Who we are
BoardPro is school management software used by schools in Kenya, on the web at boardpro.co.ke and through the BoardPro mobile app for Android. This policy explains what information BoardPro handles, why, and the choices you have. It covers both the website and the mobile app.
Each school that uses BoardPro decides what information it records about its students, staff and parents, and is responsible for it. BoardPro stores and processes that information on the school's behalf, in line with the Kenya Data Protection Act, 2019.
Information we handle
Staff accounts: name, email address, phone number, photo (optional) and the role the school gives you, which decides what you can see and do.
Student records entered by the school: names, admission number, date of birth, gender, class, house and bed, guardian names and phone numbers, exam marks and results, report cards, pocket-money transactions, student notes (for example achievements or discipline) and, where the school records them, medical notes and photos.
Parent and guardian accounts: your name, email address and/or phone number, a securely hashed password, and which of your children the school has linked to your account.
Technical information: when you sign in to the app we store a sign-in token and your device's name so the session can be recognised and revoked. For security, BoardPro keeps an audit trail of changes (who changed what, and when) and records IP addresses in server logs.
The app does not collect your location, contacts, or any information from other apps on your phone. It contains no advertising and no third-party analytics or tracking tools.
How we use it
- To run BoardPro for your school: records, exams and results, report cards, boarding, pocket money, notices and messages.
- To let parents see information about their own linked children: published results and report cards, pocket-money balances and school notices.
- To keep accounts secure, investigate problems and prevent misuse.
We do not sell personal information or use it for advertising.
Who can see it
- Your school. Staff see only what their role allows. Each school's data is kept in its own separate database.
- Parents and guardians see only the children the school has linked to them, and only results the school has published. They cannot see other students, notes or medical records.
- Service providers that help us run BoardPro: our hosting provider, and our SMS gateway, which delivers text messages your school sends to phone numbers on record. Staff who choose to link a Telegram account receive BoardPro notifications through Telegram.
- Where the law requires it, for example a lawful request from a Kenyan authority.
How we protect it
- All connections to BoardPro are encrypted (HTTPS).
- Passwords are stored only as secure hashes; sign-in tokens expire and can be revoked.
- Uploaded documents such as note attachments are kept in private storage and are only served to signed-in staff with permission to view them.
- Documents a parent opens are stored in the app's private cache and are removed when they sign out.
How long we keep it
We keep a school's information for as long as the school uses BoardPro, or longer only where the law requires. When a school stops using BoardPro, or asks us to, we delete its information. Sign-in tokens expire automatically, and signing out of the app removes the token from your device.
Your rights and deleting your account
You can ask to see, correct or delete the personal information held about you or your child. Because your school manages these records, the quickest route is usually to contact the school. You can also contact us directly using the details below.
To delete a parent or staff account, follow the steps on our account deletion page. Your school can also remove a parent's access to a child at any time.
Children
BoardPro is used by school staff and by parents and guardians. Students do not use the app. Information about students is entered and managed by their school.
Changes to this policy
If we change this policy we will update the date at the top of this page. Significant changes will be communicated to schools.
Contact us
Questions or requests about privacy: graphicscollectionlimited@yahoo.com