Privacy Policy

1. Introduction

Welcome to IntelliSAS ("IntelS", "we", "us", or "our"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our school management software platform and related services.

By accessing or using IntelS services, you agree to this Privacy Policy. If you do not agree with the terms of this privacy policy, please do not access or use our services.

2. Information We Collect

A. Information You Provide to Us

We collect information that you voluntarily provide when using our services:

• Account Information: School name, administrator name, email address, phone number, and password credentials.
• Student Information: Names, dates of birth, class logs, academic records, attendance records, and guardian contact details.
• Staff Information: Names, employee IDs, contact details, qualifications, and employment records.
• Financial Information: Payment records, billing items, generated invoices, and transaction logs.
• Communication Data: Messages, support inquiries, feedback notes, and correspondence with our team.

B. Information Automatically Collected

When you use our platform, we automatically collect certain information:

• Device Information: IP address, browser type, operating system parameters, device identifiers.
• Usage Data: Pages visited, features utilized, time spent on the platform, click patterns.
• Log Data: Access timestamps, error details, system activities, and performance metrics.
• Cookies and Tracking: Session cookies, preferences tracking, and analytical metrics.

C. Mobile Application Permissions

Our mobile application requires certain permissions to provide its core features:

• Camera: Used for scanning QR codes during "Smart Attendance" check-ins and for capturing profile photos for students, staff, and parents.
• Location: Used for GPS-based attendance verification to ensure staff are within the authorized school premises during check-in/out.
• Storage & Media: Used to download and save academic reports, ID cards, and result sheets directly to your device.
• Audio Recording: May be used for incidental multimedia features; we do not record audio without your explicit action.

3. How We Use Your Information

We use the collected information for the following purposes:

1. Service Delivery: To provide, operate, and maintain our school management platform.
2. Account Management: To create and manage your school account and user profiles.
3. Communication: To send notifications, updates, support responses, and service announcements.
4. Analytics and Improvement: To analyze usage patterns and improve our services.
5. Security: To detect, prevent, and address technical issues, fraud, and security threats.
6. Legal Compliance: To comply with applicable laws, regulations, and legal processes.
7. AI Features: To power intelligent features like grading assistance and automated testing.
8. Customer Support: To respond to inquiries and provide technical assistance.

4. Data Security

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

• Encryption: All data transmitted between your device and our servers is encrypted using SSL/TLS protocols.
• Secure Storage: Data is stored on secure servers with encryption at rest.
• Access Controls: Strict authentication and authorization mechanisms limit data access.
• Regular Audits: Periodic security assessments and vulnerability testing.
• Backup Systems: Regular backups to prevent data loss.
• Staff Training: Our team is trained on data protection and privacy best practices.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Third-Party Services

We may use third-party service providers to help us operate our platform. These providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your data:

• Cloud Hosting: For secure data storage and platform hosting.
• Payment Processors: For processing subscription and payment transactions.
• Analytics Tools: For understanding usage patterns and improving services.
• Communication Services: For sending emails, SMS notifications, and WhatsApp messages.
• AI Services: For powering intelligent features and automated processes.

We do not share your personal information with third parties for their marketing purposes.

6. Your Rights and Choices

You have the following rights regarding your personal information:

1. Access: Request a copy of the personal information we hold about you.
2. Correction: Request correction of inaccurate or incomplete information.
3. Deletion: Request deletion of your personal information (subject to legal obligations).
4. Data Portability: Request transfer of your data to another service provider.
5. Opt-Out: Unsubscribe from marketing communications at any time.
6. Account Closure: Close your account and request data deletion.

To exercise these rights, please contact us at [email protected] or via WhatsApp at +234 813 637 3831.

7. Children's Privacy

Our platform is used by schools to manage student information, which may include data about children. We take the protection of children's information seriously:

• Schools are responsible for obtaining appropriate consent from parents/guardians before adding student information.
• We process student data only as instructed by the school and for educational purposes.
• We implement additional security measures for student data.
• We do not use student data for marketing or advertising purposes.
• Parents/guardians can request access to or deletion of their child's information through the school.

8. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Active Accounts: Data is retained while your account is active.
• Inactive Accounts: Data may be retained for a reasonable period after account closure.
• Legal Requirements: Some data may be retained longer to comply with legal obligations.
• Backup Systems: Deleted data may persist in backup systems for up to 90 days.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. When we make changes, we will update the "Last Updated" date at the bottom of this policy.