PRIVACY POLICY
Last Updated: August 2025
YOUR PRIVACY MATTERS: This Privacy Policy explains how Klickit Systems collects, uses, stores, shares, and protects information when you use KlickitSMS. By using our Software, you consent to the data practices described in this policy.
1. INTRODUCTION
Klickit Systems ("we," "us," "our," or "Company") is committed to protecting the privacy and security of your personal information. This Privacy Policy applies to KlickitSMS, our school management software solution, and describes:
- What information we collect and why
- How we use and protect that information
- Your rights regarding your information
- How we comply with applicable privacy laws and regulations
This Privacy Policy should be read in conjunction with our Terms of Use and forms part of your agreement with Klickit Systems.
2. INFORMATION WE COLLECT
2.1 Information You Provide to Us
When you use KlickitSMS, you or your institution may provide us with the following types of information:
A. School/Institution Information
- School name, address, and contact details
- Registration and licensing information
- Billing and payment information
- Administrator and authorized user contact information
B. Student Information
- Personal details (names, dates of birth, gender, addresses, contact numbers)
- Student identification numbers and enrollment information
- Parent/guardian contact information
- Academic records (grades, test scores, attendance, disciplinary records)
- Medical information (if provided for emergency purposes)
- Photographs (if uploaded by the institution)
- Special educational needs or accommodations
C. Staff/Employee Information
- Personal details (names, addresses, contact information)
- Employee identification numbers
- Professional qualifications and certifications
- Employment records and performance data
- Payroll information (if applicable)
D. Financial Information
- Fee payment records
- Transaction histories
- Banking details (for payment processing)
E. Communication Data
- Messages sent through the platform
- Announcements and notifications
- Parent-teacher communications
2.2 Information We Collect Automatically
When you access and use KlickitSMS, we automatically collect certain technical information:
A. Usage Information
- Login times and frequency
- Features accessed and used
- Actions performed within the Software
- Time spent on different sections
B. Technical Information
- IP addresses
- Browser type and version
- Device information (type, operating system)
- Connection information
- Cookies and similar tracking technologies
C. Log Data
- System activity logs
- Error reports and diagnostics
- Performance metrics
3. HOW WE USE YOUR INFORMATION
3.1 Primary Purposes
We use the information we collect for the following purposes:
| Purpose |
Description |
| Service Delivery |
To provide, operate, maintain, and improve KlickitSMS functionality |
| Student Management |
To manage student records, enrollment, attendance, grades, and academic progress |
| Communication |
To facilitate communication between schools, teachers, students, and parents |
| Financial Management |
To process fee payments, generate invoices, and maintain financial records |
| Reporting & Analytics |
To generate reports, insights, and analytics for educational purposes |
| Account Management |
To manage your subscription, authenticate users, and provide support |
| Security |
To detect, prevent, and address technical issues, fraud, and security breaches |
| Compliance |
To comply with legal obligations and regulatory requirements |
| Improvement |
To understand usage patterns and improve our Software and services |
3.2 Legal Basis for Processing
We process your information based on the following legal grounds:
- Contract Performance: Processing necessary to perform our contract with you (Terms of Use)
- Consent: Where you have given explicit consent for specific processing activities
- Legitimate Interests: For our legitimate business interests (e.g., improving our services, fraud prevention)
- Legal Obligation: Where required by law or regulation
4. DATA SHARING AND DISCLOSURE
4.1 We Do Not Sell Your Data
IMPORTANT: Klickit Systems does not sell, rent, or trade your personal information or student data to third parties for their marketing purposes.
4.2 When We Share Information
We may share information in the following limited circumstances:
A. Within Your Institution
Data is accessible to authorized users within your school or institution based on role-based permissions you configure.
B. Service Providers
We may share information with trusted third-party service providers who assist us in:
- Hosting and infrastructure services
- Payment processing
- Email and SMS communication services
- Technical support and maintenance
- Data backup and disaster recovery
These providers are contractually obligated to protect your information and use it only for the specific purposes we authorize.
C. Legal Requirements
We may disclose information when required by law, such as:
- In response to court orders, subpoenas, or legal processes
- To comply with government or regulatory investigations
- To protect our rights, property, or safety
- To prevent fraud or criminal activity
- In connection with legal proceedings or litigation
D. Business Transfers
In the event of a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to the successor entity, subject to this Privacy Policy.
E. With Your Consent
We may share information with third parties when you explicitly consent or direct us to do so.
