or data subject requests regarding this policy or our privacy practices, please contact our privacy office: