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Public legal document

Privacy Policy

How SchTap collects, uses and protects personal information.

Effective date
2 November 2026
Last updated
28 October 2026
Operator
Jeb Nexora
Privacy contact
privacy@schtap.com
Contents of this policy

Effective Date: 2 November 2026
Last Updated: 28 October 2026
Website: https://schtap.com

Schtap is a school management platform designed to support educational institutions in managing their administrative, academic, financial and communication activities.

We recognise the importance of protecting personal information, particularly information relating to children, parents, guardians, teachers and other members of the school community.

This Privacy Policy explains the types of personal information processed through Schtap, the purposes for which the information is used, how it is protected, the circumstances under which it may be shared, and the rights available to individuals whose information is processed.

Schtap is operated by Jeb Nexora.

By using Schtap, individuals and institutions acknowledge the data-processing practices described in this policy. Where consent is required by applicable law, we will obtain it through the appropriate process.

This Privacy Policy applies to:

  • Visitors to the Schtap website.
  • Educational institutions registered on the platform.
  • School administrators, teachers and other authorised staff.
  • Students whose information is maintained by participating institutions.
  • Parents, guardians and other authorised users.
  • Individuals communicating with Schtap for support, enquiries or administrative purposes.

Schtap provides software services to educational institutions. Schools and their authorised administrators generally determine which student, parent, staff and institutional records are entered into the system and how those records are used for legitimate school activities.

Schtap processes this information to deliver the services requested by the participating institutions, subject to contractual obligations and applicable data protection requirements.

Depending on the services used, Schtap may process the following categories of information.

3.1 Personal Identification Information

This may include:

  • Full names, dates of birth and sex.
  • Student identification or admission numbers.
  • Residential and contact addresses.
  • Telephone numbers and email addresses.
  • Parent, guardian and emergency contact information.
  • Staff identification and employment-related information.
  • Staff tax, social-security and payroll-related identifiers where used.
  • Identity or passport-style photographs of students or staff, where provided.

3.2 Academic and School Records

This may include:

  • School admission and enrolment records.
  • Class assignments and academic progression.
  • Attendance records.
  • Assessment scores, examination results and report cards.
  • Academic performance and related educational records.
  • Student transfers and school history.
  • Behavioural and disciplinary records, where maintained by the institution.
  • Student religion, language, disability information and health-related needs or notes, where recorded for legitimate educational, welfare or accessibility purposes.
  • Admission-form responses and supporting documents uploaded by authorised users.

3.3 Financial Information

Where schools use Schtap's financial management features, the platform may process:

  • School fee schedules and billing records.
  • Invoices and payment records.
  • Scholarships, discounts, waivers and financial adjustments.
  • Outstanding balances and financial statements.
  • Payment references and transaction information.
  • Staff banking or payment-account details where required for authorised employment or financial administration.

Schtap does not require users to disclose their personal online banking passwords to access ordinary school management functions.

3.4 Account and Technical Information

We may process information necessary to maintain account security and operate the platform, including:

  • Usernames and account identifiers.
  • Authentication and access records.
  • Login activity and security audit logs.
  • IP addresses, device information and browser information.
  • System activity and operational error records.

3.5 Communications and Support Information

When individuals contact Schtap, we may retain their contact details, enquiries, support requests and related correspondence to respond to their requests and maintain service records.

Schtap processes personal information for the following purposes:

  1. School administration: Managing student admissions, enrolment, staff records, class assignments and institutional operations.
  2. Academic management: Recording attendance, assessments, academic results and report cards.
  3. Financial administration: Managing school fees, invoices, payments, adjustments and related financial records.
  4. Communication: Facilitating authorised communication between schools, staff, parents and guardians.
  5. Account management: Creating user accounts, authenticating users and managing access permissions.
  6. Security and accountability: Monitoring access, investigating suspicious activity, maintaining audit trails and protecting institutional information.
  7. Service delivery and improvement: Diagnosing technical issues, maintaining application functionality and improving the reliability of the platform.
  8. Backup and recovery: Maintaining recoverable copies of platform data to support business continuity and restoration following system failure or data loss.
  9. Legal and regulatory compliance: Meeting applicable obligations and responding to lawful requests.

Personal information is not intended to be used for purposes incompatible with the legitimate educational and administrative activities for which it was collected.

Schtap processes personal information in accordance with applicable data protection laws, including Ghana's Data Protection Act, 2012 (Act 843), where applicable.

Depending on the circumstances, processing may be based on:

  • The performance of contractual obligations.
  • Compliance with applicable legal obligations.
  • Legitimate administrative and operational interests, where permitted by law.
  • Consent, where required.
  • Other lawful grounds recognised by applicable data protection legislation.

Educational institutions are responsible for establishing the appropriate legal basis for the personal information they collect and enter into the platform.

Schtap processes information relating to children because educational institutions require such information for school administration and academic management.

We recognise that children's personal information requires particular care.

Access to student information is intended to be restricted to authorised personnel and individuals with legitimate educational or parental responsibilities.

Schtap does not intentionally collect children's information directly for advertising or unrelated commercial profiling.

Educational institutions are responsible for providing appropriate notices and obtaining parental or guardian consent where legally required.

