Privacy Policy, Terms & Conditions and Platform Use

Privacy Policy, Terms & Conditions and Platform Use Last updated: April 21, 2026 Privacy Policy 1. Who We Are Study Companion Africa is a private organisation that provides digital software products and infrastructure for educational institutions across Africa and beyond. We work in line with the Ministry of Education and/or relevant regulatory authorities in the countries we operate in to ensure legal and policy compliance. 2. What We Do (Scope of Service) We provide the infrastructure (software platform, tools and digital systems) that institutions use to manage their operations. We do not provide, sell or distribute school textbooks, curriculum content, or other learning materials to any institution or organisation on our own behalf. Any such materials displayed or used on the platform are provided and managed by the institution itself. 3. Data We Collect We collect only the information needed to provide and improve our services. Institution information: school name, contact details, subscription details and configuration settings. User account details: names, email addresses, phone numbers (where provided), roles (e.g. admin, teacher, student, parent) and login credentials. Usage and technical data: log-in times, IP address, device and browser information, and basic activity logs for security and audit purposes. Support communications: emails, tickets or chat messages sent to our support team. 4. Why We Collect This Data To create and manage user accounts and institutional workspaces. To provide secure access to school management features and tools. To improve stability, performance and usability of the platform. To assist institutions in setup, configuration and ongoing support. To meet legal, regulatory and lawful reporting obligations where applicable. 5. Legal Basis & GDPR Compliance In countries where GDPR or similar regulations apply, we process personal data based on one or more of the following: Contractual necessity: to provide the subscribed services to institutions and their authorised users. Legitimate interests: to maintain platform security, quality and reliability. Legal obligations: where we must retain or share certain information to comply with law. Consent: where required, for specific optional features or communications. We comply with GDPR and applicable data protection regulations in the countries we operate in, acting primarily as a Data Processor for institutions, who remain the Data Controllers. 6. Cookies Our platform uses cookies and similar technologies to: Keep you securely logged in. Remember basic preferences and settings. Improve performance and protect against misuse. You may manage or block cookies in your browser, but doing so may affect the functionality or stability of the Platform. 7. Data Storage & Transfers Data is stored with trusted infrastructure partners, with servers located inside and outside Africa. We take reasonable technical and organisational measures to safeguard data from unauthorised access, loss or misuse. 8. Data Sharing We do not sell personal data to third parties. Data may be shared only with: Trusted service providers (such as hosting or email delivery) who support our Platform under strict confidentiality. Regulatory authorities, only when required by law or with a lawful request. The institution that controls the account (e.g. a school) for administration, compliance and reporting. 9. Data Retention Data is retained for as long as necessary to provide the service and meet legal obligations. When an institution terminates its use of the service, we may retain limited data for a reasonable period for backup, audit, or legal purposes, after which it is securely deleted or anonymised where possible. 10. Your Rights Depending on your jurisdiction and relationship with the institution, you may have the right to: Request access to your personal data. Request correction of inaccurate information. Request deletion, where legally and contractually possible. Object to or restrict certain types of processing. Most requests should be directed first to your institution (school) as the Data Controller. You may also contact us using the details below for technical support or clarification. Platform Use Statement 11. Proper Use of the Platform Study Companion Africa provides tools and digital systems only. The Platform must be used for lawful educational, administrative and organisational purposes and in line with institutional policies and applicable laws. The Platform is not to be used for: Political campaigning, political party promotion or any form of political mobilisation. Activities that promote hate speech, discrimination, violence or illegal behaviour. Any purpose that Study Companion Africa may reasonably determine to be inappropriate or harmful. 12. Behaviour in Chats and Communications Any communication features (including chats, comments or messaging tools) must be used in a clean, respectful and professional manner. Users must not: Harass, threaten, abuse or bully others. Share offensive, obscene or degrading content. Share confidential or sensitive information without proper authorisation. We reserve the right, in coordination with institutions, to limit or disable accounts for abusive or inappropriate use. Terms & Conditions of Use 13. Nature of the Service Study Companion Africa provides its Platform as a Software-as-a-Service (SaaS) offering on a subscription basis. We help institutions set up and manage the system but do not own or control the academic content they upload. 14. Eligibility & Accounts By using the Platform, you confirm that: You are authorised by an institution or are a registered user (admin, staff, student, parent) of an institution using the Platform. You will provide accurate information during registration and keep your account details up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activities under your account. 15. Content Responsibility Institutions and users are fully responsible for the data and content they upload or manage on the Platform. Study Companion Africa does not create, verify or endorse school curricula, textbooks or instructional materials uploaded by institutions. 16. Subscription, Cancellation & Refunds Our services are subscription-based. Institutions may stop using the services at any time, with no long-term obligation. Refunds, where requested, are considered on a case-by-case basis and may depend on: The proportion of the subscription period already used. The level of onboarding, training or customisation already delivered. The extent of system usage by the institution’s users. In some cases, you may not be eligible for a refund, particularly when: A significant part of the subscription term has elapsed. The system has been actively used by multiple users or for core school operations. Substantial setup, integration or custom development has been completed. 17. Limitation of Liability While we aim to provide a secure and stable service, we do not guarantee uninterrupted availability. To the maximum extent permitted by law, Study Companion Africa is not liable for: Indirect, incidental or consequential damages arising from use or inability to use the Platform. Loss of data caused by user actions, misconfiguration or third-party failures outside our control. Any decisions made by institutions based on data or reports generated from the Platform. 18. Indemnity By using the Platform, you agree to indemnify and hold Study Companion Africa harmless from any claims, losses or damages arising from: Your misuse of the Platform. Your violation of these Terms or applicable laws. Content or data you upload, share or manage through the Platform. 19. Changes to These Terms & Privacy Policy We may update these Terms & Conditions and the Privacy Policy from time to time to reflect changes in our services, legal requirements or operational needs. Continued use of the Platform after changes are published will constitute your acceptance of the updated documents. 20. Governing Law These Terms shall be governed by the laws of the jurisdiction in which the service is contracted and used, subject to applicable international data protection regulations such as GDPR where relevant. Contact & Support If you have questions about this Privacy Policy, Terms & Conditions, or how your data is used on the Platform, you can contact us at: Email: info@studycompanionafrica.cloud Physical Address: 8A Jason Moyo Street, Bulawayo, Zimbabwe