Your data. Protected.

1. Who We Are

EduTrack is a school management system operated by Oric Network Limited, a company incorporated in Ghana. In this Privacy Policy, "EduTrack", "we", "us", and "our" refer to Oric Network Limited.

Our contact details:

• Company: Oric Network Limited
• Phone / WhatsApp: 0537 793 106
• Email: info@oricnetwork.com
• Country: Ghana

2. What We Collect

We collect two broad categories of data:

2.1 School & Administrator Data

When a school signs up for EduTrack, we collect:

• School name, physical address, and type (basic, secondary, private)
• Administrator's name, phone number, email address, and job title
• School logo and branding preferences
• Subscription plan and billing information (payment references — we do not store full payment card details)
• IP address and login timestamp (for security logging)

2.2 Student & Staff Data (School-Controlled)

When a school uses EduTrack to manage their operations, the school enters data about their students and staff. This data is controlled by the school (the "data controller" under Ghana's Data Protection Act). Oric Network acts as the "data processor" — we process this data on behalf of the school according to our agreement.

This data may include:

• Student names, dates of birth, gender, photos, and index numbers
• Guardian/parent names and contact information (phone numbers, email addresses)
• Academic records: grades, attendance, exam scores, and report cards
• Fee payment records
• Staff names, qualifications, contact details, and payroll information (Premium plan)

2.3 Usage Data

We automatically collect limited technical data when you use EduTrack:

• Login timestamps and IP addresses (for security audit purposes)
• Pages visited within the application (for performance monitoring)
• Browser type and device type (for compatibility support)

We do not use tracking cookies for advertising or analytics beyond what is necessary to run the service.

2.4 Enquiry Data

If you submit an enquiry on our website, we collect your name, phone number, email address, school name, and any message you send. This is used solely to respond to your enquiry.

3. How We Use Your Data

We use the data we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain the EduTrack platform for your school
• Account Management: To create and manage your school's account, process payments, and send renewal reminders
• Technical Support: To diagnose and fix technical issues you report to us
• Security: To detect and prevent fraudulent or unauthorised access to your account
• Communication: To send you important service announcements (e.g. maintenance windows, new features) — you cannot opt out of service-critical communications
• Legal Compliance: To comply with applicable Ghanaian laws, including the Data Protection Act and tax regulations

We do not use your data for advertising. We do not build advertising profiles or share data with advertising networks.

4. Data Sharing

We do not sell, rent, or trade your personal data or your school's data to any third party.

We may share limited data only in the following circumstances:

4.1 Service Providers

We use a small number of trusted third-party services to operate EduTrack. These providers process data only on our instruction and are contractually prohibited from using it for any other purpose:

• Hosting Provider: Server infrastructure where EduTrack data is stored
• SMS/WhatsApp Gateway: For sending automated notifications on behalf of schools (e.g. attendance alerts to parents). Only the recipient's phone number and message content is shared.
• Email Service: For sending password reset emails and receipts

4.2 Legal Requirements

We may disclose your data if required by law, court order, or lawful request by Ghanaian government authorities. We will notify you of such requests where legally permitted to do so.

4.3 Business Transfer

In the event of a merger, acquisition, or sale of Oric Network Limited, your data may be transferred to the acquiring entity. We will notify affected schools before any such transfer and you will have the right to request deletion of your data.

5. Data Storage & Security

All EduTrack data is stored on servers managed by Oric Network and our hosting providers. We implement the following security measures:

• Encryption in Transit: All communication between your browser and EduTrack is encrypted using HTTPS (TLS 1.2+)
• Password Security: All administrator passwords are stored using bcrypt hashing — we cannot read or recover your password
• Role-Based Access Control: Each user account only has access to the data relevant to their role within the school
• Daily Backups: School data is backed up daily. Backups are retained for 30 days
• Audit Logging: Key actions (logins, data changes, fee transactions) are logged with timestamps for accountability

While we take all reasonable precautions, no system is 100% immune from security threats. We will notify affected schools promptly in the event of a data breach that affects their data.

6. Cookies

EduTrack uses the following cookies:

• Session Cookie: A temporary cookie that keeps you logged in during your session. It is deleted when you close your browser or log out.
• Remember Me Cookie: If you choose "Remember Me" on login, a cookie is stored for 30 days to keep you logged in. You can clear this by logging out.

We do not use third-party analytics cookies (e.g. Google Analytics), advertising cookies, or any tracking cookies on the EduTrack application. Our marketing website (this page) does not set cookies.

7. Data Retention

We retain your data for as long as your school's subscription is active. After subscription cancellation:

• Your data is retained for 90 days after cancellation, during which you can request a full export
• After 90 days, all school data (students, staff, records, fees) is permanently and irreversibly deleted from our systems
• Billing records and account information may be retained for up to 7 years for financial and legal compliance purposes
• Enquiry data (from the website contact form) is retained for 12 months unless you request earlier deletion

8. Your Rights

Under Ghana's Data Protection Act (Act 843) and general data protection principles, you have the following rights:

• Right of Access: You can request a copy of the personal data we hold about you or your school
• Right to Rectification: You can ask us to correct inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data (subject to legal retention requirements)
• Right to Data Portability: You can request your school's data in a machine-readable format (CSV/Excel) for export
• Right to Object: You can object to certain uses of your data (e.g. receiving non-essential communications)
• Right to Restrict Processing: You can ask us to limit how we use your data in certain circumstances

To exercise any of these rights, contact us at info@oricnetwork.com or WhatsApp 0537 793 106. We will respond within 30 days.

You also have the right to lodge a complaint with Ghana's Data Protection Commission if you believe your rights have been violated.

9. Children's Data

EduTrack is designed for use by schools that serve children. We recognise that student records include data about minors.

The school (data controller) is responsible for obtaining appropriate consent from parents/guardians for the collection and use of student data, in accordance with Ghanaian law and the school's own data handling policies.

Oric Network, as data processor, processes this data only according to the school's instructions and does not use student data for any purpose other than providing the EduTrack service.

Students and parents can request access to, correction of, or deletion of their personal data by contacting their school's EduTrack administrator.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the law, or the EduTrack service. When we make significant changes, we will:

• Update the "Last updated" date at the top of this page
• Notify active school administrators by email or in-app notification
• For material changes, provide at least 30 days' notice before the change takes effect

Your continued use of EduTrack after a policy update constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your data, please contact us: