Privacy Policy

Last updated: 5 October 2026.

This revision takes effect on 14 October 2026. It adds the authorised-collector and collection-record categories in section 2, which apply only to schools that switch on child pickup security.

iEasySR ("we", "us", "our") is a company registered in Australia. This Policy describes how we collect, use, share and protect personal information when you use the iEasySR platform ("Service"). By using the Service you agree to the practices described here.

1. Data controller and processor roles

iEasySR is the data controller for account-level information (teacher and staff profiles, billing records). For the school and student data that you upload, you (the school owner or teacher) are the data controller and we act as a data processor on your documented instructions. Together with our Terms of Agreement, this Policy sets out the data-processing terms on which we process school and student data as your processor, including the sub-processors we use (section 4) and the safeguards for international transfers (section 10).

2. What we collect

Account information: full name, email address, bcrypt-hashed password, profile photo, MFA preference, and sign-in method (email/password or Google OAuth).
School and student data you upload: school name and details, student names, dates of birth, gender, photos, guardian names and parent email addresses, academic scores, attendance, and generated report cards.
Authorised collectors, where your school uses child pickup security: for each adult a parent authorises to collect their child, the person's name, their relationship to the child, a phone number, the type and number of the identity document they will present, a vehicle registration if given, and any note the parent adds. For each collection we also keep the outcome (released, refused, stopped by you, or an override), the time, the staff member who handled it, the identity document they recorded checking, whether the number they saw differed from the number on the record, and any reason or note they wrote. This record is kept even when a collection is refused, because being able to answer a disputed collection later is the point of it. These people are usually not our users and often not connected to your school in any other way, and the record is kept after a parent removes them so the history of who collected a child stays accurate.
Staff time clock (Staff module, where your school sets workplaces): the device location, its accuracy and the distance to the workplace at each clock-in, and at clock-out when the staff member has already agreed. The app asks the staff member for consent on their device before the first clock-in, and reads the location only at the moment they clock, never in the background. See section 7 for how to withdraw it.
Pupil quiz answers and results lookups, where your school uses them: answers a pupil types on the public online-quiz page, and the school code, student ID and date of birth a pupil enters on the results checker. See section 8.
Special-category and sensitive data you may enter: student health notes (for example allergies, medical conditions and dietary needs) and, where you use statutory census reporting, disability information; and, if you use the Staff module, staff statutory identifiers (national ID, tax and social-security numbers, bank details) and next-of-kin. This information is treated with extra care and processed only on your instructions.
Payment records: payment status, amount, currency, and the Stripe payment reference. Raw card data is handled exclusively by Stripe and is never stored on our servers.
Usage data: server logs (IP address, user-agent, timestamps) retained for security and abuse prevention.
Session cookies: encrypted JWT tokens required to keep you signed in (7-day lifetime).

3. How we use your information

To create and manage your account and authenticate your sessions.
To generate and deliver student report cards to the parent email addresses you provide.
To process payments via Stripe and maintain your billing history.
To send transactional emails (OTP codes, payment receipts, magic-link access for parents).
To detect and prevent abuse, fraud, and unauthorised access.
We do not sell your data or student data to third parties.
We do not use student data for advertising or profiling of any kind.

4. Where your data is hosted and controlled

Roles (see section 1): for the school and student data you upload, your school is the data controller and iEasySR is your processor, acting on your documented instructions. iEasySR is the controller only for account-level information such as teacher and staff profiles and billing records. iEasySR is a company registered in Australia. Your account, school, student and payment records are stored in a managed PostgreSQL database hosted by Neon in the United Kingdom (London region, on AWS eu-west-2). The application runs on Vercel's cloud platform and uploaded files are stored on Vercel Blob. We share data with the sub-processors below only to the extent necessary to operate the Service, and each is bound by appropriate data-protection terms. Some operate from other countries (including the United States); where your data is processed across borders, we rely on providers that maintain appropriate safeguards for international transfers, as described in section 10.

Vercel: cloud hosting and serverless functions. Processes request traffic to run the application.
Neon: managed PostgreSQL database, hosted in the United Kingdom (London region, AWS eu-west-2). Stores account, school, student and payment records.
Vercel Blob: object storage, in two stores. A private store in the United Kingdom (London) holds staff HR document scans and pupils' medical-record pages; these open only for a signed-in user allowed to see that record. A public store in the United States holds the other uploads (profile and student photos, school logos and signatures, admission passport photos, quiz images and partner documents) at unguessable addresses rather than behind a sign-in. HR scans and medical pages uploaded before 5 October 2026 remain in the public store until they are moved.
Resend: transactional email delivery (United States). Receives recipient address and email body for each outbound email.
Stripe: payment processing (United States). Handles all card-level data under PCI-DSS compliance.
OpenAI and Anthropic: AI providers (United States), used only for the optional in-app assistant (iLex+) and AI content drafting. Which one handles a given request depends on the provider configured for your school, including a key you supply yourself. The provider receives the text you type and limited context (such as your school name and relevant help articles) to generate a reply; it is advice-only and your inputs are not used to train its models. When a teacher asks AI to draft report-card remarks, the provider also receives that pupil's class and session, their marks, grades, class position, attendance and conduct score, and the pronoun to use, with the pupil's name replaced by a placeholder; the name is added back on our side and never leaves iEasySR. No other student record is sent.
Google: optional Google sign-in, and the reCAPTCHA anti-spam check on our public contact form and public admission-application form (United States). If you sign in with Google, your Google profile email and name are shared with us by Google. For the anti-spam check Google receives the visitor's IP address and browser signals, never the contents of the form.

