Legal

Privacy policy

Last updated 18 August 2026.

EvalSchools is a school management system used by schools in Uganda to keep their records: marks and report cards, attendance, school fees, timetables, the sick bay, and admissions. This policy explains what personal information passes through the system, who can see it, how long it is kept, and what you can ask us to do about it.

Most of the information in this system is about children. Some of it — a declared health condition, a sick bay visit — is sensitive. We treat it accordingly, and the sections below say exactly who inside a school can and cannot read it.

1. Who is responsible for your information

Your school is the data controller. The school decides which children and staff are on the system, what is recorded about them, and who on its staff may see it. Questions about a particular child's record should go to the school first.

We are the data processor. We provide and maintain the software and store the data on the school's behalf. We do not decide what a school records, and we do not use a school's data for our own purposes.

2. What information the system holds

About pupils

Name, sex, date of birth or age, district, admission number, photograph where the school uploads one.
Class, stream, subject combination, and enrolment history.
Marks, grades, report cards, promotion decisions.
Attendance, including per-lesson registers.
Fees billed, payments received and receipts.
Movements in and out of school: sick bay visits and permission to leave, including who collected the child.
Health information a family chooses to declare — conditions, allergies, blood group, regular medication — and what was recorded in the sick bay.
Documents uploaded during admission: previous report cards, examination result slips, proof of payment.

About parents and guardians

Name, phone number, relationship to the child, and email address if given.
Messages the school sends, and applications submitted through a school's admission link.

About staff

Name, phone number, role, the classes and subjects they teach, and a specimen signature where they upload one.
Records of actions taken in the system, such as who entered a mark, who approved a report card, and who read a pupil's health record.
The date they last used the system.

Technical information

A session cookie so you stay signed in. It is strictly necessary and cannot be turned off while using the system.
The IP address a public admission application was sent from, kept so that abuse of the form can be investigated.
Error and access logs used to keep the service running.

We do not use advertising cookies, we do not track you across other websites, and we never sell personal information.

3. Why we hold it

To run the school. Marks, registers, fees, timetables and report cards are the service itself.
To keep children safe. Knowing that a child has asthma, or who signed a child out of school and when, exists for the child's protection.
To keep records accurate and accountable. Audit entries show who changed a mark or read a health record.
To provide support. Diagnosing a fault sometimes requires looking at the affected record, with the school's knowledge.

We rely on the school's legitimate interest in running its own administration, on the consent a family gives when it chooses to declare health information, and on the school's legal obligations to keep education records.

4. Who can see what

Access inside a school is limited by role, not left to trust. In particular:

Health information is restricted. The school nurse, the head teacher and the school owner can read a pupil's declared conditions and sick bay notes. A class teacher is shown only that a child was with the nurse and how it ended — never the diagnosis. The bursar sees no health information at all.
Every reading of a health record is logged, with who looked and when.
Section staff see their own section. A Director of Studies or bursar assigned to nursery, primary or secondary sees only that section.
Families see their own children only. A parent cannot reach another family's records; a pupil sees only themselves.
Schools cannot see each other. Every record belongs to one school and is filtered by it on every query.

What we can see

Our staff can see the commercial account for a school — its name, district, contact details, subscription and payments. We do not browse pupil records. Where support requires access to a specific record, we ask the school first, and such access is logged.

5. Who else it is shared with

We share personal information only:

with the school the record belongs to;
with a parent or guardian, in respect of their own children;
with service providers who host the servers or deliver SMS messages on the school's behalf, and only as far as that task requires;
where the law requires it, or to protect a child from harm.

We do not share personal information with advertisers or data brokers.

6. Results shared with parents

When a school releases results, a parent opens a link the school shares and enters their child's admission number. No account is created. Guessing is rate-limited, and a school may withhold results until a set proportion of fees has been paid — in which case the parent is told the amount outstanding rather than shown another child's information.

7. How long it is kept

Pupil academic and financial records are kept for as long as the school remains a customer, because a school needs to produce a transcript or a receipt years later.
Health records are kept while the child is enrolled and are removed with the pupil record when the school deletes it.
Uploaded documents are deleted when the record they belong to is deleted.
Technical logs are kept for a short period for troubleshooting and security, then discarded.
If a school leaves, it may request an export of its data. We delete the school's data on written request from the school.

8. How it is protected

Traffic is encrypted in transit using HTTPS.
Passwords are stored only as irreversible hashes. Nobody, including us, can read your password.
Access is checked on every request. Disabling an account ends its sessions and revokes its access immediately, not at the next sign-in.
Pupil documents and report cards are stored privately and served only to a signed-in person entitled to them — never from a public link.
Sensitive actions are recorded, including reading a health record and resetting another person's password.

No system is perfectly secure. If a breach affects your information, we will inform the school without undue delay.

9. Your rights

Under the Data Protection and Privacy Act, 2019 you may ask to see the personal information held about you or your child, to have it corrected, to have it deleted where there is no lasting reason to keep it, and to object to a particular use of it.

Ask your school first. The school holds the record and can usually act immediately. If you have asked the school and not been helped, contact us using the details below and we will assist the school in responding.

10. Children

The system is not used by young children directly. Pupil logins, where a school issues them, show only that pupil's own record. A child's information is entered by the school or by their parent or guardian, and health information is only ever recorded because a family chose to declare it or because the child was treated at school.

11. Changes to this policy

We will update this page when the system changes in a way that affects your information, and the date at the top will change with it. Significant changes will be communicated to schools directly.

12. Contact

Questions about a particular child's record should go to the school. For anything about this policy or the system itself, contact privacy@evalschools.app.