In short. When a school uses Academiq, the school decides what data is collected about its students and staff, and we hold that data on the school's behalf. We do not sell personal data, and we do not use student data to train models or to advertise.
1. Who we are
Academiq is a school management platform registered in Nigeria. In this policy, “Academiq”, “we” and “us” mean that company.
This policy covers the Academiq website and application. It does not cover a school's own websites, systems or practices.
2. Our role depends on whose data it is
Academiq handles two different categories of personal data, and our responsibilities differ between them.
| Category | Who decides how it is used | Our role |
|---|---|---|
| Data a school records about its students, parents and staff | The school | Processor — we act on the school's instructions |
| Account, subscription and billing data for the school itself | Academiq | Controller |
If you are a parent, student or member of staff and you want data corrected or removed, contact your school first. They control that record. We will support them in acting on your request, but we cannot change a school's records on our own initiative.
3. What we collect
3.1 Data schools record in Academiq
The exact data depends on what each school chooses to use. The platform can store:
- Student details — name, date of birth, gender, admission number, email address, home address, photograph, nationality, religion, blood group, and any medical conditions or allergies the school records.
- Documents uploaded during admission — birth certificate, transfer certificate and previous results.
- Parent and guardian details — names, relationship, phone number, email address and address.
- Staff details — name, contact details, employment details, payroll and leave records.
- Academic records — attendance, continuous assessment scores, examination results, assignments and promotions.
- Financial records — fee invoices, payments and payment references.
- Messages sent between users inside the platform.
- Activity logs — a record of significant actions taken in the account, including sign-in events, kept so schools can audit changes.
3.2 Data we collect as a service provider
- Account data — the name, email address, username and password of the person who registers a school, and of users the school subsequently creates.
- Subscription data — the plan selected, billing cycle, trial dates and renewal dates.
- Payment data — we do not store card numbers. Payments are handled by Paystack; we store only the transaction reference and the outcome.
- Technical data — IP address, browser type and pages visited, used to keep the service running and secure.
4. Children's data
Academiq is used by schools, so much of the data it holds relates to children. We treat that data with particular care:
- Children do not sign up to Academiq directly. Accounts are created by their school.
- We do not use student data for advertising, profiling, or for training machine learning models.
- Uploaded documents, including birth certificates and photographs, are stored in private storage that is not publicly reachable, and are served only to users the school has authorised.
- Each school's data is separated from every other school's, and the platform restricts access so that a user can only reach records belonging to their own institution.
Where consent is required for a child's data, it is the school's responsibility to obtain it from the parent or guardian.
5. Why we process personal data
- To deliver the service a school has subscribed to — necessary to perform our contract with the school.
- To take payment and manage subscriptions — necessary to perform that contract.
- To keep the service secure, investigate misuse and maintain audit logs — our legitimate interest in operating a safe service.
- To provide support when a school contacts us.
- To meet legal obligations, including keeping financial records.
We process student, parent and staff records on the documented instructions of the school, under the Nigeria Data Protection Act 2023.
6. Who we share data with
We do not sell personal data. We share it only with the service providers needed to run the platform:
| Provider | Purpose | What it receives |
|---|---|---|
| Paystack | Payment processing | Payer email address and payment amount |
| Zoho ZeptoMail | Sending transactional email | Recipient email address and message content |
| Amazon Web Services | File storage | Uploaded documents and images |
We may also disclose data where we are required to by law, or to establish or defend legal claims.
7. Where data is held
Some of the providers above operate outside Nigeria, so personal data may be transferred and stored abroad. Where that happens we rely on the safeguards permitted under the Nigeria Data Protection Act 2023, including contractual protections with each provider.
8. How long we keep data
- While a school's subscription is active, its records are retained so the school can use them.
- Records a school deletes inside the platform are moved to a recoverable state first, so an accidental deletion can be undone, and are then removed on the school's instruction.
- After a subscription ends, the school's data is retained for 1 year so the school can export it or resume, and is deleted after that.
- Financial records are kept for as long as tax and accounting law requires.
9. How we protect data
- Traffic between your browser and Academiq is encrypted in transit.
- Passwords are stored hashed, never in readable form.
- Uploaded documents are held in private storage, not in a publicly served directory.
- Access is controlled by role and permission, so a user only sees what their role allows.
- Each school's records are isolated from those of other schools.
- Significant actions are written to an audit log.
No system is perfectly secure. If a breach affects personal data, we will notify the affected schools and the Nigeria Data Protection Commission as the law requires.
10. Your rights
Under the Nigeria Data Protection Act 2023 you may ask to:
- access the personal data held about you;
- have inaccurate data corrected;
- have data deleted, where there is no lawful reason to keep it;
- restrict or object to certain processing;
- receive your data in a portable format;
- withdraw consent, where processing relies on consent.
If your data is held by a school in Academiq, contact that school. If we hold your data as a controller — for example your Academiq account — contact us at support@academiqedu.com. You also have the right to complain to the Nigeria Data Protection Commission.
11. Cookies
We use cookies that are necessary for the service to work: keeping you signed in, remembering which institution you are viewing, and protecting forms against cross-site request forgery. We do not use advertising cookies. Blocking essential cookies will prevent you from signing in.
12. Changes to this policy
We may update this policy as the service changes. The date at the top shows when it was last revised. If a change materially affects how we handle personal data, we will notify subscribing schools.