Privacy Policy for Primary Education Performance Assessment System (PEPAS)
Effective Date: May 7th, 2025
About
Welcome to PEPAS (Primary Education Performance Assessment System), an application developed and managed by Empower Youth in Technology (EYIT). This Privacy Policy explains in detail how we collect, use, disclose, store, and protect your information. By using PEPAS, you agree to the terms outlined in this policy. If you do not agree, please refrain from using the application.
1. Information We Collect
a. Personal and Biographical Information
We collect personal data to identify and manage individual user profiles and school records. This includes:
– Full name: Used for identification and personalization.
– Date of birth: Helps determine appropriate content and manage age-specific assessments.
– Gender: For demographic statistics and report segmentation.
– National Identification Number (NIN): Used for identity verification and to prevent duplicate records.
– Email address: For login, communication, and notifications.
– Phone number: For verification, contact, and support.
– Location (district, sub-county, village): For demographic mapping and school catchment analysis.
– Parent/Guardian contact information: Allows communication with guardians regarding the child’s performance.
b. Educational Information
This data enables the core functionality of the app:
– School name and class level: Used to group students and tailor assessments.
– Student performance data: Enables progress tracking and report generation.
– Attendance data: Used to measure student engagement and participation.
– Teacher/Admin profiles: Facilitate school-level administration of the platform.
c. Device and Technical Information
We collect this to ensure the app operates effectively:
– Device type and OS version: For compatibility and support.
– IP address: For security and location tracking.
– App usage patterns: To analyze behavior and improve the user experience.
– Location data (with permission): Enables school mapping and usage localization.
– Crash/error logs: Helps identify and fix bugs.
2. How We Use the Information
We use the data collected in the following ways:
– Improve academic outcomes: Use assessment data to guide teachers, guardians, and education officials in decision-making.
– Create personalized experiences: Tailor dashboards and reports to individual users.
– Enhance communication: Use email/SMS for reminders, updates, and report sharing.
– Strengthen identity verification: Ensure accurate and secure user profiles.
– Generate institutional reports: Allow schools and government to analyze trends.
– System performance: Improve app performance and fix errors based on technical logs.
3. Data Sharing and Disclosure
We do not sell or rent your data. Data is shared only in the following cases:
– With schools or education officials: To improve academic services.
– With verified educators and administrators: For managing and analyzing student data.
– With service providers: Like cloud storage or analytics services, who are contractually bound to protect your data.
– To meet legal requirements: If ordered by law enforcement or courts.
All shared data is done under strict security protocols and non-disclosure agreements.
4. Data Storage and Retention
Your data is stored on secure cloud-based servers. We:
– Use encryption to protect data in storage and during transmission.
– Regularly back up data to prevent loss.
– Retain active data as long as the user is active or until deleted by the administrator.
– Archive or anonymize data after 12–24 months of inactivity unless required longer by law.
5. Data Security Measures
We employ multiple security measures to protect your data:
– SSL encryption: Secures data during communication.
– Access control: Only authorized personnel can access the backend.
– Regular security audits: To detect and prevent threats.
– Two-factor authentication (2FA): For sensitive logins.
– User password hashing: Ensures passwords are stored securely.
Despite all precautions, no internet-based platform is 100% secure. Users are encouraged to use strong passwords and keep login credentials private.
6. Children’s Data and Parental Consent
As PEPAS is used in primary schools, we ensure that any data involving children under the age of 13 is handled with special care:
– Consent from guardians or school authorities is required for collection.
– Data is only used for educational purposes and never for marketing.
– Schools are responsible for obtaining necessary consents before registering children.
7. Your Rights
Depending on local data protection laws, you may be entitled to:
– Access your data: Review and receive a copy.
– Request corrections: Fix incorrect data.
– Delete your data: Request data deletion where appropriate.
– Limit data use: Withdraw consent for some uses.
To exercise these rights, email us at info@eyit.org with proof of identity.
8. Use of Third-Party Services
We may use secure and reputable third-party services such as:
– Google Firebase: For real-time databases and analytics.
– Cloud hosting providers: For secure data storage.
These services may collect data on our behalf but are governed by their own privacy policies. We carefully vet all third parties to ensure data safety.
9. International Users
If you access the app from outside Uganda, please note:
– Your data will be transferred to, stored, and processed in Uganda or in cloud servers possibly located in other jurisdictions.
– By using PEPAS, you agree to this international transfer of data.
10. Updates to This Privacy Policy
We may update this policy to reflect changes in law, technology, or our practices. Major updates will be announced via email or through the app. Continued use of PEPAS after updates constitutes acceptance.
11. Contact Us
If you have questions or concerns, please contact:
Empower Youth in Technology (EYIT)
Email: info@eyit.org
Website: https://www.eyit.org
Phone:+256705909760
Office: Plot 24 High Street Mbarara Uganda.
Account Deletion Policy
This Account Deletion Policy outlines the process and conditions under which users of the Primary Education Performance Assessment System (PEPAS), managed by Empower Youth in Technology (EYIT), can request permanent deletion of their accounts and associated data.
1. Purpose
The purpose of this policy is to ensure transparency and give users control over their personal data by providing a clear, accessible process to request account deletion in compliance with data protection regulations and Google Play Store requirements.
2. Scope
This policy applies to all users of the PEPAS mobile application whose data is collected, processed, and stored through the platform. It includes students, teachers, school administrators, and guardians whose accounts exist in the system.
3. Deletion Process
Users who wish to delete their PEPAS account must provide a formal request through either of the following channels:
– Email submission to empoweryouthintechnology@gmail.com
Required information for processing account deletion includes:
• Full Name
• Registered Email or Phone Number
• National Identification Number (NIN) or Student ID
• Reason for Deletion
4. Processing Timeline
All account deletion requests will be reviewed and processed within seven (7) business days upon receipt of a complete and verifiable request.
5. Data Erasure
Upon successful verification, all personal data, academic records, and associated metadata will be permanently removed from the platform’s active databases and backups, unless retention is required by law or institutional policy.
6. Important Considerations
- Account deletion is irreversible. Once deleted, the account and its data cannot be recovered.
• Users are responsible for ensuring that the contact information provided matches their registered account.
• Deletion does not affect anonymized or aggregated data used for statistical analysis.
7. Contact Information
For all account deletion inquiries or support, contact:
Empower Youth in Technology (EYIT)
Email: empoweryouthintechnology@gmail.com
Website: https://www.eyit.org
Phone: +256705909760
Office Address: Plot 24 High Street Mbarara, Uganda
App: Primary Education Performance Assessment System (PEPAS)
Developer: Empower Youth in Technology (EYIT)