TERMS AND CONDITIONS FOR SCHOOLMASTER ZM

1. Introduction

SchoolMaster ZM ("the System") is a proprietary school management platform designed to facilitate administrative, academic, financial, and communication operations within educational institutions. By accessing, registering, or utilizing the System in any capacity, you ("the User") acknowledge that you have read, understood, and irrevocably agreed to comply with these Terms and Conditions, including all referenced policies.

This agreement constitutes a legally binding contract between the User and the School implementing the System. If you do not accept these terms, you must immediately cease all use of the System.

2. Definitions

• User: Any individual or entity accessing the System (administrators, teachers, parents, students, staff).
• School: The educational institution deploying the System.
• System Provider: The developer and maintainer of SchoolMaster ZM.
• Personal Data: Any information identifying a natural person (e.g., names, ID numbers, academic records, financial data).
• Applicable Data Protection Laws: Includes the Data Protection Act (Zambia), GDPR (where relevant), and other jurisdictional regulations.

3. Purpose & Acceptable Use

The System is strictly for educational and administrative functions. Users agree to:

• Use the System only for authorized school-related activities.
• Prohibit unauthorized access, data mining, or commercial exploitation.
• Comply with all School policies, professional codes of conduct, and laws.

4. User Obligations

Users must:

• Provide accurate, current, and complete information during registration.
• Safeguard login credentials and report suspicious activity immediately.
• Ensure compliance with laws when inputting or processing data.
• Refrain from sharing accounts or circumventing access controls.

Violations may result in account suspension, legal action, or disciplinary measures.

5. Data Collection & Processing

The School collects Personal Data for:

• Student admissions, academic records, and attendance tracking.
• Staff management, payroll, and HR operations.
• Financial transactions (fee payments, invoicing).
• Institutional reporting and regulatory compliance.

By using the System, Users consent to lawful processing under Applicable Data Protection Laws.

6. Data Protection & Confidentiality

The School adheres to industry-leading security protocols, including:

• Encryption (data-at-rest and in-transit).
• Role-based access controls (RBAC).
• Audit logs for accountability.

Third-party providers (e.g., payment processors) are bound by strict confidentiality agreements.

7. Data Retention & Deletion Policy

7.1 Retention Periods

Data Category	Retention Period	Legal Basis
Student Records	7 years post-graduation/withdrawal	Education Act; archival for transcripts, audits
Staff Records	7 years post-resignation/termination	Labor laws; tax, payroll, and audit compliance
Financial Data	10 years (aligned with statutory requirements for audits)	Zambia Revenue Authority; Companies Act
Disabled Accounts	Access revoked immediately; data retained per retention schedule	Institutional reporting, legal disputes

7.2 Account Deactivation

• Staff/Students: Accounts are disabled upon exit but retained for compliance.
• No further access is permitted to inactive users.

7.3 Data Deletion Requests

• Users/Legal guardians may request deletion via a formal written submission to the Data Protection Officer (DPO).
• Exceptions: Data required for legal proceedings, financial audits, or academic certification may be retained.

7.4 Secure Disposal

• Digital Data: Permanently erased using NIST 800-88 or ISO/IEC 27040 standards.
• Physical Records: Shredded/incinerated with documented proof of destruction.

8. Payment Processing (Flutterwave)

Transaction fees apply per method:

Payment Method	Local Fees	International Fees
Local Debit/Credit Cards	3.5%	N/A
International Cards	N/A	4.8% + 0.4%*
Mobile Money	2.5%	N/A
Bank Transfer (Local)	ZMW 4 flat	Varies

* Additional currency conversion fees may apply for international transactions

9. Parental/Guardian Consent

Online enrollment submission constitutes unconditional acceptance of these Terms. Dissenting parents must contact the School for alternative arrangements.

10. Amendments & Governing Law

• The School reserves the right to modify these Terms. Users will be notified of changes.
• Continued use post-update implies acceptance.
• Disputes shall be resolved under Zambian law, with mediation as a first recourse.

11. Contact Information

For inquiries related to:

• Data access/deletion requests
• Security incidents
• Terms of Use compliance

Data Protection Officer (DPO):
Allen Donald
Email: [email protected]
Phone: +27 71 909 2239

SchoolMaster ZM Support Team:
Email: [email protected]

Response Time: Formal requests will be acknowledged within 7 business days and resolved per statutory timelines.