- Each school owns the information it puts into SchoolHub. We hold it on the school's behalf and use it only to run SchoolHub for that school.
- We never sell personal information and never use it for advertising. Our website has no advertising or tracking cookies.
- We share information only with the services that make SchoolHub work, such as the text-message and email services, and only what each one needs.
- You can ask to see, correct or delete personal information. For a learner's or staff member's records, start with the school.
1Who we are
SchoolHub is a school management system owned and operated by FERO TECH SMC LIMITED ("we", "us"), based in Wakiso, Uganda. This policy explains what personal information we handle through SchoolHub and our website, schoolhubug.com, why we handle it, and the choices and rights people have.
It applies to schools that use SchoolHub, to the staff, learners, parents and guardians whose information schools keep in it, and to visitors to our website. It should be read together with our Terms and Conditions.
2Our role and the school's role
- Under Uganda's Data Protection and Privacy Act, 2019, a school that uses SchoolHub decides why and how the information about its learners, parents, guardians and staff is used. The school is the data controller.
- We hold and process that information on the school's behalf and on its instructions, as its data processor. We do not use it for our own purposes.
- For the details schools give us when they register and pay, and for people who contact us or visit our website, we decide how the information is used, and we are responsible for it.
3What we collect
When a school registers
- The school's name, category, location and contact details, and the name, phone number and email address of the person registering, who becomes the School Admin.
- Records of the school's plan and payments to us.
What a school keeps in SchoolHub
Each school chooses what to enter. Depending on the parts it uses, this can include:
- Learners: name, admission number, class and stream, date of birth, gender, photo, LIN, NIN, SchoolPay code, address, medical notes, attendance, marks, report cards, fees, payments and balances.
- Parents and guardians: name, relationship to the learner, phone numbers and email address.
- Staff: name, contact details, position, photo, date of birth, TIN, NSSF number, salary, allowances and deductions, and bank or mobile money details for paying salaries.
- Logins: the name, email address or phone number and password of each person the school gives access to. Passwords are stored in a scrambled form that cannot be read, not even by us.
When people use SchoolHub
- Sign-in records, such as the time, the IP address and the type of browser, so that accounts can be kept secure.
- A record of changes made in each school's account (who added, changed or deleted what, and when), which the school can see.
- Technical error reports, including the page, the user and the browser involved, so that we can find and fix problems.
Visitors to our website
- If you request a demonstration, the details you enter (your name, school, phone number, email address, the number of learners, a preferred date and your message) and the IP address the request came from, to protect the form from abuse.
- Simple visit statistics: which page was viewed, roughly where from (country and city), how the visitor arrived (for example Google or WhatsApp) and the type of device. Your IP address is not stored: it is used only to work out the place, and unique visitors are counted with a code that changes every day and cannot be traced back to you.
4How we use it
- To provide SchoolHub to each school: storing its records and showing them to the people the school has authorised.
- To produce what the school asks for, such as receipts, invoices, statements, report cards, payslips and reports.
- To send the text messages and emails the school asks for, such as fee reminders, receipts, parents' sign-in details and messages to parents or staff.
- To send messages about the service itself, such as email verification codes, password resets and reminders before a trial or subscription ends.
- To keep SchoolHub secure, to prevent misuse, and to find and fix problems.
- To answer demo requests and support questions.
- To meet our legal obligations.
We may use combined, anonymous figures, for example how many schools use SchoolHub, that cannot identify any school or person.
5Information about children
- Most learners are children. Their information is entered by their school, which is responsible for having a lawful reason to hold it and for the consent of parents or guardians where the law requires it.
- We use children's information only to provide SchoolHub to their school. We never use it for marketing, never sell it and never share it with advertisers.
- Parents and guardians can see only their own children's fees, receipts and results, through a parent login or a private link the school sends them.
8How we keep it safe
- Every connection to SchoolHub is encrypted (https).
- Each school's records are kept separate, and no school can see another's.
- The School Admin decides what each user can open, so staff see only what their work needs.
- Passwords are stored scrambled, repeated wrong sign-in attempts are blocked, and users can turn on two-step sign-in with an authenticator app.
- Changes are recorded with the name of the person who made them.
- Receipts and report cards carry a QR code that anyone can scan to check they are genuine.
- The data is backed up automatically every night.
- Our team looks at a school's records only when needed to run the service, fix a problem, or answer the school's own request.
No system can be made completely secure, but we work to protect information from loss, misuse and unauthorised access, and we review our safeguards as SchoolHub grows.
9How long we keep it
- A school's records are kept for as long as the school uses SchoolHub.
- If a school stops paying, its account is locked but nothing is deleted. We keep a locked school's records for at least 12 months, so it can come back or ask for a copy.
- On a written request from the School Admin, we delete the school's records within 30 days, except anything the law requires us to keep. Copies in our backups are removed as the backups are replaced, within 14 days.
- Demo requests are kept for as long as needed to follow them up, and are deleted sooner if you ask.
- Website visit statistics contain no information that identifies you.
10Your rights
Under the Data Protection and Privacy Act, 2019, you have the right to:
- know what personal information is held about you and get a copy of it;
- have information that is wrong or out of date corrected;
- have information deleted where there is no longer a lawful reason to keep it;
- object to your information being used in a particular way.
Because the school controls the records of its learners, parents, guardians and staff, please contact the school first about those records. We will help the school respond. For anything else, such as a demo request or a School Admin's own details, contact us directly.
If you are not satisfied with how your information has been handled, you may complain to the Personal Data Protection Office of Uganda.
11If something goes wrong
If we become aware of a breach that affects personal information, we will act quickly to contain it, tell the schools affected without undue delay so they can meet their own obligations, and notify the authorities as the law requires.
12Changes to this policy
We may update this policy as SchoolHub changes. The date at the top shows when it last changed. For important changes we will give schools at least 30 days' notice by email or in SchoolHub.
13Contact us
Questions about this policy or about personal information, or a request to see, correct or delete it:
Version 2026-10-17.