Privacy Policy · Skoolway

Who is responsible for school records

The school decides what learner, parent, and staff information is entered into Skoolway and why. Skoolway stores and displays that information so the school can operate. If you are a parent, learner, or staff member, questions about a specific record should go to the school first.

A school should only add people and records it is allowed to hold, including information about children. Where the Kenya Data Protection Act, 2019 applies, the school remains responsible for having a lawful reason to hold a learner’s information and for responding to requests from parents and learners. Skoolway is the system the school uses to keep those records.

Information the platform holds

Account details: name, email, phone, role, and the school the account belongs to. If you continue with Google, Skoolway receives the name and email address Google says is verified. Skoolway does not receive your Google password.

School operations: classes, timetables, attendance-related academic records, library loans, fee structures, payments recorded by the school, health notes the school chooses to store, and transport routes.

Learner access: a school code and learner identifier such as a NEMIS number, used so a learner or linked parent can open that learner’s portal.

Session data: an HTTP-only sign-in cookie so you stay signed in. It is not used to advertise to you.

Who can see it

School administrators can manage the records their role allows. Teachers and department staff see the workspaces the school assigns, such as library, health, finance, or transport.

A parent or learner portal shows the selected learner’s school information: academics, library, health, fees, and transport. It does not open another family’s records.

Skoolway staff may access an account only to run, secure, or support the service, for example to restore access or investigate abuse.

Sensitive school information

Health notes, fee balances, and live transport locations are visible only inside the school roles and the learner portal the school has enabled. They are for school operations, not for public profiles.

Transport location helps a school follow its own routes. It is not a guarantee of a learner’s safety or of a vehicle’s exact position at every moment.

How long it is kept

Records stay while the school uses Skoolway, because the school needs them for the school year and for its own reporting. When a school closes its account or asks for deletion, Skoolway deletes or returns that school’s data, except where a copy must be kept for security, fraud prevention, or a legal duty.

Sign-in sessions expire. Invite tokens for new staff expire after seven days.

Sharing

Skoolway does not sell school or learner information. Data is shared with the infrastructure that hosts the service, such as the database and sign-in systems required to run Skoolway, and with Google only when someone chooses Google sign-in.

A school may export or share records itself, for example with a parent through the portal. That sharing is the school’s choice.

If the school links to Skoolway Books, that page shows the school’s book list. It does not receive the learner’s health, fee, or transport records. Any order details a person types there are separate from the school portal.

Your choices

You can stop using Google sign-in and use the email and password the school or signup flow gave you, where that option exists. You can sign out on this device, which clears the session cookie.

To correct or remove a learner, parent, or staff record, contact the school. The school controls those records. To ask how Skoolway handles the platform itself, use the support address given to your school administrator.