Privacy Policy
Version 2026-10 · last updated 10 October 2026
School Pilot is a school management service used by schools in Zambia. This policy explains what information the service holds, why, who can see it and what your rights are. It is written in plain language on purpose.
1. Who is responsible for the information
Your school decides what learner, parent and staff information goes into School Pilot and why. For that information the school is the data controller and School Pilot acts as its data processor: we store and process it only to provide the service and on the school's instructions.
School Pilot is the controller of the information needed to run the service itself: school registration details, subscription and payment records, support requests and security logs.
2. What information is held
| Who | Information |
|---|---|
| Learners | Name, learner ID, sex, date of birth, class, status, marks and grades, attendance, report card comments, and (if the school uses these modules) fees, library, transport, boarding and homework records. |
| Parents and guardians | Name, phone number and email address, and the access codes used for the family portal (stored only in scrambled form). |
| Staff | Name, email, role, teacher number, the classes and subjects assigned, and (if the school uses Payroll) pay details and payslips. |
| School | School name, location, contact people, logo, signature, stamps, plan, payment proof screenshots and receipts. |
| Technical | Sign-in records, an audit log of important actions (who changed what and when) and error logs. We use only the cookies needed to keep you signed in. There is no advertising or tracking. |
3. Why it is used
To run the school's records, mark entry, report cards, attendance, fees and communication; to show families their own child's published results; to keep the service secure; to provide support; and to meet legal obligations. We do not sell information and we do not use it for advertising.
4. Who can see it
- Only the school's authorised users. Each school sees only its own data. Teachers see only the classes and subjects assigned to them.
- Families see only their own child's published report cards and the other portal items the school switches on, after signing in with the school code, learner ID and a private access code.
- School Pilot support can enter a school's account to help, only when needed. This is limited in time and every change made is recorded.
- Service providers that help us run the service: the hosting company (DigitalOcean, servers in Frankfurt or London), and, only if the school switches them on, SMS and WhatsApp providers, an email provider and mobile-money providers.
We do not share information with anyone else unless the law requires it.
5. Where it is stored
Information is stored on servers outside Zambia (in the European Union or United Kingdom). Hosting providers are bound by their own security and data-protection commitments. By using the service the school accepts this arrangement and remains responsible for telling families.
6. How long it is kept
Records are kept while the school uses the service and afterwards for as long as the school needs them, because academic records are historical and are not deleted by the service. On request from the school we will export its data, and we will delete it where the law or the school's instruction requires. Daily backups are kept for a short period and then replaced.
7. How it is protected
Passwords are stored in scrambled form, connections use HTTPS, each school's data is kept separate, access is limited by role, important actions are logged, and the database is backed up daily. No system is perfectly secure; if we become aware of a breach that affects personal information we will tell the school without delay.
8. Children
Most information in School Pilot is about learners, many of whom are under 18. The school is responsible for having the right to collect it, for informing parents and guardians and for obtaining any consent the law requires. School Pilot processes children's information only to provide the school's service.
9. Your rights
You may ask to see the information held about you or your child, to correct it, to ask for it to be deleted or to object to how it is used. For school records, please ask the school first. For information we control, or if the school cannot help, write to us at the address below. You may also complain to Zambia's Office of the Data Protection Commissioner.
10. Changes
If this policy changes we will update the date and version above, and tell schools about important changes.
Questions? sichoenterprise@gmail.com · +260 971 582 057 · Privacy Policy · Terms of Service · Home