Schtap may use Google Drive through an authorised operator-managed Google account to store and recover encrypted backups of school management data. This is an operational backup integration; students, parents and ordinary school users do not need to connect their personal Google accounts.

Where that integration is authorised, Schtap accesses the Google authorisation credentials needed for the connection and the files and file metadata necessary to upload encrypted backup archives, verify their integrity, retrieve them for recovery, and remove expired archives and related verification files from the authorised backup location. Those encrypted archives may contain the categories of school information described in Section 3. We do not use the connection to examine unrelated personal Drive documents, Gmail messages or contacts.

Google authorisation credentials are retained under restricted access while the integration is in use. Backup files are protected before transfer and retained or removed according to the applicable backup retention and recovery requirements described in Section 11. Access to the connected Google account may be revoked through the Google account's permissions; revocation prevents further authorised access but does not automatically delete existing backup copies or override legally required retention. Privacy and deletion enquiries may be sent to the contact in Section 17.

Information received through Google APIs is used only to deliver and secure the disclosed backup and recovery functions, not for advertising, marketing profiles or sale to third parties. Any authorised service-provider access or legal disclosure remains subject to Section 8. Our use and transfer of information received from Google APIs comply with the Google API Services User Data Policy, including its Limited Use requirements, where applicable.

Schtap does not sell personal information or disclose it to unauthorised third parties.

Information may be shared with authorised service providers where necessary for delivering, maintaining or securing our services, or where disclosure is required by law.

Such disclosures are subject to applicable data protection requirements and appropriate safeguards.

Schtap uses secure hosting and cloud-based infrastructure to provide reliable and accessible services.

In delivering these services, personal information may be stored or processed in jurisdictions outside Ghana.

Where international data transfers occur, Schtap takes appropriate measures to protect personal information and comply with applicable data protection requirements.

Schtap adopts technical and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.

These measures may include:

  • Role-based access controls and user permissions.
  • Separation of institutional data and school-level access boundaries.
  • Access restrictions appropriate to sensitive health, disability, identity and financial records.
  • Authentication and account security mechanisms.
  • Logging and monitoring of relevant system activities.
  • Controlled access to administrative functions.
  • Data backup and recovery procedures.
  • Maintenance and security updates.

No internet-based service can guarantee absolute security. Schtap therefore maintains security measures appropriate to the nature of the information processed and the risks associated with its operation.

Personal information is retained for as long as reasonably necessary to fulfil the purposes for which it was collected or processed, subject to contractual requirements, legitimate educational and administrative needs, and applicable legal obligations.

Retention requirements may differ between academic records, financial transactions, account information, security logs and backup files.

When information is no longer required, it will be deleted, anonymised or otherwise handled in accordance with applicable retention and disposal procedures.

Backup copies may remain for a limited period following deletion from the active system, depending on the applicable backup retention schedule.

Individuals may have rights under applicable data protection law to:

  • Request access to personal information held about them.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of information where legally appropriate.
  • Object to certain forms of processing.
  • Withdraw consent where consent is the applicable basis for processing.
  • Raise concerns about the handling of their personal information.

Because participating schools generally manage their own institutional records, requests relating to student, guardian or staff information should ordinarily be directed to the relevant school in the first instance.

Schtap will assist participating institutions with legitimate data protection requests where appropriate and technically feasible.

Requests concerning Schtap's own processing activities may be submitted through the contact information provided below.

Certain records may need to be retained to meet legal, regulatory, financial or other legitimate obligations.

Schtap may use cookies and related technologies necessary for user authentication, session management, security and application functionality.

Where optional analytics or other non-essential tracking technologies are used, Schtap will provide the disclosures and controls required by applicable law.

Users may manage certain cookie preferences through their browser settings, although disabling essential cookies may affect application functionality. See our Cookie Policy for details and preference controls.

Where a security incident affects personal information, Schtap will investigate the incident, take appropriate containment and remediation measures, and notify affected institutions, individuals or regulatory authorities where required by applicable law.

Schools and educational institutions using Schtap are responsible for ensuring that information entered into the platform is collected and used lawfully.

This includes responsibility for:

  • Providing appropriate privacy notices to students, parents, guardians and staff.
  • Obtaining necessary permissions or consent where required.
  • Ensuring the accuracy of information entered into the system.
  • Assigning access privileges only to authorised users.
  • Reviewing and managing institutional records.
  • Responding to data subject requests within their areas of responsibility.

Schtap provides the technical platform and associated services but does not replace an institution's legal responsibilities concerning the information it controls.

Schtap may update this Privacy Policy to reflect changes in its services, technology, legal obligations or data-processing practices.

The latest version will be published on the Schtap website, together with its effective or last-updated date.

Where changes materially affect how personal information is processed, appropriate notice will be provided where required.

For enquiries concerning Schtap, its services or the handling of personal information, please contact:

Schtap School Management System
Email: info@schtap.com
Website: https://schtap.com

Jeb Nexora (Platform Operator)
Email: info@jebnexora.com

Privacy and Data Protection Enquiries
Email: privacy@schtap.com

Individuals may use the designated privacy contact to request access to, correction or deletion of personal information, report suspected misuse of personal data, or raise concerns regarding privacy and data security.

Individuals may also lodge complaints with the Data Protection Commission of Ghana in accordance with applicable procedures and requirements.