Privacy Policy

This Privacy Policy applies to the EaseAcademia websites, marketing pages, and the application at easeacademia.com (together, the “Services”). It describes the personal information we handle, why we handle it, and the choices and rights you have.

Two distinct relationships are covered:

• EaseAcademia as controller — for the information we decide the purpose and means of processing, such as visitor and account data, billing details, and support communications.
• EaseAcademia as processor — for the student, guardian and staff records a school uploads and manages. The school determines how that data is used; we process it only to provide the Services under our agreement with them.

EaseAcademia (PortHarcourt, Nigeria) provides the Services. Where we act as a controller, we are responsible for your personal information. You can reach our privacy team at privacy@easeacademia.com and our Data Protection Officer at dpo@easeacademia.com.

Information you provide

• Account & profile data — name, email address, phone number, role, school affiliation and password (stored only as a secure hash).
• School records — when your school uses the platform, this may include student and guardian details, enrolment and class data, attendance, academic results and behaviour records, health and welfare notes, and staff HR information. This data is entered and controlled by the school.
• Billing data — for paying customers, billing contact and subscription details. Card details are handled by our payment processor and are not stored on our servers.
• Communications — messages you send us for support, sales or feedback.

Information we collect automatically

• Usage & device data — IP address, browser and device type, pages viewed and actions taken, collected to operate and secure the Services.
• Cookies & similar technologies — see our Cookie Policy for details and your choices.

We use personal information to:

• provide, maintain and secure the Services (performance of a contract);
• authenticate users and prevent fraud, abuse and unauthorised access (legitimate interests);
• process payments and manage subscriptions (performance of a contract, legal obligation);
• respond to your requests and provide customer support (performance of a contract, legitimate interests);
• send service and, where permitted, marketing communications — you can opt out of marketing at any time (consent or legitimate interests);
• understand and improve the Services through aggregated analytics (legitimate interests);
• comply with legal obligations and enforce our terms (legal obligation).

Where we process school records as a processor, we do so only on the documented instructions of the school and for no other purpose.

The platform is designed for use by schools and processes the personal data of children as part of normal school operations. We recognise the heightened protection this data requires.

• We do not knowingly collect children’s data directly from children for our own purposes, or use it for advertising or profiling.
• Children’s data is entered and controlled by the school, which is responsible for obtaining any consent required from parents or guardians under applicable law.
• We apply the same technical and organisational security measures to children’s data as to all other personal data, and restrict access strictly to what the school authorises.

If you believe a child’s data has been handled improperly, contact us at privacy@easeacademia.com and we will work with the relevant school to resolve it.

We do not sell personal information. We share it only as follows:

• Sub-processors — vetted service providers that help us run the platform (hosting, storage, email and payments) under contractual data-protection obligations. The current list is on our Data Processing & Sub-processors page.
• Within your school — data is visible to authorised users of your school according to the roles and permissions the school configures.
• Legal & safety — where required by law, or to protect the rights, safety and security of users, the public or EaseAcademia.
• Business transfers — in connection with a merger, acquisition or sale of assets, subject to this policy.

We and our sub-processors may process personal data in countries other than your own. Where data is transferred across borders, we put appropriate safeguards in place — such as standard contractual clauses and equivalent mechanisms — so that your data continues to receive an adequate level of protection consistent with applicable data protection law.

We retain personal information for as long as needed to provide the Services and for legitimate business or legal purposes. School records are retained for the duration of the school’s subscription and deleted or returned in line with our Data Processing terms after termination, unless a longer period is required by law. Account and billing data are kept as long as your account is active and for a reasonable period afterwards.

We use technical and organisational measures — encryption in transit and at rest, role-based access control, network isolation, monitoring and regular backups — to protect personal data. Learn more on our Security page. No system is perfectly secure, but we work continuously to safeguard your information and will notify affected parties and regulators of a breach as required by law.

Subject to applicable law, you may have the right to access, correct, delete, restrict or object to the processing of your personal data, to data portability, and to withdraw consent. You can also opt out of marketing at any time using the unsubscribe link or by contacting us.

If your data is held by EaseAcademia on behalf of a school (as a processor), please direct your request to your school in the first instance; we will assist them in responding. To exercise your rights against EaseAcademia as a controller, contact privacy@easeacademia.com. You also have the right to lodge a complaint with your data protection authority.

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date and, where appropriate, notify you. Your continued use of the Services after an update means you accept the revised policy.

For any question about this policy or your personal data, contact our privacy team at privacy@easeacademia.com or our Data Protection Officer at dpo@easeacademia.com. You can also reach us through our contact page.