4.3 International Data Transfers
Your data may be stored and processed in servers located in different countries. We ensure appropriate safeguards are in place to protect your information when transferred internationally, including:
- Using data centers with robust security measures
- Implementing encryption for data in transit
- Ensuring service providers comply with applicable privacy laws
5. DATA SECURITY
5.1 Security Measures
We implement comprehensive security measures to protect your information, including:
Technical Safeguards
- Encryption of data in transit (SSL/TLS) and at rest
- Secure authentication and password policies
- Regular security audits and vulnerability assessments
- Firewalls and intrusion detection systems
- Secure backup and disaster recovery procedures
Administrative Safeguards
- Role-based access controls
- Employee training on data protection
- Confidentiality agreements with staff and contractors
- Incident response and breach notification procedures
Physical Safeguards
- Secure data center facilities
- Restricted physical access to servers
- Environmental controls and monitoring
5.2 Your Security Responsibilities
You also play a critical role in protecting your data by:
- Maintaining strong, unique passwords
- Not sharing login credentials
- Logging out when finished using the Software
- Reporting suspicious activity immediately
- Ensuring only authorized personnel access the system
5.3 Data Breach Notification
In the event of a data breach that compromises your personal information, we will:
- Notify affected users within 72 hours of discovery (or as required by law)
- Describe the nature of the breach
- Outline the steps being taken to address the breach
- Provide guidance on protective measures you can take
6. YOUR RIGHTS AND CHOICES
6.1 Your Privacy Rights
Depending on your location and applicable laws, you may have the following rights:
A. Right to Access
You have the right to request access to your personal information and obtain a copy of the data we hold about you.
B. Right to Rectification
You can request that we correct inaccurate or incomplete information.
C. Right to Erasure (Right to be Forgotten)
You may request deletion of your personal information, subject to legal and contractual retention requirements.
D. Right to Restriction
You can request that we restrict processing of your information in certain circumstances.
E. Right to Data Portability
You have the right to receive your data in a structured, commonly used, and machine-readable format and to transmit it to another service provider.
F. Right to Object
You may object to processing of your information based on legitimate interests or for direct marketing purposes.
G. Right to Withdraw Consent
Where processing is based on consent, you have the right to withdraw that consent at any time.
6.2 Exercising Your Rights
To exercise any of these rights, please contact us using the details in Section 10. We will respond to your request within 30 days (or as required by applicable law).
6.3 Parental Rights (Student Data)
Parents and legal guardians have the right to:
- Access their child's information
- Request corrections to inaccurate information
- Request deletion of information (subject to educational record requirements)
- Consent to or refuse certain uses of their child's information
7. COOKIES AND TRACKING TECHNOLOGIES
7.1 What Are Cookies?
Cookies are small text files stored on your device when you access KlickitSMS. We use cookies to:
- Authenticate users and maintain login sessions
- Remember your preferences and settings
- Analyze usage patterns and improve performance
- Enhance security and prevent fraud
7.2 Types of Cookies We Use
- Essential Cookies: Required for the Software to function properly
- Functional Cookies: Remember your preferences and settings
- Performance Cookies: Help us understand how the Software is used
- Security Cookies: Protect against fraudulent activity
7.3 Managing Cookies
You can control cookies through your browser settings. Note that disabling essential cookies may affect Software functionality.
8. CHILDREN'S PRIVACY
8.1 Protection of Student Data
KlickitSMS is designed for use by educational institutions to manage student information. We recognize the sensitive nature of student data and implement additional protections:
- We collect student information only through the school or institution, not directly from children
- We use student data only for educational purposes and to provide the Service
- We do not use student data for targeted advertising
- We comply with applicable child privacy protection laws in your jurisdiction
8.2 Parental Consent
The institution is responsible for obtaining any necessary parental consent for collecting and processing student information.
9. DATA RETENTION
We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and as required by applicable laws and regulations in your jurisdiction. Upon termination of your subscription, we will retain your data for a reasonable period to allow for data export, after which it will be securely deleted or anonymized unless we are legally required to retain it longer.
10. YOUR INSTITUTION'S RESPONSIBILITIES
As the institution using KlickitSMS, you are responsible for:
- Ensuring you have legal authority to collect and share student and staff data
- Obtaining necessary consents from students, parents, and staff
- Complying with local privacy and data protection laws in your jurisdiction
- Providing privacy notices to affected individuals
- Implementing appropriate security measures within your organization
11. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. When we make material changes, we will:
- Update the "Last Updated" date at the top of this document
- Notify you via email or through the Software
- Post the updated policy on our website
- For material changes, provide advance notice (30 days when possible)
Your continued use of KlickitSMS after such changes constitutes acceptance of the updated Privacy Policy. We encourage you to review this policy regularly.
13. SUPERVISORY AUTHORITY
If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority or supervisory body.