Privacy notice

Who handles your information

The operator and privacy contact are identified on this page. The school determines the purposes and lawful basis for its student, guardian, staff and academic records. Soolos processes those records on the school’s documented instructions to deliver the workspace. The operator separately handles necessary account administration, subscription billing, security and contact requests for its service operations. Privacy requests may use the existing support contact, marked as a privacy request.

Information and purposes

Depending on enabled workflows, records include names and contact information, enrollment and class histories, staff assignments, attendance, assessment and examination results, report-card snapshots, school fee transactions, communication preferences and private documents. Service information includes authentication identifiers, organization membership, permissions, request details, legal acceptances, subscription invoices and payment verification evidence. Use is limited to operating these workflows, authorized support, security and administration.

Children’s records

Schools must establish the lawful authority and any applicable parent/guardian involvement required for children’s records under Uganda’s applicable framework. Use only information needed for the educational or administrative purpose, apply suitable access restrictions, and avoid submitting unnecessary sensitive records in public contact forms. A signup checkbox is not consent for every processing activity involving a child.

Access and providers

School access is tenant-scoped and permission-controlled. Authentication uses Clerk; database services use Neon PostgreSQL; configured private document storage uses Cloudflare R2. Email delivery uses Resend where enabled. These providers may process information internationally according to their configured services. The operator must review the actual locations, agreements and safeguards, maintain the approved subprocessor list, and address any required international-transfer conditions. No certification or blanket compliance guarantee is claimed.

Retention, rights and security

The configured retention policy sets the handling of school records, exit requests and required history. Retention follows documented purposes, school instructions and applicable duties rather than an unlimited right to keep data. Request access, correction or another applicable right through your school or the privacy contact. We verify identity and authority before disclosing records, route school-controlled requests to the school and explain applicable exceptions. Authorized scoped exports exist; a complete self-service school export or deletion tool is not promised. Protections include server-side authentication and authorization, tenant isolation, private file access, validation and audit history.

Applicable framework and complaints

This notice addresses Uganda’s Data Protection and Privacy Act and Regulations alongside other applicable requirements. It does not claim that PDPO registration or a certification has been completed. Raise a privacy concern through the configured contact; you may also use the competent regulator’s complaint procedure, including Uganda’s PDPO where applicable. Privacy rights are not waived by subscribing.

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.