1. About this policy

Eduscape Systems Limited (“Eduscape”, “we”, “us” or “our”) operates Eduscape School System, a school-management service for schools, and the website at eduscapesystems.com. The system supports school administration, including learner and class records, marks and assessments, report cards, attendance, fees and receipts, staff access and a parent portal.

This policy explains how information may be handled when a school uses Eduscape, when a parent or guardian uses a school-enabled portal, when a person contacts us, or when someone visits our public website. “Personal information” means information relating to an identified or identifiable person.

This policy should be read with the school’s own privacy information and any agreement between Eduscape and the school. The school may explain additional details about its purposes and practices.

2. Who is responsible for school records?

For information a school enters about learners, parents or guardians and staff, the school generally decides why it is collected and how it is used. The school is generally responsible for those decisions. Eduscape provides and supports the system and processes information as needed to provide the service and in line with applicable instructions and agreements.

Eduscape may also handle information for its own service operations, such as account administration, support, service security and website operation. The responsible roles may vary by activity and applicable law.

Schools are responsible for ensuring they have the appropriate authority to collect and use information, providing required notices and managing their users’ access. Eduscape supports schools with service-related requests as required by law and the applicable agreement.

3. Information involved

The information depends on the school’s use of Eduscape and may include:

• Learner and school records: names and identifiers, class and enrolment details, attendance, assessments, marks, grades, report-card comments, behaviour, and health or welfare details entered by a school.
• Parent or guardian information: contact details, relationship to a learner, portal credentials or access codes, and messages or information submitted through a portal.
• Fees and school payment records: fee structures, balances, payments, receipts and related accounting entries recorded by a school.
• Staff and account information: names, contact details, school and role, account identifiers, authentication and access records, and settings.
• Enquiries and support: contact details and the contents of messages, support requests, calls or demonstration requests.
• Photos and images: learner photos, school logos, stamps and signatures that a school adds.
• Anonymous usage counts: our own server records that the website or app was opened or a section was viewed: the type of event, a random visitor number kept in your browser, the device type (phone, tablet or computer), the section name and the time. We do not keep your full network address for these counts; a one-way code that changes every day is used only to limit abuse. They contain no names, marks or learner details.
• Security records: we keep the network address of failed sign-in attempts and of messages sent through our contact or support form, to block abuse and reply to you.
• Other technical information: information needed to operate, protect and troubleshoot the site or service, such as device/browser details, event or error information.

Schools should enter only information needed for their purposes. Health, welfare, children’s and financial information should be handled with particular care. Avoid entering highly sensitive details in free-text fields unless necessary and authorised.

4. How information is used

Depending on the feature and responsible organisation, information may be used to provide school tools; maintain records; calculate and display results; prepare report cards; record attendance; manage fee records; authenticate users and apply school-defined permissions; provide parent access to information the school enables; store, synchronise, restore or export school information; support schools and respond to enquiries; protect and troubleshoot the service; and meet legal obligations.

We do not describe school records as being used for unrelated purposes. Any additional use must be authorised by the school or otherwise permitted or required by law.

5. Offline use, browser storage and database syncing

Eduscape supports offline use. The application may keep a working copy of school information in the browser on the device being used and may synchronise information with Eduscape’s database when connectivity is available. A copy in a browser and a copy in a database are different storage locations; a successful save on one device does not by itself confirm that a change has reached the database or another device.

Check the application’s current sync status before relying on work being available elsewhere. Avoid using shared or public devices for sensitive school work where possible, sign out when finished, and protect the device. If information appears missing, contact your school or Eduscape support before clearing browser data. Schools should keep any independent exports or backups they require.

Where it is stored. A school’s working copy is kept in the browser on its devices (browser storage, with photos in a separate image store in the browser) and, once synchronised, on Eduscape’s server database. Photos are saved on the server as image files in a private folder that is not reachable from the public website.

Restore points. Before a school’s online copy is replaced, the server keeps the previous copy as a restore point, so that a mistake or an out-of-date device can be rolled back. Routine restore points are limited to the newest 40 per school or class, and no more than 120 restore points of all kinds are kept per school or class. They contain the same school information as the live copy.

