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Acceptable Use Policy

1. Purpose and Scope

This Acceptable Use Policy ("AUP") governs the use of MyEncore SchoolsApp service by all users including school administrators, teachers, staff, students, parents, and guardians. This policy is designed to:

• Protect the safety and security of all users
• Maintain the integrity of the educational environment
• Ensure compliance with legal and regulatory requirements
• Protect MyEncore's systems and intellectual property
• Establish clear guidelines for appropriate use

2. Acceptable Uses

2.1 Educational Purposes

The service may be used for legitimate educational and administrative purposes including:

• Student enrollment and registration management
• Academic record keeping and marks management
• Attendance tracking and reporting
• Communication between school, parents, and students
• Event organization and management
• Financial administration and fee collection
• Asset and resource management
• Bus transportation coordination
• Tuckshop and facility management

2.2 Professional Communication

All communications through the platform must be:

• Professional and respectful in tone
• Relevant to educational or administrative purposes
• Appropriate for the intended audience
• Compliant with school policies and procedures

3. Prohibited Uses

3.1 Illegal Activities

3.2 Harmful Content

Users are prohibited from uploading, sharing, or distributing:

• Pornographic, sexually explicit, or inappropriate content
• Violent, graphic, or disturbing material
• Hate speech, discriminatory, or offensive content
• Content that promotes violence, illegal activities, or self-harm
• Spam, malware, viruses, or malicious code
• False, misleading, or defamatory information

3.3 Privacy Violations

Respect for privacy is paramount. Prohibited activities include:

• Sharing personal information of students, staff, or families without consent
• Accessing accounts or data belonging to others without authorization
• Taking screenshots or recordings without proper consent
• Using personal information for non-educational purposes
• Sharing login credentials with unauthorized persons

3.4 System Abuse

Technical misuse of the system is strictly prohibited:

• Attempting to hack, crack, or gain unauthorized access
• Reverse engineering or attempting to extract source code
• Overloading systems with excessive requests or data
• Circumventing security measures or access controls
• Installing malicious software or code
• Interfering with other users' access to the service

4. User Responsibilities

4.1 Account Security

All users must:

• Maintain strong, unique passwords for their accounts
• Keep login credentials confidential and secure
• Report suspected security breaches immediately
• Log out of shared or public devices after use
• Enable two-factor authentication when available

4.2 Data Protection

Users are responsible for:

• Ensuring accuracy of data they enter into the system
• Protecting sensitive student and family information
• Following school policies for data handling and storage
• Obtaining necessary consents for data collection and use
• Reporting data breaches or privacy concerns promptly

4.3 Appropriate Behavior

All users must:

• Treat others with respect and professionalism
• Use appropriate language and tone in all communications
• Respect cultural, religious, and personal differences
• Follow school codes of conduct and behavioral policies
• Report inappropriate behavior or content immediately

5. Special Considerations for Different User Types

5.1 School Administrators and Staff

Administrators and staff have additional responsibilities:

• Ensuring compliance with educational regulations and policies
• Protecting student privacy and confidentiality at all times
• Monitoring and managing user access appropriately
• Providing guidance and training to other users
• Reporting policy violations and security incidents

5.2 Parents and Guardians

Parents and guardians must:

• Only access information related to their own children
• Respect the privacy of other students and families
• Use the platform constructively to support their child's education
• Communicate respectfully with school staff
• Report concerns through appropriate channels

5.3 Students

Students (where applicable) must:

• Use the platform only for school-related purposes
• Treat classmates and teachers with respect online
• Follow school internet and technology policies
• Report cyberbullying or inappropriate content immediately
• Never share login credentials with others

6. Monitoring and Enforcement

6.1 System Monitoring

MyEncore reserves the right to:

• Monitor system usage for security and compliance purposes
• Review communications for policy violations
• Investigate reports of inappropriate behavior
• Maintain logs of user activities as required by law
• Cooperate with law enforcement investigations

6.2 Violation Response

Violations of this policy may result in:

• Warning: First offense for minor violations
• Temporary Suspension: Repeated or moderate violations
• Account Termination: Serious or repeated violations
• Legal Action: Criminal activities or severe policy breaches
• School Notification: Violations affecting the educational environment

7. Reporting Violations

7.1 How to Report

To report policy violations or inappropriate behavior:

• Use the built-in reporting features within the application
• Contact your school administrator immediately
• Email MyEncore support at: abuse@myencore.co.za
• For urgent safety concerns, contact local authorities first

7.2 Investigation Process

All reports will be:

• Investigated promptly and thoroughly
• Handled with appropriate confidentiality
• Resolved in accordance with school and legal requirements
• Documented for future reference and compliance

8. Educational Resources and Support

8.1 Digital Citizenship

MyEncore supports digital citizenship education through:

• Online safety resources and training materials
• Best practice guides for educators and parents
• Regular updates on digital safety and security
• Collaboration with schools on digital citizenship programs

8.2 Training and Support

Users can access:

• User guides and documentation
• Video tutorials and training webinars
• Technical support for platform-related issues
• Policy guidance and clarification

9. Legal Compliance

9.1 South African Law

This policy supports compliance with relevant South African legislation including:

• Protection of Personal Information Act (POPIA)
• Children's Act and child protection laws
• Electronic Communications Act
• Consumer Protection Act
• Cybercrimes Act

9.2 Educational Regulations

Users must comply with:

• Department of Basic Education policies
• Provincial education department requirements
• School governing body policies
• Professional ethics codes for educators

10. Policy Updates

This Acceptable Use Policy may be updated periodically to:

• Address new technologies and features
• Reflect changes in law or regulation
• Improve clarity and effectiveness
• Respond to emerging security or safety concerns

Users will be notified of significant policy changes and continued use of the service indicates acceptance of updated terms.

11. Contact Information

For questions about this policy or to report violations:

MyEncore CC
Policy Questions: privacy@myencore.co.za
Abuse Reports: abuse@myencore.co.za
General Support: support@myencore.co.za
Phone: 061 542 8842
Address: 524 Retriever Street, Garsfontein
Website: https://myencore.co.za