1. Introduction
This Privacy Policy explains how Kings Technologies ("we," "us," "our") collects, uses, stores, and protects personal data through the Smart US SBA platform (the "Platform"), used by schools, teachers, students, and parents/guardians in Ghana.
This policy applies to data collected through the website, web app, PWA, Telegram bot, and any WhatsApp/SMS communications sent through the Platform.
2. Who This Applies To
- Schools who register and administer the Platform for their institution
- Teachers and staff who use the Platform to enter scores and manage classes
- Students who access the student portal or receive reports
- Parents/Guardians who receive reports via WhatsApp, SMS, or portal access
Schools act as the primary data controller for student and parent information entered into the Platform. Kings Technologies acts as a data processor, handling that data on the School's instructions to provide the Service.
3. Information We Collect
3.1 School and Staff Information
- School name, location, and academic structure (term/semester system)
- Administrator and teacher names, contact numbers, login credentials, and roles
3.2 Student Information
- Name, student ID, class/grade level
- Academic scores, assessments, mock exam results, and terminal reports
- Historical academic records migrated from prior systems, where a School chooses to import them
- Student photos, where a School uploads them for report card branding
3.3 Parent/Guardian Information
- Name and phone number (for WhatsApp/SMS report delivery and school broadcasts)
3.4 Usage and Technical Data
- Device and browser information when accessing the web app or PWA
- Telegram bot interaction data (e.g., student ID lookups) limited to what is needed to retrieve the correct report
- Log data related to report generation, sync activity, and system performance
We do not collect full payment card details; payments are handled by third-party processors (e.g., Paystack) under their own privacy and security terms.
4. How We Use Information
We use collected data to:
- Generate and deliver student assessment reports and report cards
- Enable score entry, bulk import, and offline sync for teachers
- Deliver reports and school announcements via WhatsApp, SMS, and the parent/student portal
- Provide the Telegram bot report-retrieval feature
- Maintain isolated, secure storage for each School's data
- Provide customer support and respond to inquiries
- Process subscription billing and manage the free trial and partner program
- Improve platform reliability, performance, and features
- Comply with legal obligations
We do not sell student, parent, or school data to third parties, and we do not use student data for advertising purposes.
5. How We Share Information
We share personal data only in the following circumstances:
- With the School itself — teachers, administrators, and authorized staff of the same School can access data relevant to their role
- With parents/students — reports are shared with the relevant parent/guardian or student via secure, time-limited links or portal access
- Service providers — infrastructure hosting (e.g., our hosting/database provider), payment processing (Paystack), messaging delivery (WhatsApp Business API providers, SMS gateways, Telegram), each bound by their own data handling obligations and used solely to provide the Service
- Legal requirements — where required by Ghanaian law, court order, or to protect the rights, safety, or property of Kings Technologies, Schools, or individuals
- Business transfers — in the event of a merger, acquisition, or sale of assets, data may transfer as part of that transaction, subject to continued protection under this policy
Each School's data is logically isolated within the Platform. No School, teacher, or student can access another School's records.
6. Data Security
- All data is encrypted in transit (HTTPS/TLS) and at rest
- Access to student and school data is restricted by role-based permissions within each School's account
- Report links shared via WhatsApp/SMS are secure and time-limited to reduce the risk of unauthorized access
- We conduct reasonable technical and organizational measures to protect against unauthorized access, alteration, or loss of data
No system is completely secure, and we cannot guarantee absolute security, but we take reasonable industry-standard precautions appropriate to the sensitivity of academic and student data.
7. Data Retention
- Data is retained for as long as a School's account remains active
- Following cancellation or termination, Schools may export their data for a reasonable period, after which data may be archived or deleted, except where retention is required by law
- Telegram bot interaction logs and technical/system logs are retained only as long as needed for operational and security purposes
8. Your Rights
Depending on your role and applicable law, you may have the right to:
- Access the personal data held about you or your child
- Request correction of inaccurate data
- Request deletion of data, subject to the School's record-keeping obligations and academic record requirements
- Export your (or your School's) data in PDF or spreadsheet format at any time while the account is active
Requests regarding student or parent data should generally be directed to the School first, as the School controls that data. Requests regarding School administrator or staff account data can be directed to us using the contact details below.
9. Children's Data
Because the Platform is used by schools to manage student records (including minors), we process children's data only as instructed by, and under the authority of, the School. Schools are responsible for ensuring they have appropriate authority (parental consent, institutional authority, or other lawful basis under Ghanaian law) to submit student data to the Platform and to authorize delivery of reports to parents/guardians.
10. Third-Party Communication Channels
Reports and messages may be delivered via WhatsApp, SMS, and Telegram. These platforms have their own privacy practices and terms, which govern data once it is transmitted through their infrastructure. We select reputable providers and limit the data shared with them to what is necessary to deliver the message (e.g., phone number and secure report link).
11. International Data Handling
Our hosting infrastructure may store data on servers located outside Ghana. Where this occurs, we take reasonable steps to ensure data is handled with a level of protection consistent with this Policy and applicable Ghanaian data protection law.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated to School administrators via the Platform or by email/WhatsApp. Continued use of the Platform after changes take effect constitutes acceptance of the updated Policy.
13. Contact Us
For questions about this Privacy Policy or how your data is handled:
Kings Technologies
Accra, Ghana
Email: smartus391@gmail.com
Phone: +233 24 756 8936 / +233 24 141 1410
Contact Us