If your school connects its own Paystack or SMS account, data you send through it goes to that provider under your own contract.

5. Storage and security

Passwords are stored as bcrypt hashes; plaintext passwords are never stored or logged.
All data in transit is encrypted via TLS.
Staff HR document scans and pupils' medical-record pages are kept in a private store and served only to a signed-in user who may see that record. Other uploaded files are stored in per-account folders, each at a long, unguessable address; they are not behind a sign-in, so anyone who has such a file's exact address can open it.
Multi-factor authentication (OTP by email) is available and enabled by default.
We apply principle of least privilege for internal data access.
Offline mode: on screens designed to work with a weak connection (such as attendance and score entry), some data (class rosters and any changes not yet synced) is stored on your device using your browser's local storage. When you sign out, the cached records are erased. A change you made offline that has not reached our servers yet is deliberately kept, so your work is not lost; it stays tied to the account that made it, only that account can see or send it, and it is erased once it syncs.

6. Data retention

Account data is retained for as long as your account is active.
Generated reports are retained until you delete them from the app, at which point they are permanently removed.
Payment records are retained for a minimum of 7 years to meet Australian financial record-keeping obligations.
Child pickup records (authorised collectors and the collection history) are retained for as long as the school's account is active, so a collection can still be accounted for years later. A school can ask us to delete them sooner.
Server logs are retained for up to 90 days.

7. Your rights

Depending on your jurisdiction, you may have the right to access, correct, export or delete your personal data. You can:

Access and edit your account information from your Profile page.
Export your data on demand from Settings → Export your data: a ZIP of your schools' records (one CSV per area; see the README in the ZIP for the full list), for backup or migration. Because it holds personal data, the download requires your password plus a one-time code emailed to you.
Delete report cards from Reports, then Report cards (in the list or on the card's own page), if you have permission to generate report cards.
Request account deletion: email support@ieasysr.com (there is no self-serve delete button; export your data first if you want a copy). All account data and associated student data is permanently deleted within 7 days, except records the law requires us to keep (payment records, for 7 years: see section 6).
Withdraw time-clock location consent (staff): open Time clock and choose Withdraw my location consent; you can also turn off location access for this site in your browser or device settings. Ask your school how to record your time without it. Clocking in at a workplace needs the location, so without it you cannot clock in there; clocking out never needs it.
Object or restrict processing by contacting us at the address below.

Australian residents may direct complaints to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au. You may also lodge a complaint with the data-protection authority in your own country (for example, in Ghana, the Data Protection Commission).

8. Children's data and safeguarding

Schools use the Service to process the personal data of children (students). In some cases this includes special-category data, such as health notes and, where you use statutory census reporting, disability information. We treat children's data with particular care:

Children do not have accounts. If the school uses online quizzes, a pupil types answers on a public quiz page with a quiz code and personal PIN, and the answers are stored as the school's data; if the school switches on the results checker, a pupil enters their school code, student ID and date of birth to view their own report cards. Report cards and other communications are emailed only to the parent or guardian email address that the school provides.
We never use children's data for advertising, marketing or profiling, and we never use it to train AI models.
The same security, access controls and data minimisation apply to children's data as to all other data, and it is deleted when the school's account is deleted.
As the data controller, the school is responsible for having a lawful basis and, where local law requires, parental or guardian consent, and for informing parents and guardians (through the school's own privacy notice) about this processing, including the international transfer and sub-processors described in sections 4 and 10.
When a school generates a statutory or ministry census return (for example a Ghana EMIS or a francophone SIGE return), the school discloses that data to its education ministry under the school's own legal obligation. iEasySR produces the document at the school's instruction and is not responsible for the onward disclosure.

9. Data breach notification

In the event of a data breach likely to cause serious harm, we will notify affected users and, where required, the Office of the Australian Information Commissioner within 72 hours of becoming aware of the breach. We will provide details of the breach and steps taken to mitigate it.

10. International data transfers

iEasySR operates across borders, so personal data (including children's data) is transferred internationally. This flow matters, especially for schools whose pupils' data originates outside the regions where it is stored:

Origin: data is entered by your school in the country where you operate (for many of our schools, Ghana and elsewhere in Africa, and worldwide).
Primary storage: it is stored in the United Kingdom (Neon, London region), a jurisdiction recognised for strong data-protection standards.
Sub-processing: some sub-processors operate from the United States (Vercel Blob, Resend, Stripe, OpenAI, Anthropic, and Google for optional sign-in and the anti-spam check on our public contact and admission forms) and process only the limited data described in section 4.
Controller oversight: iEasySR is established in Australia.

We protect these transfers with appropriate safeguards: contractual data-protection terms with every sub-processor (including Standard Contractual Clauses or the UK International Data Transfer Agreement and Addendum where applicable, and providers' own compliance frameworks such as the EU-US Data Privacy Framework), encryption in transit (TLS) and at rest, and data minimisation so each provider receives only what it needs.

Where your school operates under Ghana's Data Protection Act 2012 or a comparable regime elsewhere, this cross-border processing is carried out on your documented instructions as the data controller and under the safeguards described here. You remain responsible for any registration, notice or consent your local law requires before student data leaves your country. If you need a signed data-processing agreement, or details of our current sub-processors and their locations for your own compliance records, contact us at the address below.

11. Changes to this policy

We may update this Policy from time to time. Material changes will be communicated via the dashboard or email at least 14 days before they take effect. The "Last updated" date at the top reflects the most recent revision.

12. Contact

Privacy questions, data requests, or complaints: support@ieasysr.com.