Privacy Policy

1. Introduction

At Acadia, we recognize the vital importance of privacy and security, especially in an educational environment. This Privacy Policy describes how Acadia (a product of Kewry Studio) collects, uses, stores, and protects the personal data of school administrators, teachers, students, and parents.

We are committed to operating in compliance with the Ghana Data Protection Act, 2012 (Act 843) and adhering to the highest global standards for educational records privacy.

2. Data We Collect

We only collect data necessary to provide and maintain the Acadia school management service:

• School & Staff Data: Names, school email addresses, job titles, phone numbers, and profile details of administrators and teachers.
• Student Records: Student names, dates of birth, enrollment numbers, class lists, attendance logs, academic grades, and report card notes uploaded by authorized school staff.
• Parent & Guardian Data: Names, phone numbers, email addresses, and linkages to their children registered at the school.
• Financial Transactions: Log records of school fee payments, outstanding balances, and billing records. (Please note: we do not store full credit card or mobile money PIN details; payments are handled via secure, licensed third-party payment gateways).

3. How We Use Your Data

Acadia processes personal data solely to run and support your school's operations:

• To provide, personalize, and improve the school management system.
• To facilitate parent-school communication (such as sending fee notifications, attendance alerts, and academic updates).
• To compile school fee records and generate student report cards.
• To provide technical support and diagnose software performance issues.
• To verify user identities and prevent unauthorized access to school portals.

4. Data Sharing and Third Parties

We do not sell, rent, or trade student, staff, or parent data to third parties.

We only share data with trusted subprocessors strictly necessary to deliver our services (such as hosting providers, secure SMS gateways, and licensed payment processors). All subprocessors are legally bound to protect your data with strict confidentiality and security measures.

5. Student Data Protection & Privacy

Student records deserve the highest level of protection. We adhere to the following principles:

• We treat all student records as strictly confidential.
• We do not build advertising profiles of students, nor do we target students with commercial advertising.
• We support the school in honoring parents' rights to inspect, review, or request corrections to their children's educational records.

6. Data Security and Retention

We implement industry-standard security measures to safeguard your information:

• All communications between your device and our servers are encrypted using Secure Socket Layer (SSL/TLS) encryption.
• Sensitive data is encrypted at rest in our databases.
• We employ strict role-based access control so staff can only access information necessary to perform their duties.

We retain personal data for as long as your school remains an active customer of Acadia. If a school account is closed, we will delete or anonymize all associated data after a standard grace period, unless otherwise required by educational records retention laws.

7. Your Data Protection Rights

Under data protection regulations, users (including staff, teachers, and parents) have the right to access, correct, update, or request the deletion of their personal data. Parents should submit data requests directly to their school's administration, and we will support the school in fulfilling these requests.

8. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our software or legal obligations. If we make material changes to how we handle personal data, we will notify registered school administrators in advance.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at: