1. Scope and data-protection roles
This policy applies to EduCore's public website, school application process, and school-management platform.
For application, billing, support, and website-contact information, EduCore decides why and how the information is used. For records a school enters to manage its students, guardians, staff, academics, finance, or payroll, the school generally determines the purpose of processing and EduCore processes the records to provide the service. The precise legal roles may depend on the circumstances and the agreement with the school.
EduCore handles personal data in accordance with applicable Ghanaian law, including the Data Protection Act, 2012 (Act 843).
2. Data we collect
Website enquiries and school applications
- name, work email, phone number, and message;
- school name, GES school code, location, type, size, and preferred school link; and
- requested plan and application-review information.
School account and operational records
- user identities, roles, contact details, and authentication records;
- student, guardian, staff, attendance, academic, assessment, and reporting records;
- fees, payments, expenses, payroll, and related financial records; and
- support requests, configuration, approvals, exports, and audit events.
Technical information
When the service is used, systems may record IP addresses, browser and device information, request times, authentication events, errors, and other security or diagnostic logs.
Where an external payment provider is used, that provider handles the payment interaction. EduCore receives transaction references, status, amount, payer details needed for reconciliation, and related provider responses.
3. How we use personal data
We use personal data to:
- review school applications and create approved accounts;
- provide the modules, portals, reports, and workflows selected by a school;
- authenticate users, enforce permissions, investigate misuse, and protect the service;
- process and reconcile subscriptions and school payments;
- provide setup guidance, support, service notices, and requested follow-up;
- diagnose faults and improve reliability and usability; and
- meet contractual, accounting, safeguarding, and legal obligations.
The legal basis for processing depends on the context and may include performing a contract, taking requested steps before a contract, complying with law, protecting legitimate operational and security interests, or consent where required.
4. How data is shared
Personal data may be available to authorised users within the relevant school according to their assigned roles. EduCore may also disclose limited information to:
- hosting, email, payment, error-monitoring, and other service providers needed to operate EduCore;
- professional advisers acting under confidentiality duties;
- regulators, courts, law-enforcement bodies, or other parties where disclosure is legally required; and
- a successor in a genuine restructuring, financing, merger, or sale, subject to appropriate safeguards.
Service providers receive only the information reasonably needed for their work and must handle it under applicable obligations. EduCore does not sell personal data or use school records for third-party advertising.
5. Security
EduCore uses technical and organisational controls intended to reduce the risk of loss, misuse, or unauthorised access. These include authenticated access, role-based permissions, school-level data scoping, protected production connections, operational logging, and selected audit records.
No online service can guarantee absolute security. Schools and users also play an important role by assigning suitable roles, protecting credentials, reviewing access, and reporting suspected incidents promptly.
6. Data retention
We retain personal data for as long as reasonably necessary to provide the service, maintain security and audit records, resolve disputes, and comply with contractual or legal duties. Retention may differ by record type and school instruction. Deleted data may remain in protected backups until those backups rotate.
At the end of a school relationship, return, export, deletion, or continued retention of school records is handled under the applicable agreement, technical capabilities, and legal requirements.
7. Rights and requests
Subject to applicable law, individuals may ask to access, correct, or delete personal data, object to or restrict certain processing, or raise a concern about how information is handled.
Requests about student, guardian, or staff records should normally be made to the school first because the school controls those records and must verify the requester. Requests about an EduCore application, website enquiry, or EduCore's own processing can be sent to support@educoregh.com. We may need to verify identity and authority before acting.
8. Children's data
EduCore is supplied to schools and is not offered directly to children for independent use. Schools are responsible for providing appropriate notices, obtaining any required authority or consent, and deciding which records and accounts are needed. Child-related data is used only to provide and secure the school service, follow school instructions, and meet legal obligations.
9. Cookies and similar technology
EduCore uses necessary cookies and related storage for security, sessions, preferences, and core application behaviour. The public marketing site does not use advertising cookies. If optional analytics or marketing technology is introduced, this policy and any required consent controls will be updated before it is enabled.
10. Service providers and processing locations
EduCore's hosting and service providers may process information from locations outside Ghana. Where cross-border processing occurs, EduCore will use contractual, security, and other safeguards appropriate to the information and applicable law.
11. Policy updates and contact
We may update this policy when the service, providers, or legal requirements change. The effective date above identifies the current version. Material changes will be communicated through the service, by email, or on this page as appropriate.
Privacy questions or concerns can be sent to support@educoregh.com. Individuals may also contact Ghana's Data Protection Commission about their rights under applicable law.