Privacy notice

Version 2026-11 · Template — your school will tailor this notice.

ElimuSpace is a school management platform. Your school decides why and how learner, parent and staff information is used, and is the data controller. ElimuSpace processes that information on the school's behalf as a data processor, under a written data processing agreement, in line with the Kenya Data Protection Act, 2019 and its regulations.

What we hold

Learner details needed to run the school (names, date of birth, admission and class records, official learner identifiers), parent/guardian contact details and relationships, and staff details. National ID numbers are used only to confirm identity during account activation: they are stored as a one-way protected code, never shown, and never used as passwords.

Why we use it

To admit and teach learners, keep required school records, communicate with parents and staff, manage fees, and meet reporting duties to education authorities. We do not sell data or use it for advertising.

Who can see it

Only authorised school staff, according to their role. Teachers see the classes they teach. Parents see only children the school has linked and verified to them, and only the information the school permits. Each school's data is separated from every other school. ElimuSpace support staff cannot see learner records unless the school grants time-limited access, and every such access is logged.

SMS messages

Schools send SMS through their own account with our SMS provider. Messages never contain medical, disciplinary or confidential details — they direct you to sign in securely instead. You can change SMS preferences in the parent portal; security codes and emergency alerts are always sent.

Your rights

You may ask your school to access, correct or delete personal data, object to certain processing, or withdraw consent where processing relies on consent. Some school records must be kept by law. You may complain to the Office of the Data Protection Commissioner (ODPC).

Security & retention

Data is encrypted in transit, sensitive fields are encrypted at rest, access is role-based and audited, and backups are tested. Records are kept for as long as the school needs them for education and legal purposes, then deleted or anonymised according to the school's retention policy.

Contact

Contact your school office first. For questions about the platform, contact ElimuSpace through your school.