Knowvia Privacy Policy

Knowvia is a school management and learning platform developed by SoftPath Tech.

The platform helps schools manage activities including students and parents, teachers and staff, admissions, academic sessions and classes, curriculum, lesson notes and materials, assignments, computer-based tests, examinations, OMR examinations, results and report cards, attendance, school fees and payments, school communication, announcements, school calendars, and reports and analytics.

Knowvia is designed to connect schools, students, parents, teachers, and administrators through one platform.

This Privacy Policy applies to information processed through Knowvia by or on behalf of schools, school administrators, students, parents and guardians, teachers, administrative staff, other authorised school users, visitors to Knowvia websites, and individuals who contact Knowvia or SoftPath Tech.

Where a school uses Knowvia to manage information about its students, parents, teachers, and staff, the school may determine why certain information is collected and how it is used. In such circumstances, Knowvia may process information on behalf of the school as a service provider or data processor, while the school may have responsibilities as the relevant data controller.

Depending on how you use Knowvia, we may process the following categories of information.

Information may be provided to us through school administrators, teachers and authorised school staff, parents and guardians, students, account registration, school admission processes, forms within Knowvia, mobile applications, website usage, customer support interactions, payments, and other authorised integrations.

Schools are responsible for ensuring that information they provide to Knowvia is collected and provided in accordance with applicable laws and their obligations to students, parents, teachers, and staff.

We may use personal information to provide Knowvia services, create and manage user accounts, connect students with their schools and parents, manage academic information, manage examinations and assessments, process results, generate report cards, manage attendance, deliver assignments and lesson materials, provide school communications, process authorised payments, provide customer support, maintain and secure the platform, detect and prevent fraud and unauthorised access, troubleshoot technical issues, improve performance and reliability, and comply with legal and regulatory obligations.

We do not sell personal information to third parties.

Schools using Knowvia may provide personal information about their students, parents, teachers, and staff - for example, information necessary to enrol a student, create a student account, link a parent to a student, assign teachers to classes, record attendance, manage examinations, record results, generate report cards, manage school fees, or send school announcements.

Schools remain responsible for determining the information they need for their own educational and administrative purposes and for complying with applicable data-protection requirements. If you have questions about information collected directly by your school, you may also contact the school.

Knowvia is designed to support schools and therefore may process information relating to students, including children and young persons. We recognise that information relating to children requires particular care.

Student information is used primarily to provide educational and administrative services requested or authorised by the school. We do not knowingly use student information for unrelated advertising or sell student information to third parties.

Access to student information is controlled according to the user's role and permissions within the school. Students can access information associated with their own account; parents or guardians can access information associated with children linked to their account, subject to the school's configuration and applicable rights; teachers can access information necessary for their teaching and assigned responsibilities; and school administrators can access information according to their assigned permissions.

Parents and guardians may use Knowvia to access information relating to their children. Depending on the school's configuration, parents may be able to access student information, lesson notes, assignments, examination timetables, results, report cards, attendance, school announcements, the school calendar, fees, payment information, and notifications.

Parents are responsible for keeping their account credentials secure and should not share their login details with other individuals.

Teachers and authorised staff may access personal information necessary to perform their responsibilities. Depending on their role, this may include student lists, class information, attendance, assignments, lesson notes, examination information, and results.

Access is controlled through the school's role and permission system. Teachers and staff should only access information necessary for their authorised responsibilities.

School administrators may have broader access depending on their role. Knowvia supports role-based permissions that allow schools to control access to areas such as students, teachers, admissions, academic setup, learning, examinations, OMR, results, attendance, fees, payments, communication, reports, and school settings.

The level of access available to an administrator depends on the permissions assigned by the school.

Knowvia may support payments relating to school fees and other school-approved charges, including Knowvia's own Digital Access fee. Where online payments are available, payment processing may be handled by third-party payment service providers.

Knowvia may receive information such as payment amount, payment status, transaction reference, date and time of payment, and the student associated with the payment. Where a third-party payment provider processes card or other payment credentials, such sensitive payment credentials may be handled directly by that provider rather than stored by Knowvia.

We use payment information to record payments, update payment status, provide receipts, reconcile transactions, provide payment history, and support schools and parents with payment-related enquiries.

Knowvia may process educational records including continuous assessment scores, examination scores, subject scores, grades, class positions where applicable, examination results, CBT results, OMR results, teacher comments, principal comments, report cards, and promotion information.

These records are used to provide the school's academic services. Academic information is only made available to users authorised to access it.

Knowvia may process attendance and related school activity information, including present, absent, and late status, attendance dates, class attendance, academic activities, assignment submissions, and lesson activity. This information helps schools manage student attendance and academic participation.

We may share information when necessary to provide Knowvia services.

Knowvia may rely on third-party technology providers to operate certain parts of the platform. Depending on the services being used, these providers may process limited information necessary to provide hosting, storage, authentication, payment processing, email, SMS, push notifications, analytics, security, and customer support.

We seek to work with providers that maintain appropriate security and privacy practices.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, unauthorised disclosure, loss, misuse, alteration, and destruction. Security measures may include access controls, authentication, role-based permissions, encryption where appropriate, secure connections, monitoring, logging, backups, and security updates.

However, no internet-based system can be guaranteed to be completely secure. Users should also protect their passwords and account credentials.

We retain personal information for as long as reasonably necessary to provide Knowvia services, maintain school records, meet contractual requirements, resolve disputes, maintain appropriate audit records, comply with legal and regulatory obligations, and protect the security of our services.

Schools may determine certain retention requirements for their records. When information is no longer required, we may delete, anonymise, or securely dispose of it in accordance with applicable requirements.

Knowvia and its service providers may process or store information using infrastructure located in Nigeria or other countries. Where personal information is transferred outside Nigeria, we will take appropriate steps to ensure that such processing is carried out in accordance with applicable data-protection requirements, including the Nigeria Data Protection Act 2023.

Depending on applicable law, individuals may have rights concerning their personal information, including rights to know whether personal information is being processed, request access to personal information, request correction of inaccurate information, request deletion where applicable, request restriction of certain processing, object to certain processing, request portability of information where applicable, withdraw consent where processing is based on consent, and make a complaint regarding the processing of personal information.

Some rights may be subject to legal or contractual limitations. You may contact us using the details below to make a request. Where the information is controlled by a school, we may direct the request to the relevant school where appropriate. We may need to verify your identity before responding to a privacy request.

Users are responsible for maintaining the confidentiality of their account credentials. You should use a strong password, keep your password confidential, avoid sharing your account, log out of shared devices, and notify the school or Knowvia if you suspect unauthorised access.

Schools are responsible for managing authorised users and their permissions within their Knowvia accounts.

Knowvia may use cookies and similar technologies on its websites and applications where applicable, for purposes such as authentication, maintaining sessions, remembering preferences, security, understanding website usage, and improving performance. Where required, we will provide appropriate choices regarding non-essential cookies.

Knowvia may send users service-related communications including account notifications, password or login messages, school announcements, assignment notifications, examination notifications, result notifications, payment notifications, important service updates, and support communications. These communications are generally necessary to provide the requested service.

Where we send optional marketing communications, we will provide appropriate options to manage those communications.

We may update this Privacy Policy from time to time to reflect changes to Knowvia, new features, changes to our practices, changes in applicable laws, regulatory guidance, and security improvements. When we make significant changes, we may provide an appropriate notice through Knowvia or other suitable communication channels. The latest version will always identify its effective date.