School data processing information

School instructions and roles

For institutional records, the school determines the educational and administrative purposes, lawful basis, collection notices, accuracy and authorized users. The operator acts as the school’s processor when providing these workflows under its documented instructions, subject to applicable law. Accepted subscription documents, authorized configuration and recorded support instructions describe that processing. The operator separately determines necessary service-account, billing, fraud prevention and security processing. No acceptance authorizes unrelated use of school records.

Scope and protected records

Processing includes storing, retrieving, updating, reporting and exporting the school’s enabled records: people, enrollment, staff, academic activities, attendance, results, school fees, communications and private documents. Children’s school records require particular care. Authorized school users must minimize access and exports, and must not treat general terms acceptance as the children’s lawful processing authority.

Operational safeguards and assistance

Soolos applies server-side tenant and permission checks, input validation, private proof/document access and audit history. School administrators manage staff access and report suspected compromise promptly. Personnel access is limited to authorized service tasks. The privacy/support contact assists with relevant rights requests, security incidents and information reasonably needed to assess these arrangements. The operator notifies an affected school without undue delay after becoming aware of a personal-data breach affecting its records and provides available facts, containment steps and updates, subject to applicable reporting duties. No certification, perfect security or guaranteed recovery time is represented.

Subprocessors and international processing

Clerk, Neon and configured Cloudflare R2 support authentication, database and private storage; Resend supports configured email delivery. These categories are not a claim of Uganda-only storage or evidence that a particular transfer is lawful. Ask the privacy contact for actual provider arrangements and processing locations. The operator must establish applicable contractual safeguards and transfer conditions before the affected processing and notify schools of material subprocessor changes. A school may raise a substantiated concern through support before agreeing affected future processing.

End of processing and retained evidence

The configured retention policy governs an assisted exit, return/deletion requests and preservation of lawful history. The school can request scoped exports currently supported by its permissions; a complete automated institution-wide export or erase feature is not promised. Support agrees the practical scope and timing of further return or deletion. Required academic, financial and audit evidence, legal holds and necessary security records are assessed separately, access-restricted and retained only for a documented lawful purpose. Backup handling is reviewed against the actual provider lifecycle; no unimplemented purge schedule is promised. These processing terms form part of the subscription when accepted with the current approved documents.

Configured contract disclosures

Tax configuration: Tax setup is deferred. No separate tax line is calculated or itemized. This does not establish tax exemption or a zero tax rate. Reviewed tax configuration will apply to future invoices; issued totals are preserved.

Retention: Institutional records are retained for the school service and the school's documented lawful instructions. After service ends, the school should contact support within 90 days to arrange available authorized exports and a documented return or deletion plan. Trial or subscription expiry does not automatically delete records. Academic snapshots, financial corrections, audit history, legal holds and necessary security records are retained only for a documented lawful purpose, with restricted access and at least annual retention review. Requests are handled through support; no complete automated export, erasure or unverified backup purge schedule is promised.

Cancellation and nonrenewal: The fourteen-day cancellation window begins when payment has been verified and paid subscription access begins. After fourteen days, cancellation takes effect at the next renewal; already-paid access continues until the end of its coverage.

Refund treatment: A subscription refund may be requested within five calendar days of the date when payment has been verified and paid subscription access begins.

Contract details: The agreement comprises the accepted terms, privacy notice, data processing terms, billing policy and issued invoice. A school administrator must be authorized to act for the school. Initial current-term subscriptions charge the full package price through that term's end, preserving remaining trial days; implementation is separate. The five-day refund and fourteen-day cancellation windows begin after payment verification and the start of paid access. After fourteen days cancellation stops the next renewal while paid coverage continues. Support reviews requests and payment corrections without deleting history. Standard hosting, updates and normal remote support are included; bespoke work and response-time commitments require a separate written agreement. The school controls its records and lawful processing instructions. Material future changes are notified and do not rewrite accepted versions or issued invoices. Mandatory legal rights remain available. Disputes are first raised through support and, if unresolved, may be brought before a court with lawful jurisdiction. Tax setup is explicitly deferred, without representing an exemption or a zero tax rate.