Privacy notice

Who we are

Manarat International School of Kenya ("the school", "we") runs the M.I.S.K Learning Platform for its students, parents, teachers and staff, and is responsible for the personal information held in it.

This notice explains what information the platform holds, why, who can see it, how long it is kept, and your rights. It covers the platform only.

• Contact for privacy questions: [name or role], [email address], [phone number], [postal address].

What information we hold

We hold only what the platform needs to support teaching, attendance, reports and fees. We do not store dates of birth, medical information or home addresses in it.

• Students: full name, admission number, class each year, whether enrolled or left; daily attendance and notes; exam marks, grades, class positions and the class teacher's remarks; behaviour reports verified by the Disciplinary team and the etiquette bar; fee charges, discounts, payments and receipts; flash card sets; log-in details if they have a log-in.
• Parents and guardians: full name, email address, phone number (if given), which children they are linked to and how, log-in details.
• Teachers and staff: full name, email address, phone number (if given), staff number, roles, classes and subjects taught, daily check-in and check-out times, lesson plans and comments, behaviour reports they make, log-in details.
• Everyone who logs in: a record of important changes made in the platform (who changed what, when and why).
• Payment records include M-Pesa transaction codes, bank references and cheque numbers. We never store card numbers, bank account numbers or M-Pesa PINs.

Why we use it

We use this information to educate students, keep families informed and run the school. We do not sell it or use it for advertising.

• Teaching, attendance, exam results, reports and remarks: to provide the education agreed on enrolment. [Parental consent arrangements to be confirmed.]
• Behaviour records and the etiquette bar: the school's legitimate interest in discipline and student welfare.
• Fees, payments, receipts and access to progress: to manage the fees agreed on enrolment and keep accurate financial records.
• Staff attendance, lesson plans and staff accounts: employment and the management of teaching quality.
• The record of changes: to protect the accuracy and integrity of records.
• Password reset emails: to give people safe access to their own accounts.

Who can see what

Each person sees only what their role needs. These rules are enforced by the database itself, not just by the screens.

• Students: their own attendance, results and report card (once published), verified behaviour reports, fee statement, and their class's flash cards.
• Parents and guardians: the same for their own linked children only.
• Subject teachers: students they teach, and marks for their own subjects and classes.
• Class teachers: their class's attendance, all subjects' marks, remarks, and behaviour reports for their class.
• Disciplinary team: behaviour reports, to verify or dismiss them; only the Head deducts points.
• Accounts office: fee charges, payments and access settings; no marks, remarks, attendance or behaviour.
• Administrators: everything, to run the school; they view fee records but cannot record or reverse payments.
• Staff see a label ("At risk" or "Referred to the Principal") next to a low etiquette bar; students and parents see the bar only.

School fees and access to progress

While school fees are outstanding, a student's progress (exam results, positions, remarks and the report card) is hidden from that student and their parents until the balance is cleared.

• Always visible, whatever the balance: attendance, behaviour records, flash cards and the fee statement.
• The Accounts office may set a student to Allow (for example for an agreed payment plan) or Block, with a recorded reason.
• Teachers and Administrators always see progress, because they need it to teach and run the school.

Where it is stored and who helps us

The information is stored in a secure database in Frankfurt, Germany (European Union). The school uses service providers who process it only on the school's instructions:

• Supabase: hosts the database and the log-in system.
• Vercel: hosts the website you use.
• [Email provider]: sends password reset emails.
• [Safeguards for storing data outside Kenya to be confirmed by the school's legal adviser.]

How long we keep it

• Student records, results and attendance: [while at the school, then X years after leaving].
• Fee and payment records: [X years].
• Behaviour reports: [until the end of the school year after the student leaves].
• Staff check-in records and lesson plans: [while employed, then X years].
• Parent and staff log-ins: switched off when no longer needed; removed [X months] later.
• Record of changes: [X years]; it cannot be edited by anyone.

How we protect it

• Each person logs in with their own account; nobody can create their own account.
• Information travels over encrypted connections (HTTPS).
• Payments can never be edited or deleted; mistakes are reversed with a recorded reason.
• Marks, attendance, payments and access settings keep a permanent record of who changed what, when and why.
• The database is backed up daily [from go-live].

Your rights

Under Kenya's Data Protection Act, 2019, you have rights over your personal information, and parents and guardians may exercise them on behalf of their children: to be informed, to see the information we hold, to have it corrected, and to object or ask for deletion where the law allows.

To use these rights, contact [the privacy contact]. We aim to reply within [X] days. If you are not satisfied, you may complain to the Office of the Data Protection Commissioner (ODPC), Kenya.

Cookies and changes

• The platform uses only the cookies needed to keep you logged in. It uses no advertising or tracking cookies.
• If this notice changes, the new version will be posted on this page with its date.