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Privacy Policy

1. Introduction

MyEncore CC ("we", "us", "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our MyEncore SchoolsApp service.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Student Information: Names, ID numbers, contact details, academic records, attendance data, photographs
• Parent/Guardian Information: Names, contact details, relationship to student, payment information
• Staff Information: Names, contact details, employment records, qualifications
• School Information: School name, contact details, administrative data

2.2 Technical Information

• Device information and identifiers
• IP addresses (for security, fraud prevention, and legal compliance)
• Browser type and version (user agent)
• Access timestamps and session information
• Usage analytics and app performance data
• Log files and error reports

2.3 Communications Data

• SMS messages sent through our platform
• Push notifications and in-app messages
• Support communications

2.4 Legal Compliance Data

• Terms and conditions acceptance records
• Consent timestamps and version tracking
• IP addresses at time of acceptance
• Browser and device information for audit purposes

3. How We Use Your Information

3.1 Service Provision

• Providing school administration and management services
• Processing payments and managing subscriptions
• Facilitating communication between schools, parents, and students
• Managing attendance, marks, and academic records

3.2 Service Improvement

• Analyzing usage patterns to improve our service
• Developing new features and functionality
• Troubleshooting technical issues

3.3 Legal Compliance

• Complying with applicable laws and regulations
• Responding to legal requests and preventing fraud
• Protecting our rights and those of our users

4. Information Sharing and Disclosure

4.1 Limited Sharing

We do not sell, trade, or rent your personal information. We may share information only in these limited circumstances:

• Within School Community: Sharing relevant information among authorized school staff, parents, and students
• Service Providers: Third-party vendors who assist in service provision (under strict confidentiality agreements)
• Legal Requirements: When required by law or to protect legal rights
• Business Transfer: In the event of a merger, acquisition, or sale of assets

4.2 Cross-Border Transfers

Your data is primarily stored on servers located in South Africa. Any cross-border transfers comply with POPIA requirements and are protected by appropriate safeguards.

5. Data Security

5.1 Security Measures

We implement comprehensive security measures including:

• Encryption of data in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication systems
• Employee training on data protection
• Incident response procedures

5.2 Data Breach Response

In the event of a data breach, we will notify affected parties and relevant authorities within 72 hours as required by POPIA.

6. Data Retention

We retain personal information only as long as necessary for the purposes outlined in this policy:

• Active Accounts: For the duration of your subscription plus 3 years
• Academic Records: As required by educational regulations (typically 7 years)
• Financial Records: As required by tax and accounting laws (typically 5 years)
• Technical Data: Generally 2 years unless required for longer periods
• Terms Acceptance Records: 7 years for legal compliance and audit purposes
• IP Address Logs: 2 years for security and fraud prevention

7. Your Rights

Under POPIA and other applicable laws, you have the right to:

• Access: Request copies of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of personal information (subject to legal requirements)
• Objection: Object to processing of your personal information
• Portability: Request transfer of your data in a portable format
• Consent Withdrawal: Withdraw consent where processing is based on consent

8. Cookies and Tracking

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website and app usage
• Provide personalized content
• Improve service performance

You can control cookie settings through your browser or device settings.

9. Children's Privacy

Our service is designed for educational institutions and may process information about minors. We:

• Only collect information necessary for educational purposes
• Require parental consent where legally required
• Implement additional safeguards for children's data
• Do not use children's data for marketing purposes

10. Third-Party Services

We may integrate with third-party services (such as payment processors, SMS providers). These services have their own privacy policies, and we encourage you to review them.

11. Updates to Privacy Policy

We may update this Privacy Policy periodically. We will notify users of significant changes via email or through our service. Continued use after changes indicates acceptance.

12. Information Officer

Our Information Officer, as required by POPIA, can be contacted at:

Information Officer
MyEncore CC
Email: privacy@myencore.co.za
Phone: 061 542 8842
Address: 524 Retriever Street, Garsfontein

13. Complaints

If you have concerns about our privacy practices, please contact us first. You also have the right to lodge a complaint with the Information Regulator of South Africa:

Information Regulator (South Africa)
Website: https://www.justice.gov.za/inforeg/
Email: inforeg@justice.gov.za

14. Contact Us

For privacy-related questions or to exercise your rights, contact us at:

MyEncore CC
Email: privacy@myencore.co.za
Phone: 061 542 8842
Website: https://myencore.co.za