6. When information may be shared

Information may be made available as needed to provide and support the service:

• Authorised school users: according to the school’s configured roles and permissions.
• Parents or guardians: through a school-enabled portal, limited to information and features the school has made available for that account.
• Service providers: providers that help host, operate, secure, support or communicate about the service may process information on Eduscape’s behalf. They are described below by purpose.
  • Hosting: our web host (Namecheap) stores the website, database and image files.
  • Messaging: when a school or Eduscape sends SMS, WhatsApp, email or phone notifications, the phone number or email address and the message text pass through providers such as Infobip, Meta (WhatsApp Business), our own email system and the browser or phone push service.
  • Payments: mobile-money and card payments for Eduscape plans are handled by payment providers such as LivePay, Yo Payments and MarzPay. Card details are entered on the provider’s own page and are not stored by Eduscape.
  • AI assistant (optional): only after an account agrees to it, the conversation and a summary of the setup (counts, class and subject names, not learner names or marks) are sent to our AI provider, Anthropic.
  Some of these providers process information outside.
• Legal and safety requirements: where disclosure is required by law or a competent authority, or is otherwise permitted or necessary to protect people, the service or legal rights.

Your browser also loads some website resources directly from other companies, who can therefore see your network address: Google Fonts (fonts), jsDelivr and cdnjs (code libraries used for Excel, PDF and Word export), and Google and jsDelivr (a face-detection model used when cropping photos). We do not use advertising or analytics trackers from Google, Meta or similar companies. For details about a particular school’s setup, contact the school or Eduscape.

7. How long information is kept

Information is kept as needed to provide the service, follow applicable school instructions and agreements, meet legal requirements, and protect the service and legal rights. Retention can depend on the type of information and the relevant account or service.

Restore points are kept as described in section 5. Anonymous usage counts, security records and support messages do not currently have an automatic deletion date; they are kept until deleted. School records and restore points are not deleted automatically either; a school can ask Eduscape to delete its account and data, and we will act on a verified request.

Eduscape does not state a single deletion deadline in this policy because account records, support information, technical logs and backup copies may have different retention needs. When information is no longer required, it should be deleted, returned or anonymised as appropriate and subject to applicable law and backup processes. Ask your school about its retention instructions for school records; contact Eduscape for a service-specific enquiry.

8. Protecting information

Eduscape uses safeguards intended to protect information against unauthorised access, alteration, disclosure, loss or destruction. Access to school information should be limited to authorised users, and schools are responsible for managing accounts and permissions they control. Users should keep credentials private, use trusted devices and sign out of shared devices.

No online service or storage method can be guaranteed completely secure. Eduscape does not promise that loss, service interruption or unauthorised access can never occur. Suspected incidents are handled under applicable law and the relevant response procedures.

In practice: passwords are stored in scrambled (hashed) form, not as readable text; repeated failed sign-ins from one network are temporarily blocked; and each school’s synchronisation uses a separate secret token rather than the password.

9. Children’s information

Schools may enter information about children as part of their educational and administrative responsibilities. The school is responsible for deciding what information is needed, determining its lawful authority, providing required information to learners and parents or guardians, and ensuring access is appropriate.

Parents or guardians should contact the school first about learner records, corrections, access or the school’s use of learner information. They may contact Eduscape if they need help with the service or cannot reach the school. We may need to verify identity and authority before discussing a learner’s information.

10. Privacy requests and rights

Under applicable law, a person may be able to ask about personal information concerning them and seek access, correction or deletion, or raise an objection or complaint, subject to legal requirements and the circumstances of the request. The relevant rights and response process depend on the applicable law and the role of the organisation handling the information.

For school records, contact the school first because the school generally decides why those records are used and whether they should be changed or deleted. Eduscape may refer a request to the school or ask for proportionate proof of identity or authority before acting. We will respond in accordance with applicable law.

You may also contact’s Personal Data Protection Office (PDPO) through its official website at pdpo.go.ug if you believe your privacy rights have been infringed.

11. Cookies and information stored on your device

We do not use advertising or tracking cookies. The website and application use your browser’s storage to keep you signed in, remember settings, keep a working copy of school data (including photos) available offline, and hold a random visitor number used for anonymous visit counts (see section 3). A service worker stores the app’s own files so the app can open without internet. Browser storage used for school records is not the same as an advertising cookie.

The particular technologies can change as the site and service change. Your browser settings can help you manage cookies, but clearing browser storage may remove a local working copy or settings and can affect offline access. Contact your school or Eduscape before clearing it if you are trying to resolve missing school information.

12. Changes to this policy

We may update this policy when the service, our practices or applicable law changes. The current version will be posted on this page with an updated review date. If a change materially affects school records, we will use an appropriate channel to notify affected schools and support any further notice required by law.

Last updated: 22 October 2026.

14. Applicable framework

This policy is intended to be read consistently with’s Data Protection and Privacy Act, 2019, its regulations, and other applicable law. It does not limit any right that cannot lawfully be limited. This notice is general information and is not legal advice.