Privacy Policy

ScholaQore is operated by YiwSAMA Technologies, Accra, Ghana. For data a school enters about its students, guardians and staff, the school is the data controller and we act as a processor on the school's instructions. For website visitors and workspace account holders, we are the controller.

On behalf of schools: student identity and enrolment details, class and subject records, attendance, assessments and results, guardian contact details and relationships, staff records, fee structures, invoices, payments and ledger entries, and documents uploaded by the school.

For our own purposes: account name and email, workspace and subscription details, support correspondence, and technical logs such as timestamps, error references and audit records of actions taken in a workspace.

To provide the platform to the school, authenticate users, produce invoices and reconcile payments, deliver notifications the school sends, provide support, investigate security incidents, meet legal and accounting obligations, and improve reliability. We do not sell personal data and we do not use student data for advertising.

Records about minors are entered by the school under its own lawful basis and parental relationship. Guardian accounts can see only the children linked to them. Student data is not used to train AI models; assistant features receive only the minimum data required to answer the request being made.

We use service providers to host the platform and its database, to process card and mobile money payments, and to deliver email and messaging. These providers act on our instructions under contract. We disclose data to authorities only where legally required and, where permitted, will inform the school.

Hosting and communication providers may process data outside Ghana. Where that happens, transfers rely on contractual safeguards with those providers requiring an equivalent standard of protection.

School data is retained while the workspace is active. After termination the school may export its data during a wind-down period, after which records are deleted or anonymised, except where financial records must be retained to meet legal and accounting requirements. Audit logs are retained for security and dispute purposes.

Access is enforced at the database layer per school and per role, documents are stored privately and reached through short-lived signed links, payments are confirmed server-side with the provider, and sensitive actions are logged. Further detail is on the security page.

Under Ghana's Data Protection Act 843, and comparable laws where applicable, you may request access to your data, correction of inaccurate data, deletion, or restriction of certain processing. If the data concerns a student or guardian record, contact the school first, as the school controls that record. You can also write to us at privacy@scholaqore.com and we will assist the school in responding.

We use cookies and local storage that are necessary to keep you signed in and to maintain your session and preferences. We do not use advertising cookies.

We will publish updates to this policy on this page with a new effective date and notify workspace owners of material changes.