Privacy Policy

Our Registration

We are registered with the Personal Data Protection Commission (PDPC) of Tanzania as a data controller. You can ask us for our registration details at any time.

1. What Information We Collect

Here is the information we may collect about you:

• Your details: Name, email, phone number, and job title of school staff who use Edufina.
• School details: School name, registration number, address, and contact info.
• Student records: Names, grades, enrollment, fee balances, and payment history — entered by the school.
• Payment info: Invoices, transaction records, and billing details needed to process fees.
• Technical info: IP address, browser type, device details, and how you use the platform.
• Messages: Any communication when you contact our support team.

2. Why We Use Your Information

We use your information only when we have a good reason, such as:

• You gave us permission: When you agree to us using your data for a specific purpose.
• We need it to serve you: To run Edufina, process payments, and manage accounts.
• The law requires it: When we must keep or share data to follow the law.
• We have a legitimate interest: To improve the platform, prevent fraud, and keep things secure — without overriding your rights.

Specifically, we use your data to:

• Run Edufina and all its features.
• Process fee payments, create invoices, and handle transactions.
• Contact you about your account, updates, support, and changes.
• Improve the platform and build new features.
• Detect and prevent fraud and security issues.
• Follow legal requirements and enforce our terms.

3. Sensitive Information

Some information is extra protected by law — like health records, religion, or biometric data. Edufina does not collect this kind of information. If we ever need to, we will ask for your clear permission first.

4. Who We Share Your Information With

We never sell your information. We only share it in these cases:

• Service providers: Companies that help us process payments, host data, and provide support. They sign agreements to keep your data safe.
• Legal reasons: When the law or a court order requires us to share data.
• Schools: Student data belongs to the school. Schools control it and can ask us to delete or export it anytime.
• Business changes: If we merge with or are bought by another company, we will notify you.

5. Cookies

Cookies are small files stored on your device. We use them to make Edufina work and improve your experience. Here is what we use:

• Essential cookies: Needed for login and basic features. These are always on.
• Analytics cookies: Help us see how people use Edufina so we can improve it. We only use these if you agree.
• Preference cookies: Remember your settings. We only use these if you agree.

When you first visit, you will see a banner asking for your consent. You can change your mind anytime by clearing cookies in your browser settings. Turning off some cookies may affect how Edufina works.

6. How We Protect Your Data

We take steps to keep your data safe from loss, misuse, or unauthorised access:

• All data sent to and from Edufina is encrypted (TLS 1.3).
• Stored data is encrypted (AES-256).
• Passwords and keys are stored securely using encryption.
• We run regular security checks.
• Only authorised staff can access your data.
• We back up data regularly and have recovery plans.
• We sign contracts with all service providers requiring them to protect your data.

Our Data Protection Officer keeps an eye on all of this to make sure we are doing it right.

7. If Something Goes Wrong (Data Breach)

If your data is ever compromised, we will tell the PDPC right away and let you know if you are affected. We have procedures in place to detect, stop, investigate, and fix any breach quickly.

8. How Long We Keep Your Data

We keep your data only as long as needed. Account information stays for as long as your account is active, plus a short period after to meet legal requirements. Student data is kept according to what the school asks. When we no longer need data, we delete or anonymise it securely.

9. Your Rights

Under Tanzanian law, you have the right to:

• Know what we have: Ask us to tell you what data we hold about you.
• Get a copy: Request a copy of your data.
• Correct mistakes: Ask us to fix incorrect or incomplete data.
• Delete your data: Ask us to delete your data, unless we must keep it by law.
• Take your data elsewhere: Request your data in a format you can transfer to another service.
• Object: Tell us to stop using your data for certain purposes, like marketing.
• Change your mind: Withdraw your permission at any time if you previously agreed to something.
• Make a complaint: Report us to the PDPC if you think we have mishandled your data.

To exercise any of these rights, contact our Data Protection Officer (details below). We will respond within 30 days as required by law.

10. Transfers Outside Tanzania

Sometimes we need to transfer data to other countries for cloud hosting, payment processing, or technical support. Tanzanian law limits these transfers, so we only do it when the destination country has adequate protections or we have contracts in place to safeguard your data.

11. Third-Party Services

Edufina uses third-party payment processors (such as mobile money operators and banks) to handle transactions. These providers have their own privacy policies that govern how they handle your data.

12. Children

Schools use Edufina to manage student records. We do not collect information directly from children. Schools are responsible for getting any necessary parental or guardian consent. If you believe a child has shared personal data with us without proper consent, please contact us immediately.

13. Changes to This Policy

We may update this policy from time to time. If we make important changes, we will notify you by email or a notice on the platform. Please check back occasionally.

14. Contact Us

If you have questions about this policy or want to exercise your rights, contact our Data Protection Officer: