Child & student data notice

This Child & Student Data Notice explains how Chanak Academy handles personal data relating to children, students, and learners who use the Platform through a personal account, parent-supported account, teacher-led class, school account, or partner learning programme.

It gives additional detail beyond our Privacy Policy because student data needs special care. It should be read together with our Terms of Service and Privacy Policy.

Where this Notice conflicts with a signed school, institutional, or data processing agreement, that signed agreement controls for that specific relationship, unless applicable law requires otherwise.

Chanak Academy is built for learning, not for exploiting student attention or exposing private learner information. We aim to collect only the student data needed to provide lessons, practice, assignments, progress support, safety controls, school visibility, parent or guardian visibility, and platform operations.

• We do not sell student personal data.
• We do not allow public discovery of student profiles by default.
• We do not use student data for unrelated behavioural advertising.
• We limit access to people and service providers who need the data for authorized educational, operational, safety, support, or legal purposes.
• We treat child and student data as sensitive in practice, even where a law does not use that exact label.

For this Notice, a student is any learner using Chanak Academy for lessons, practice, assignments, assessments, tutoring, classwork, progress tracking, or school-related learning support.

A child or minor is a person who is below the age of majority or the age of independent consent under applicable law. The exact age may differ by country, school arrangement, and legal context.

Chanak Academy may be used by secondary school learners, including learners under 18. Where a student is a child, certain actions may require parent, guardian, school, or other lawful authorization.

We collect student data for educational and operational purposes connected to Chanak Academy. These purposes include:

• Creating and managing student accounts.
• Placing students in the correct curriculum, country, grade level, subject, class, term, topic, subtopic, and lesson pathway.
• Delivering lessons, quizzes, assignments, practice, tutor support, feedback, and revision.
• Tracking progress, mastery, completion, streaks, XP, submissions, assessment results, and learning needs.
• Helping teachers, schools, and authorized parents or guardians support the learner.
• Protecting account security, platform integrity, student safety, and academic records.
• Providing customer support, troubleshooting, reporting, analytics, and product improvement.
• Meeting legal, accounting, school, safeguarding, and dispute-resolution obligations.

Depending on how the Platform is used, we may collect the following student data:

• Account details such as name, username, email address, phone number, profile photo, age range or date of birth where needed, login details, and account status.
• School and learning details such as school name, grade level, class, subjects, curriculum version, teacher, parent or guardian links, class codes, and enrollment status.
• Learning activity such as lessons viewed, quizzes attempted, answers, scores, assignments, submissions, corrections, mastery levels, progress, streaks, XP, feedback, and learning recommendations.
• Communications and content such as comments, questions, support messages, tutor conversations, class discussions, uploaded files, and AI prompts or outputs.
• Technical data such as device type, browser, app version, IP address, approximate location, error logs, security logs, cookies, and usage events.
• Payment or subscription access information where a student’s access depends on a parent, guardian, school, sponsor, or individual subscription.

We do not require students to provide more information than is reasonably needed for the learning, account, safety, or support purpose.

Chanak Academy is not designed to collect unnecessary sensitive information about students. Users should avoid uploading or submitting information that is not needed for learning or support.

• National identity numbers, passport numbers, or similar identity documents unless specifically required for a lawful administrative purpose.
• Medical, disability, counselling, disciplinary, family, or safeguarding details unless they are necessary, lawful, and appropriate for the educational context.
• Precise home addresses unless needed for billing, school administration, safety, or legal reasons.
• Private photos, videos, voice recordings, or documents unrelated to learning.
• Passwords, mobile money PINs, payment card numbers, or private credentials.

If unnecessary sensitive information is submitted, we may delete, restrict, or review it where appropriate and lawful.

Student data may be collected from several sources:

• Directly from the student when they create an account, study, submit work, ask questions, use ChanAI, complete quizzes, or contact support.
• From a parent or guardian when they register, approve, pay for, link, or manage a learner account.
• From a teacher, tutor, school, or institution when they create classes, invite students, assign work, upload records, or manage school access.
• Automatically from platform activity, device information, cookies, logs, security events, and feature use.
• From third-party service providers where needed for payments, authentication, messaging, analytics, hosting, safety, or school integrations.

Student data is not open to everyone on Chanak Academy. Access depends on account type, role, school arrangement, learner links, and platform permissions.

• The student may access their own learning account and progress where the feature is available.
• Linked parents or guardians may access learner information where authorized and verified.
• Assigned teachers or tutors may access class-related student information needed for teaching, assignments, feedback, and support.
• School administrators may access school-managed student records needed for academic administration and accountability.
• Chanak staff and contractors may access student data only where needed for support, security, safety, operations, legal compliance, or platform improvement.
• Service providers may process student data under appropriate confidentiality, security, and purpose limits.

Teachers and tutors may see student data related to the classes, subjects, assignments, or learners they are authorized to support.

• Student name, class, subject, grade level, and class membership.
• Assigned work, submissions, quiz attempts, scores, corrections, mastery levels, progress, completion, and feedback.
• Questions, comments, class discussion activity, and teacher-student interactions within authorized learning spaces.
• Learning gaps, suggested follow-up, and academic support indicators generated from platform activity.

Teachers should use student data only for legitimate educational purposes and should not export, copy, disclose, or publish it outside approved school or Chanak workflows without proper authority.

Where a school uses Chanak Academy, authorized school staff may access student data needed to run classes, support teachers, monitor learning, and maintain school records.

• Student enrollment, grade level, class membership, teacher assignments, subject activity, attendance or participation indicators where available, and academic records generated through the Platform.
• Assignments, submissions, marks, feedback, mastery data, progress reports, class analytics, and school dashboard information.
• Administrative logs needed for account management, safeguarding, compliance, and support.

Schools are responsible for deciding which staff members should have access and for using student data consistently with law, school policy, and their agreements with Chanak.

Parents and guardians may be able to view information about a linked learner where the link is authorized, verified, and supported by the Platform.

• Learning progress, assignments, completion, subjects, performance summaries, mastery indicators, subscriptions, access status, and notifications.
• Certain support, safety, or account information where needed to protect the learner or manage the account.

Parent or guardian access is intended to support the student. It should not be used to shame, expose, or misuse a learner’s private academic information.

Students may be able to view and manage parts of their own profile, learning path, lesson history, quiz attempts, progress, submissions, settings, and support interactions.

Some controls may be limited where the account is managed by a school, parent, guardian, or institution, or where records must be kept for academic, safety, billing, legal, or operational reasons.

Students should use their account responsibly, keep login details private, avoid sharing unnecessary personal information, and report suspicious or unsafe activity.

ChanAI may use student questions, curriculum context, lesson content, prior learning activity, mastery state, quiz results, and conversation history to provide relevant tutoring, explanations, hints, feedback, and learning support.

We aim to limit student data sent to AI systems to what is reasonably needed for the feature. Where practical, we use access controls, safety prompts, monitoring, logging, filtering, and other safeguards.

AI conversations may be reviewed or processed to improve safety, troubleshoot issues, detect misuse, maintain service quality, and improve the Platform. AI responses may be imperfect, so students, teachers, and parents should use judgment before relying on them.

Chanak Academy uses AI as learning support, not as a replacement for teachers, parents, guardians, schools, or qualified professionals.

• We may filter, moderate, restrict, or log AI interactions to reduce harmful, abusive, unsafe, or inappropriate content.
• We may limit AI responses where a prompt appears to involve self-harm, exploitation, illegal activity, harassment, sexual content, violence, or other safety risks.
• We may escalate serious safety concerns to authorized school staff, parents, guardians, support teams, or lawful authorities where appropriate and permitted or required by law.
• We may suspend or restrict AI use if it is used for cheating, abuse, harassment, unsafe content, or attempts to bypass safeguards.

AI safety controls are not perfect. Users should report harmful, inaccurate, or concerning AI behaviour through the available support channels.

Chanak Academy uses progress and mastery data to help students know what to study next and to help teachers, schools, and authorized parents understand where support may be needed.

This may include lesson completion, quiz attempts, score history, repeated mistakes, topic progress, subtopic progress, assignment performance, mastery status, revision activity, and suggested practice.

Progress and mastery indicators are learning support tools. They should not be treated as the only measure of ability, official school marks, or guaranteed examination outcomes unless a school separately adopts them for its own academic process.

Some student data may become part of a school-managed academic record, especially where the Platform is used by a school for assignments, assessments, classwork, reporting, or teacher feedback.

School-managed records may be subject to school policies, education laws, retention rules, and institutional agreements. Requests to access, correct, export, restrict, or delete school-managed records may need to involve the school.

Chanak may preserve certain records where needed for academic continuity, dispute resolution, safety, legal compliance, backups, audit logs, or legitimate operational reasons.

We use trusted service providers to operate Chanak Academy. These providers may process student data only as needed to provide services to us or to users.

• Cloud hosting, database, storage, monitoring, and security providers.
• AI service providers used for tutoring, content support, moderation, or platform assistance.
• Payment processors, email providers, SMS or messaging providers, analytics providers, customer support tools, and development or infrastructure providers.

We expect service providers to follow appropriate confidentiality, security, access, and purpose limitations.

Chanak may work with schools, NGOs, funders, government-related programmes, research partners, curriculum partners, or implementation partners to support learning.

Where possible, we share aggregated, anonymized, or de-identified information for reporting, impact measurement, research, or programme improvement.

We do not share identifiable student data with partners for unrelated purposes unless there is an appropriate legal basis, authorization, contract, or requirement under law.

We will not publicly use a student’s identifiable name, photo, video, voice, school, testimonial, performance story, or personal learning story for marketing without appropriate consent or authorization.

Schools, teachers, partners, and parents should also avoid posting screenshots, rankings, dashboards, photos, or stories that identify students through Chanak data unless they have proper authority and it is safe and lawful to do so.

Aggregated or anonymized learning insights may be used for public reporting where individual students cannot reasonably be identified.

Student access may be paid for by a parent, guardian, school, sponsor, programme partner, or the student where lawful and appropriate.

Payment processors may process payment details under their own terms and privacy policies. Chanak does not intentionally store full payment card numbers, mobile money PINs, or equivalent payment credentials.

Billing status may affect access to paid features, but we aim to handle billing issues in a way that is clear and respectful to learners.

We keep student data only for as long as reasonably necessary for the purposes described in this Notice, our Privacy Policy, school agreements, legal obligations, academic record needs, safety requirements, support, backups, billing, dispute resolution, and platform operations.

• Account data may be retained while the account is active.
• Learning records may be retained to support progress, school continuity, and academic records.
• Billing records may be retained for accounting, tax, fraud prevention, and dispute purposes.
• Security logs and audit logs may be retained to protect the Platform and investigate misuse.
• Aggregated, anonymized, or de-identified data may be retained for analytics, research, reporting, and improvement.

Deletion timelines may differ where the account is school-managed or where data must be kept under law, contract, backup processes, or academic record requirements.

Students, parents, guardians, or schools may request correction, deletion, access, export, restriction, or review of student data where applicable law and account arrangements allow.

Before acting on a request, we may need to verify the requester’s identity and authority. For school-managed accounts, we may refer the request to the school or require school approval because the school may have academic and legal responsibilities for the record.

We may decline or limit a request where keeping the data is required or permitted for legal compliance, safety, academic records, payment records, security, dispute resolution, backups, or legitimate operational needs.

Parents, guardians, and schools can contact Chanak about student data concerns, access issues, correction requests, deletion requests, account links, safety concerns, or school-managed records.

We may ask for information that helps us verify the relationship to the student, such as account details, school information, parent or guardian contact information, or confirmation from an authorized school representative.

We aim to respond within a reasonable time and in line with applicable law, while protecting the student from unauthorized disclosure.

We use reasonable technical and organizational safeguards to protect student data from unauthorized access, loss, misuse, alteration, disclosure, and destruction.

• Role-based access controls.
• Authentication and account protections.
• Encryption where appropriate.
• Secure hosting and infrastructure controls.
• Monitoring, logging, and abuse detection.
• Staff and contractor confidentiality obligations.
• Backups and recovery controls.
• Incident response processes.
• Review of permissions and operational practices.

