Transparent details on how UniqFlow Systems safeguards student records, parent credentials, teacher activities, and how you retain total control over your personal data.
Effective Date: September 2026 • Last Updated: September 5, 2026
UniqFlow Privacy Policy
Applies to UniqKid Smart App (iOS & Android) and Web Portals (Administrator Dashboard and Online Admission Portal).
UniqKidSmart App
1. Introduction
UniqFlow Systems ("we", "our", or "us") provides enterprise school management software solutions for educational institutions, school administrators, teachers, parents, and students. We respect personal privacy and are fully committed to protecting personal data in compliance with the 1992 Constitution of the Republic of Ghana and the Data Protection Act, 2012 (Act 843).
2. Information We Collect
Depending on whether you access UniqFlow as a School Administrator, Teacher, or Parent/Guardian, we collect and process the following categories of information:
Institutional Relationship: Your child's official student records, grades, and fee records are maintained and authorized by your enrolled school (the Data Controller). UniqFlow Systems operates as the technical cloud service provider (Data Processor).
User Account Credentials: Full name, verified email address, mobile phone number, cryptographic password hash (stored via salted bcrypt), and assigned role permissions.
Campus Geolocation Data (Staff & Teachers Only): Device geographic location (GPS / network coordinates) requested strictly at the moment a teacher or staff member marks attendance or performs clock-in verification, to confirm physical presence on the school campus. We never track background location, and location data is never collected from parents or students.
Student Academic & Demographic Information: Student full names, dates of birth, gender, class/grade assignments, continuous assessment scores, terminal examination grades, attendance history, and teacher remarks provided by authorized school staff.
Financial & Fee Records: Invoices, payment receipts, balance statements, and tuition fee ledgers maintained by the school for statutory audit purposes. Online tuition payments on the UniqKid Smart App, school bill clearing on the Administrator Dashboard, and admission voucher sales on the Online Admission Portal are securely processed directly via Paystack. UniqFlow Systems never collects, processes, or stores sensitive financial credentials such as credit card numbers, CVVs, or mobile money PINs.
Profile & Identification Media: Student passport photos and staff profile pictures uploaded with consent to generate official student ID cards, terminal report cards, and broadsheets.
3. Device Permissions & How They Are Used
Our mobile application (UniqKid Smart App) requests optional device permissions strictly to deliver core educational functions:
📍Location (Staff Only)
Used strictly on the staff portal during attendance marking to verify staff are physically on school campus. Never tracked in background.
📸Camera & Photos
Used solely when staff or parents voluntarily choose to upload a student passport photo or bank deposit slip / receipt.
🔔Push Notifications
Used to deliver instant alerts regarding student daily attendance, published report cards, school announcements, and fee notices.
💾Storage / Files
Used to allow users to export and download terminal report cards, academic transcripts, and fee receipts in PDF format.
4. Third-Party Infrastructure & Cloud Data Processors
We do not sell, rent, lease, or monetize personal or school data to any advertisers or third-party brokers. We engage strictly tier-one enterprise cloud infrastructure providers bound by rigorous data confidentiality agreements to streamline school operations:
Paystack: PCI-DSS Level 1 payment gateway for cashless school fees collection on UniqKid Smart App, dashboard bill clearing, and online admission voucher sales.
Arkesel: Enterprise telecom gateway delivering instant student daily attendance SMS alerts, term report notices, and secure login OTPs.
Brevo: Encrypted transactional email service delivering digital report card PDFs, electronic fee receipts, and official school circulars.
Cloudflare (R2 & CDN): Edge-cached, encrypted cloud object storage for school crests, student ID photos, and academic broadsheets.
Google Firebase (FCM): Cryptographically signed mobile push notification delivery for the UniqKid Smart App.
Want full technical details, operational workflows, and security safeguards?
5. Children's Privacy & Protection of Minors
Given that UniqFlow Schools is an educational management ecosystem, student profiles necessarily include information regarding minors. In accordance with the Children's Act, 1998 (Act 560) and Act 843 Section 37 (Special Personal Data):
Children do not create unmoderated personal accounts independently. Student records are created solely by authorized school administrators or by parents/guardians directly.
