Enterprise Data Guarantee
As a cloud-hosted university management platform, EduTrack360 processes personal and academic data strictly as a data processor on behalf of partner higher education institutions. We enforce high standards of technical and organizational security.
1. Information We Collect
- Personal Identity Data: Full names, National Registration Number (NRC) or Passport number, Date of Birth, gender, contact address, phone number, and official email addresses.
- Academic Records: Student ID, program enrolment history, course registrations, CA & Final Examination marks, grade transcripts, attendance logs, and graduation clearances.
- Financial & Payment Data: Mobile money transaction references, SchoolPay payment codes, bank receipt numbers, tuition balances, and payment allocation details.
- System Access & Audit Logs: IP addresses, browser specs, device info, login timestamps, and user activity audit trails for security monitoring.
2. How We Use Your Information
- To process student admissions, course registrations, exam timetables, and graduation clearance.
- To synchronize real-time tuition fee payments via authorized payment gateways (SchoolPay, MTN MoMo, Airtel Money, Bank API switches).
- To provide student, lecturer, parent, and staff portals with role-restricted access.
- To comply with statutory reporting requirements for Higher Education Authorities (HEA) and university governance bodies.
- To maintain system security, audit log integrity, and prevent unauthorized access or financial fraud.
3. Data Security & Encryption Standards
- Data Encryption: All data in transit is encrypted using TLS 1.3/HTTPS, and database storage is protected using AES-256 encryption at rest.
- API Security Hashes: All integration calls with payment networks enforce MD5/SHA-256 HMAC security signatures to prevent payload tampering.
- Role-Based Access Control (RBAC): System users (Students, Lecturers, Deans, Finance Officers, Admins) are restricted strictly to authorized data boundaries.
- Audit Logging: Immutable audit logs track every sensitive transaction, grade modification, and clearance approval.
4. Data Sharing & Third-Party Integrations
- Authorized Institutions: Data is processed strictly on behalf of your enrolled Higher Education Institution.
- Payment Gateway Switches: Payment verification calls share necessary reference numbers with mobile operators and financial switch partners for automated transaction clearance.
Data Protection Officer Contact
If you have any questions regarding this Privacy Policy, your personal data processing, or wish to report a security inquiry, please contact our Data Protection Office:
Email: dpo@edutrack360.co.zm
Security Team: security@edutrack360.co.zm
Physical Address: TechElevate SaaS Building, Great East Road, Lusaka, Zambia