No platform can guarantee absolute security. Students, parents, guardians, teachers, and schools should also protect login details, use secure devices, and report suspicious activity.

Students help protect their own data and the data of others by using Chanak Academy responsibly.

• Keep passwords and login codes private.
• Use Chanak Academy for learning and school-related purposes.
• Avoid sharing personal details in comments, uploads, or AI chats unless needed.
• Do not upload another person’s private information without permission.
• Do not harass, bully, impersonate, cheat, or misuse AI tools.
• Report unsafe content, suspicious messages, account problems, or harmful AI responses.

Teachers and tutors who use Chanak Academy with students must handle learner data carefully and only for legitimate educational purposes.

• Invite or manage only students they are authorized to teach or support.
• Use student progress, submissions, and AI-supported insights responsibly.
• Avoid uploading unnecessary sensitive student information.
• Review AI-generated teaching materials before sharing them with learners.
• Avoid publishing student results, screenshots, photos, or stories without proper authorization.
• Report safety, privacy, or account concerns promptly.

Schools and institutions using Chanak Academy are responsible for managing their authorized users and for using student data lawfully and appropriately.

• Ensure they have authority to provide or manage student data.
• Assign appropriate roles and access permissions to staff.
• Inform students, parents, or guardians where required by law or school policy.
• Use reports and dashboards for educational purposes, not public ranking or misuse.
• Maintain accurate class, teacher, and student information.
• Coordinate with Chanak on privacy requests, data exports, retention, and account closure where needed.

Parents and guardians can support safe learning by helping students use Chanak Academy responsibly and by keeping account information accurate.

• Provide accurate information when creating or linking a learner account.
• Keep parent or guardian login details private.
• Use learner progress information to support, not shame or expose, the student.
• Tell Chanak or the school if a linked learner relationship changes.
• Report privacy, safety, billing, or account concerns promptly.

Chanak Academy may use cloud, AI, payment, support, analytics, messaging, and infrastructure providers located in different countries. This means student data may be stored or processed outside the student’s country, including outside Uganda or East Africa.

Where applicable law requires safeguards for cross-border transfers, we take reasonable steps to use appropriate protections such as contractual terms, access controls, security measures, provider due diligence, and other recognized safeguards.

We may use student data to understand how the Platform is working, improve lessons and features, detect learning gaps, troubleshoot issues, and measure programme impact.

For research, public reporting, funder reporting, and product analytics, we aim to use aggregated, anonymized, or de-identified data where possible.

Identifiable student data will not be used for unrelated research, public reporting, or partner promotion without an appropriate legal basis, authorization, or agreement.

Students, parents, guardians, teachers, and schools should report privacy concerns, unsafe content, bullying, impersonation, suspicious account activity, harmful AI outputs, or unauthorized access as soon as possible.

We may investigate reports, restrict accounts, remove content, preserve records, notify authorized adults or schools, or contact lawful authorities where appropriate and permitted or required by law.

If there is an immediate risk of harm, users should contact the relevant local emergency, school safeguarding, or child protection authority in addition to notifying Chanak.

If a student leaves a school, changes class, graduates, or moves to another institution, access to school-managed records may change.

The school may retain certain academic records, and Chanak may retain account, learning, billing, safety, or audit data where permitted or required. In some cases, a learner may be able to continue using Chanak through a personal, parent-supported, or new school account.

Schools should tell Chanak when access should be changed, disabled, exported, transferred, or retained under the applicable agreement and law.

We may update this Notice from time to time to reflect changes in Chanak Academy, law, school arrangements, AI features, safety controls, or data practices.

If we make material changes, we will take reasonable steps to notify users, schools, parents, guardians, or account owners through the Platform, email, or other appropriate channels.

The updated Notice will apply from the effective date stated at the top of the page. Continued use of Chanak Academy after an update means the updated Notice applies to future use.

For child or student data questions, privacy requests, account concerns, school data issues, safety reports, or support needs, contact us through the official support channels provided on the Chanak Academy website or application.