No behavioral profiling, algorithmic tracking, or commercial advertising is ever targeted at students or minors.
Parents and legal guardians retain the right to review and inspect their children's records through the UniqKid Smart App or by contacting their school administration.
6. Data Security & Technical Safeguards
In accordance with Section 28 of Act 843, we maintain robust technical and organizational security measures to protect personal data against loss, unauthorized access, destruction, or disclosure:
Encryption in Transit: All data transmitted between user web browsers, mobile apps, and backend APIs is encrypted using TLS 1.3 / HTTPS.
Credential Cryptography: Passwords are never stored in plaintext; they are hashed using salted cryptographic algorithms (bcrypt).
Tenant Schema Isolation: Strict multi-tenant row-level access controls ensure each school’s database partition is segregated and inaccessible to other schools.
Incident & Breach Response: In the unlikely event of a security breach affecting personal data, UniqFlow will notify affected schools and regulatory authorities in accordance with statutory guidelines.
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7. Compliance with Ghana Data Protection Act, 2012 (Act 843)
UniqFlow Systems is committed to upholding the standards established by the Data Protection Commission (DPC) Ghana under the Data Protection Act, 2012 (Act 843). We adhere to the fundamental data protection principles:
1. Accountability (Section 17)
We implement rigorous policies and security controls to demonstrate accountability for all processed information.
2. Lawfulness of Processing (Section 18)
Data is processed strictly with explicit user consent or under lawful institutional educational contracts.
3. Specification of Purpose (Section 19)
Data is collected only for specific, explicitly defined school administration and parent communication purposes.
4. Information Quality (Section 21)
Authorized administrators maintain tools to verify that student grades, attendance, and biographical data remain accurate.
5. Openness & Transparency (Section 22)
We provide full transparency into what data is collected, who processes it, and how it is protected.
6. Data Subject Rights (Sections 32–40)
Users retain statutory rights to access, rectify, or request erasure of personal credentials and data.
Cross-Border Data Transfers (Section 47 Act 843):
Where cloud storage or notification services require cross-border infrastructure (such as Cloudflare or Google FCM), UniqFlow Systems ensures that adequate data protection safeguards, contractual assurances, and end-to-end encryption protocols are maintained in compliance with Sections 47–49 of Act 843.
UniqFlow Terms of Service
Rules and responsibilities governing use of UniqFlow platforms.
1. Acceptance of Terms
By downloading our mobile app, registering an account, or accessing UniqFlow web portals, you agree to be bound by these Terms of Service. If you do not agree with any portion of these terms, please do not use the services.
2. Authorized Account Usage
School Admins & Staff: Must ensure that student records and fee entries are accurate and handled with professional confidentiality.
Parents & Guardians: Must keep their login credentials secure and use the portal solely to monitor their own enrolled wards.
Account Security: You are responsible for safeguarding your password and notifying us immediately of any unauthorized account access.
3. Intellectual Property
The UniqFlow name, logo, user interface designs, and report card layouts are the proprietary intellectual property of UniqFlow Dev. School crests, student records, and school-specific emblems remain the property of their respective schools.
4. Service Availability
While we strive for 99.9% uptime, services may occasionally be temporarily unavailable due to scheduled maintenance or cloud provider outages. We are not liable for any delays resulting from external network disruptions.
Third-Party Processors & Infrastructure Partners
Audited enterprise services powering secure billing, communications, storage, and cloud infrastructure for UniqFlow Schools.
Our Commitment to Transparency & Zero Data Commercialization:
UniqFlow Systems does not sell, trade, or monetize student, parent, or school data. All third-party integrations operate strictly under compliant data processor agreements to streamline day-to-day school administrative operations and maintain rock-solid data security.
Paystack Payments
How it streamlines school operations: Enables instant, cashless school fees payments for parents via the UniqKid Smart App, automated digital receipting and reconciliation on the Administrator Dashboard, and direct online voucher sales on the Online Admission Portal. School bursars completely eliminate cash handling risks, banking queues, and manual teller verification.
