Privacy Policy

Effective Date: 6/10/2026

At SchoolPilot Pro, we recognize the critical importance of privacy and data protection in the educational ecosystem. This Privacy Policy details how we handle data collected through our marketing website, application instances, and associated services, ensuring full transparency for schools, parents, staff, and students.

1. Information We Collect

We classify the information we collect into two primary categories:

• Website Visitor & Client Information: Information you voluntarily provide when requesting a demo, filling out a contact form, or communicating with our sales and support teams (e.g., name, school name, phone number, email address, role).
• Educational & Institutional Data (App Data): Information entered by authorized school personnel into the SchoolPilot Pro software platform. This includes student profiles, academic records, attendance logs, parent/guardian details, fee histories, and staff directories.

2. Processing of Educational Data

SchoolPilot Pro acts strictly as a data processor for the educational data stored within the platform. The school (the data controller) retains full ownership and control over all student and staff data.

• Desktop & LAN Deployments: For schools using on-premise installations, all data resides locally on the school's servers or computers. SchoolPilot Pro does not have access to, nor do we collect, local data unless explicitly shared during a remote support session initiated by the school.
• Cloud Deployments: For schools utilizing our cloud infrastructure, data is securely stored on enterprise-grade servers. We access this data solely for the purpose of providing, maintaining, and supporting the application.

3. How We Use Collected Information

We leverage the data we collect solely to deliver and improve our services:

• To operate, maintain, and provide the technical infrastructure for the SchoolPilot Pro platform.
• To proactively respond to customer service inquiries, technical support tickets, and feature requests.
• To facilitate API integrations, particularly for digital fee payment processing (e.g., transmitting required identifiers like consumer numbers to 1LINK, 1BILL, or Kuickpay).
• To communicate important software updates, security advisories, or administrative notifications.

4. Third-Party Sharing and Disclosures

We adhere to a strict policy of non-disclosure. We do not sell, rent, or trade your personal or educational data. Information is only shared under the following conditions:

• Service Integrations: Subject to school authorization, necessary data (such as fee vouchers) is shared securely with third-party payment gateways (e.g., banks, 1LINK) to process digital payments.
• Legal Compliance: If legally mandated by courts of competent jurisdiction or law enforcement agencies.

5. Data Retention

For cloud deployments, pupil and institutional data is retained for the duration of your active subscription. Upon termination of the agreement or upon specific request from the school administration, we provide an option to export the database in standard formats, followed by the secure deletion of the data from our active servers and backups according to our standard purging cycle.

6. Changes to this Policy

We may periodically update this Privacy Policy to reflect changes in legal requirements, technical advancements, or operational processes. Major updates affecting data handling will be communicated to registered school administrators via email or an in-app administrative notice.

7. Contact Us

If you possess inquiries, concerns, or requests regarding this Privacy Policy or our data processing practices, please engage with our compliance officer at:
Email: support@schoolpilotpro.com
Phone: +1 859 629 2784