EduHub GH Terms of Service

Privacy Policy

Version 1 · Last updated 23 Oct 2026 · FDB WEB SERVICES

This Privacy Policy explains how FDB WEB SERVICES ("we", "us", "our") handles personal data in EduHub GH, an online school management system used by schools in Ghana. It is written to meet the requirements of Ghana's Data Protection Act, 2012 (Act 843).

1. Who we are

EduHub GH is provided by FDB WEB SERVICES, Achimota, Accra - Ghana. You can contact us about privacy at admin@fdbwebservices.net.

2. Our role and the school's role

Each school that uses EduHub GH decides what information it keeps about its pupils, parents, guardians and staff. For that information, the school is the data controller and we are the data processor: we store and process it on the school's behalf and on its instructions.

If you are a parent, guardian, pupil or staff member, the school is your first point of contact for questions about your records. We will help the school answer you.

For the information we collect to run our own business, such as a school's account and billing details, we are the data controller.

3. Information we handle

Provided by schools

  • Pupils: name, date of birth, gender, photo, admission number and date, class, previous school, nationality, hometown, religion, NHIS number, medical notes, attendance, scores, grades, report remarks, promotions, fees, bills and payments.
  • Parents and guardians: name, relationship to the pupil, phone numbers, email, occupation, address and Ghana Card number, where the school records them.
  • Staff: name, contact details, staff number, role, qualifications, department, employment date, clock-in and clock-out times.

Collected when the service is used

  • Sign-in and security: email address or phone number, one-time codes (which expire after 10 minutes), sign-in times, IP address, browser type, and a log of important actions.
  • Payments: amount, reference, method and status. Card and Mobile Money details are entered with Paystack or Hubtel; we never see or store full card numbers or PINs.
  • Messages: the content, recipient and delivery status of SMS and emails sent through the system.
  • School account: the school's name, contact details, logo, subscription, plan and payment history.

4. How we use information

We use personal data only to:

  • provide the service to schools: records, attendance, exams, reports, fees, receipts and the parent portal;
  • secure sign-in with passwords and one-time codes sent by email or SMS;
  • send the SMS and emails a school chooses to send, such as absence alerts, payment receipts and notices;
  • process subscription payments and, where a school uses it, online fee payments by parents;
  • provide support, fix problems and keep the service secure, including preventing fraud and misuse;
  • send schools service messages, such as subscription reminders;
  • meet our legal obligations.

We do not sell personal data, do not use it for advertising and do not build marketing profiles of pupils or parents.

5. Children's information

Most pupils are children, so we take extra care:

  • Pupil records are visible only to authorised staff of the pupil's own school, and to the pupil's own parents or guardians through the parent portal if the school switches it on.
  • Pupil photos are not publicly available; they are only shown to signed-in staff of the school and the pupil's parents.
  • Parents can only see wards linked to their own phone number on the school's records.
  • Some information, such as health notes and religion, is special personal data under Act 843. Schools should only record it where it is needed and lawful.

6. Legal basis

Personal data is processed because it is needed for the school's education and administration functions and for our contract with the school, because of legal obligations, with consent where the law requires it, and in our legitimate interest in keeping the service secure.

7. Who we share information with

We share personal data only with service providers that help us run the service, and only what each one needs:

  • Hosting provider: stores the system and its backups on secure servers.
  • Email delivery provider: sends one-time codes, alerts and notices.
  • SMS providers: Hubtel, Arkesel or mNotify, depending on the provider in use, to deliver SMS.
  • Payment providers: Paystack and Hubtel, to process subscription and fee payments.
  • AI provider: Anthropic (Claude), only when a school uses AI lesson notes, to draft a lesson note from the topic and the materials a teacher uploads. Pupils' personal records are not sent, and under Anthropic's commercial terms this data is not used to train its models.

We may also disclose information where the law requires it, for example to a court or regulator, or to protect the safety of a person. If our business is transferred to a new owner, this policy will continue to apply to the data.

Some providers may store data outside Ghana. Where that happens, we take steps to make sure the data receives a level of protection required by Act 843.

8. How we protect information

  • All connections use encrypted HTTPS.
  • Passwords are stored encrypted (bcrypt), and every staff sign-in needs a one-time code.
  • Repeated failed sign-ins are blocked, and schools can limit staff access to school hours.
  • Each school's data is kept separate, and role-based permissions control what each staff member can see and do.
  • Payment and SMS keys are stored encrypted, and every online payment is checked with the payment provider before it is accepted.
  • The system is backed up daily, and important actions are logged.

No system can be completely secure, but we work to protect personal data against loss, misuse and unauthorised access.

9. How long we keep information

  • School data is kept while the school uses EduHub GH.
  • If a subscription ends, the data is kept so the school can renew or download a copy.
  • When a school asks us in writing to delete its data, we do so within 30 days, and remove it from backups within a further 14 days.
  • If an account stays expired for more than 12 months, we will contact the school and may then delete its data.
  • Backups are kept for 14 days.
  • Billing and payment records are kept for as long as tax and accounting laws require.

10. Your rights

Under Act 843 you may ask to see the personal data held about you, ask for it to be corrected or deleted, and object to how it is used.

  • Parents, guardians, pupils and staff: please contact your school first, as it controls your records. You may also contact us and we will pass your request to the school and help it respond.
  • School account holders: contact us at admin@fdbwebservices.net. We aim to respond within 30 days.

If you are not satisfied, you can complain to the Data Protection Commission of Ghana.

11. Cookies

EduHub GH uses a single essential cookie to keep you signed in. It is deleted when you sign out or close the browser. We do not use advertising or tracking cookies.

12. If something goes wrong

If a security breach affects personal data, we will inform the affected schools without undue delay, and notify the Data Protection Commission and affected people where the law requires.

13. Changes to this policy

We may update this policy. The version and date are shown at the top. If a change is significant, school administrators will be asked to accept the new version when they next sign in.

14. Contact us

FDB WEB SERVICES
Achimota, Accra - Ghana
Email: admin@fdbwebservices.net

© 2026 FDB WEB SERVICES