🔒 Security & Compliance: Tokenized, bank-grade encryption with 3D-Secure authentication. UniqFlow never sees, collects, or stores raw credit/debit card numbers, CVVs, or mobile money PINs.
Arkesel Telecom
How it streamlines school operations: Automatically sends real-time student daily attendance alerts to parents, published report card notifications, fee payment balance alerts, urgent school closure announcements, and two-factor authentication (OTP) codes directly to mobile networks across Ghana.
🔒 Security & Compliance: Only the recipient's phone number and specific educational message text are transmitted over encrypted HTTPS APIs without exposing student records.
Brevo Email Service
How it streamlines school operations: Delivers official terminal examination report cards (PDFs), electronic fee audit receipts, student admission offer letters, account password resets, and school circulars straight to parents' and teachers' email inboxes.
🔒 Security & Compliance: Enforces TLS in transit with cryptographic SPF, DKIM, and DMARC authentication standards to protect school communications from spoofing and interception.
Cloudflare R2 & CDN
How it streamlines school operations: Delivers zero-latency asset caching for school logos, student identity photos, and broadsheet downloads, ensuring fast and smooth operation even during peak end-of-term rush hours.
🔒 Security & Compliance: Enterprise AES-256 encryption at rest, private bucket authorization policies, and edge Web Application Firewall (WAF) mitigation.
Google Firebase (FCM)
How it streamlines school operations: Powers instant mobile push notifications for the UniqKid Smart App whenever attendance is marked, terminal results are released, school fees are invoiced, or urgent broadcast messages are sent by school administration.
🔒 Security & Compliance: Employs anonymous, transient device push tokens; Firebase does not receive, store, or profile student grades or identities.
Render Cloud & PostgreSQL
How it streamlines school operations: Provides reliable 99.9% uptime, automated application deployments with zero downtime, and high-performance relational database execution for student grade calculation, payroll processing, and ministry EMIS census generation.
🔒 Security & Compliance: Automated encrypted backups, TLS encryption in transit, and strict multi-tenant row-level access controls ensuring complete data segregation between schools.
Account & Personal Data Deletion
Google Play & Apple App Store Mandatory User Data Rights Policy
In compliance with Google Play Data Safety requirements and Apple App Store Review Guideline 5.1.1, users have the right to request deletion of their account credentials, app sessions, and associated personal information.
⚠️ Important Notice Regarding Student / Ward Academic Records:
Student profiles, terminal academic grades, attendance history, and tuition fee records are officially owned and controlled by your enrolled school. If you wish to request the amendment, removal, or deletion of a student's or ward's official academic records, please contact your school administration directly.
1
How Users Can Delete Their Account Directly in the Mobile App
UniqKid Smart App
If you have the UniqKid Smart App installed on your device:
Open the UniqKid Smart App and log into your account.
Navigate to Account / Profile Settings.
Scroll down and select Delete My Account.
Confirm the prompt. Your active sessions, authentication tokens, and mobile push notification device identifiers will be immediately purged.
2
How to Request Account Deletion via Web (If You Uninstalled the App)
If you no longer have access to the app or have uninstalled it from your device, you can submit an account deletion request directly to our data compliance team:
Include in message: Your registered email or phone number and your school name.
* Account deletion requests are processed within 48 to 72 hours. User login credentials, authentication tokens, and mobile device notification identifiers are permanently expunged. Note: Historical academic examination results and issued financial audit receipts may be archived by your school in accordance with statutory educational record-keeping and audit laws.
3
For Schools: How to Request Institutional & School Data Deletion
If an authorized school administrator, proprietor, or school board wishes to decommission their school platform and permanently delete their school’s database records, student rosters, staff archives, and cloud-stored media:
Subject: School Institutional Data Decommission & Deletion Request
Include in message: Official School Name, School Code / Tenant ID, Authorized Super Administrator Email, and authorized letter or verification.
* Upon verification by our compliance team, schools are provided an optional full encrypted data export archive. Following confirmation, the school's dedicated schema partition, database records, and Cloudflare asset storage are completely and permanently purged from UniqFlow Systems.
