Institutional & Student Privacy Policy
Last updated: September 2026 • Compliant with the Republic of Zambia Data Protection Act No. 3 of 2021
Commitment to Privacy: We are committed to safeguarding the personal records and academic confidentiality of our students, guardians, educators, and staff.
1. Scope & Application
This Privacy Policy governs the collection, storage, and processing of student, guardian, and staff records through our School Management Information System (powered by SmartSchoolHub). It applies to all enrolled students, their authorized parents/guardians, teachers, and school administrative personnel.
2. Personal Data We Collect
- Student Academic & Demographic Information: Full legal name, date of birth, gender, nationality, national registration details (where applicable), class/grade, attendance records, exam results, and cumulative termly assessments.
- Parent & Guardian Information: Names, primary mobile phone numbers, email addresses, residential address, emergency contacts, and fee billing histories.
- Staff & Faculty Records: Professional qualifications, contact numbers, attendance logs, and payroll administration data.
- Optional Biometric & Digital Logs: Where facial recognition or biometric attendance kiosks are activated, encrypted mathematical templates are processed solely for verification of physical presence.
3. Purpose of Processing
All data is processed exclusively for bona fide educational and institutional operations:
- Generating report cards and academic performance tracking.
- Tracking student attendance and notifying guardians via automated SMS/notifications.
- Managing tuition, examination, and ancillary fee collections with payment receipts.
- Submission of statutory educational returns to the Ministry of Education as required by Zambian law.
4. Data Confidentiality & Security Measures
We treat all institutional records with the highest confidentiality. Technical safeguards include 256-bit TLS/SSL encryption for web transmissions, strict role-based access control, salted password hashing, and encrypted regular cloud backups. Student records are never sold, rented, or distributed to commercial advertisers.
5. Guardian Rights & Contact
Parents and legal guardians possess the right to inspect their student's records, request corrections to erroneous entries, or inquire about data retention policies by contacting the school administration office during standard operating hours.