Privacy Policy

1. Introduction

This Privacy Policy ("Policy") governs the manner in which Zvikoro ("we," "us," "our," or "the Platform") collects, uses, maintains, and discloses information collected from users ("User," "you," or "your") of the Platform. This Policy applies to the Platform and all products and services offered by Zvikoro.

By accessing or using our Platform, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy. If you do not agree with our policies and practices, do not use our Platform.

2. Applicable Law

This Privacy Policy is governed by and shall be construed in accordance with the laws of the Republic of Zimbabwe, including but not limited to:

• The Constitution of Zimbabwe Amendment (No. 20) Act, 2013
• The Data Protection Act [Chapter 11:12]
• The Cyber and Data Protection Act
• The Access to Information and Protection of Privacy Act [Chapter 10:27]
• The Interception of Communications Act [Chapter 11:20]

We are committed to protecting your privacy rights as enshrined in Section 57 of the Constitution of Zimbabwe, which guarantees the right to privacy and protection of personal information.

3. Information We Collect

3.1 Personal Information

We may collect personal identification information from Users in various ways, including but not limited to:

• School Information: School name, registration number, physical address, contact details
• User Information: Full names, email addresses, phone numbers, identification documents, photographs
• Student Information: Names, dates of birth, guardian information, medical records, academic records, attendance data
• Staff Information: Employment details, qualifications, contact information, professional credentials
• Guardian Information: Contact details, relationship to student, emergency contact information

3.2 Non-Personal Information

We may collect non-personal identification information about Users, including:

• Browser type and version
• Device information and operating system
• IP addresses and location data
• Usage patterns and navigation data
• Technical information about Users' means of connection to our Platform

3.3 Cookies and Tracking Technologies

Our Platform may use "cookies" and similar tracking technologies to enhance User experience. Users may choose to set their web browser to refuse cookies or to alert them when cookies are being sent. Note that some parts of the Platform may not function properly if cookies are disabled.

4. How We Use Collected Information

Zvikoro collects and uses Users' personal information for the following purposes:

4.1 Service Provision

• To provide, operate, and maintain our Platform
• To manage student enrollment, attendance, and academic records
• To facilitate communication between schools, staff, students, and guardians
• To process and manage timetables, assessments, and report cards
• To maintain accurate institutional records as required by law

4.2 Communication

• To send administrative information, service updates, and notices
• To respond to inquiries, questions, and support requests
• To send periodic emails regarding services and updates

4.3 Improvement and Analytics

• To improve our Platform, services, and user experience
• To understand how Users interact with our Platform
• To develop new products, services, and features

4.4 Legal Compliance

• To comply with legal obligations under Zimbabwean law
• To respond to lawful requests from public authorities
• To protect our rights, property, and safety, and that of our users

5. Protection of Children's Information

We recognize the sensitive nature of student information and take additional measures to protect children's data. In accordance with the Children's Act [Chapter 5:06] and the Data Protection Act:

• We only collect student information through authorized educational institutions
• Guardian consent is required for the processing of minors' personal information
• Access to student information is restricted to authorized school personnel and guardians
• We do not market to or knowingly collect information from children without proper authorization
• Student data is protected with enhanced security measures

6. Data Storage and Security

6.1 Security Measures

We adopt appropriate data collection, storage, and processing practices and security measures to protect against unauthorized access, alteration, disclosure, or destruction of your personal information. Our security measures include:

• Multi-tenant architecture ensuring complete data isolation between schools
• Encryption of data in transit and at rest
• Secure authentication and authorization mechanisms
• Regular security audits and vulnerability assessments
• Access controls and activity logging
• Regular backups and disaster recovery procedures

6.2 Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. In accordance with educational regulations in Zimbabwe:

• Student academic records are retained for a minimum of 7 years after graduation or withdrawal
• Financial records are retained in accordance with tax and accounting laws
• Employment records are retained as required by labor laws
• Users may request deletion of personal data subject to legal retention requirements

7. Sharing of Information

7.1 Third-Party Service Providers

We may employ third-party companies and individuals to facilitate our Platform, provide services on our behalf, or assist us in analyzing how our Platform is used. These third parties have access to your personal information only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

7.2 Legal Requirements

We may disclose your personal information if required to do so by law or in response to valid requests by public authorities, including:

• Ministry of Primary and Secondary Education
• Zimbabwe Schools Examination Council (ZIMSEC)
• Law enforcement agencies with proper legal authority
• Courts of competent jurisdiction

7.3 Business Transfers

If Zvikoro is involved in a merger, acquisition, or asset sale, your personal information may be transferred. We will provide notice before your personal information is transferred and becomes subject to a different Privacy Policy.

7.4 Non-Disclosure

We do not sell, trade, or rent Users' personal identification information to third parties. We do not share student information with third parties for marketing purposes.

8. Your Rights Under Zimbabwean Law

Under the Data Protection Act and other applicable laws, you have the following rights:

8.1 Right to Access

You have the right to request copies of your personal information held by us.

8.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You have the right to request deletion of your personal information, subject to legal retention requirements and legitimate business purposes.

8.4 Right to Restriction

You have the right to request restriction of processing of your personal information under certain circumstances.

8.5 Right to Object

You have the right to object to our processing of your personal information under certain circumstances.

8.6 Right to Data Portability

You have the right to request transfer of your personal information to another service provider where technically feasible.

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below.

9. International Data Transfers

Your information may be transferred to and maintained on servers located outside of Zimbabwe. By using our Platform, you consent to the transfer of information to countries outside of Zimbabwe that may have different data protection rules than your country. We ensure that appropriate safeguards are in place to protect your personal information in accordance with this Privacy Policy and applicable laws.

10. Changes to This Privacy Policy

Zvikoro has the discretion to update this Privacy Policy at any time. When we do, we will revise the "Last Updated" date at the top of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect.

Significant changes to this Privacy Policy will be communicated through prominent notice on our Platform or via email notification to registered users.

11. Complaints and Dispute Resolution

If you have concerns about how we handle your personal information, you may file a complaint with:

• Our Data Protection Officer using the contact details below
• Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ)
• Zimbabwe Human Rights Commission

Any disputes arising from this Privacy Policy shall be resolved in accordance with the laws of Zimbabwe, and the courts of Zimbabwe shall have exclusive jurisdiction.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: