Introduction

Welcome to Analytica ("we," "our," or "us"). At Analytica, accessible at analytica.co.ke, we are committed to protecting the privacy and security of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our analytics platform and services.

This policy applies to all users of our platform, including educational institutions, schools, administrators, teachers, students, and any other users who access our services. By using Analytica, you agree to the collection and use of information in accordance with this policy.

Information We Collect

We collect various types of information to provide and improve our services:

Personal Information:

• Account information including name, email address, phone number, and institutional affiliation

• Login credentials (usernames and encrypted passwords)

• Profile information and user preferences

• Communication records when you contact our support team

Educational Data:

• Academic records, grades, and performance metrics

• Attendance records and behavioral data

• Assessment results and analytics data

• Student information as provided by authorized school administrators

Technical Information:

• IP addresses, browser types, and device information

• Usage data, including features accessed and time spent on the platform

• Cookies and similar tracking technologies for functionality and analytics

How We Use Your Information

We use the collected information for the following purposes:

• To provide, operate, and maintain our analytics platform and services
• To process and analyze educational data as requested by authorized users
• To improve, personalize, and expand our platform features
• To communicate with you about your account, updates, and support requests
• To ensure platform security and prevent unauthorized access
• To generate reports and insights for educational institutions
• To comply with legal obligations and protect our legal rights
• To detect, prevent, and address technical issues and fraudulent activities

Data Security Measures

We implement robust security measures to protect your data:

• Industry-standard encryption for data transmission and storage (SSL/TLS protocols)

• Secure authentication systems with password hashing and protection

• Regular security audits and vulnerability assessments

• Access controls limiting data access to authorized personnel only

• Secure backup systems to prevent data loss

• Monitoring systems to detect and respond to security incidents

While we employ every reasonable measure to protect your data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to maintaining industry-leading security practices.

User Responsibilities and Liability Limitations

Account Security:

Users are responsible for maintaining the confidentiality of their login credentials. You agree to:

• Keep your username and password secure and confidential

• Not share your login credentials with unauthorized individuals

• Notify us immediately of any unauthorized access to your account

• Use strong passwords and change them regularly

• Log out of your account when using shared or public devices

Administrator Responsibilities:

School administrators and users with elevated privileges bear additional responsibilities:

• Properly vetting individuals before granting administrative access or privileges

• Ensuring that access permissions are appropriate for each user's role

• Regularly reviewing and updating user permissions

• Implementing institutional policies regarding data access and sharing

• Training staff on proper data handling and security practices

• Monitoring for suspicious activities within their institution's accounts

IMPORTANT LIMITATION OF LIABILITY:

Analytica shall NOT be held liable for data breaches, unauthorized disclosures, or data misuse that result from:

• Users sharing their login credentials with others

• Administrators granting inappropriate access privileges to users

• Authorized users with legitimate access intentionally or negligently disclosing, leaking, or misusing data

• Institutional users (including school staff, administrators, or students) breaching confidentiality agreements

• Third parties gaining access through credentials obtained from users

• Actions taken by users who have been properly authenticated and authorized within the system

By granting a user administrative privileges or system access, the authorizing institution assumes responsibility for that user's actions and use of data. Educational institutions must ensure they have appropriate internal policies, training, and oversight for all users they authorize to access the platform.

Data Sharing and Disclosure

We do not sell your personal information. We may share data only in the following circumstances:

• Within Your Institution: Data is accessible to authorized users within your school or organization based on assigned permissions

• Service Providers: With trusted third-party service providers who assist in operating our platform (hosting, analytics, customer support) under strict confidentiality agreements

• Legal Requirements: When required by law, court order, or governmental regulations

• Protection of Rights: To protect our rights, property, safety, or that of our users and the public

• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users

• With Consent: With your explicit consent for any other purpose

Children's Privacy

Our platform may be used by educational institutions that serve children under the age of 13. We comply with applicable children's privacy laws, including COPPA (Children's Online Privacy Protection Act) and Kenya's Data Protection Act.

When collecting information from children under 13:

• We collect only the minimum information necessary for educational purposes

• Schools and parents act as agents providing consent for data collection

• We do not use children's data for marketing or advertising purposes

• Parents have the right to review, update, or request deletion of their child's information

Educational institutions using our platform for students under 13 must obtain appropriate parental consent and ensure compliance with their local regulations.

Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal obligations and legitimate interests)
• Objection: Object to certain processing activities
• Data Portability: Request transfer of your data to another service
• Withdraw Consent: Withdraw consent for data processing where consent was the legal basis

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

Data Retention

We retain your information for as long as necessary to:

• Provide our services to you

• Comply with legal obligations (including tax and accounting requirements)

• Resolve disputes and enforce our agreements

• Maintain backup and disaster recovery systems (typically 90 days)

When you request deletion or when your account is terminated, we will delete or anonymize your data within a reasonable timeframe, except where retention is required by law or for legitimate business purposes.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. These include:

• Essential Cookies: Required for platform functionality and security

• Performance Cookies: Help us understand how users interact with our platform

• Functional Cookies: Remember your preferences and settings

You can control cookie preferences through your browser settings, though disabling certain cookies may affect platform functionality.

International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and compliance with applicable data protection laws.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new effective date

• Sending email notifications to registered users

• Displaying prominent notices within the platform

Your continued use of our services after such changes constitutes acceptance of the updated policy.

Dispute Resolution

Any disputes arising from this Privacy Policy or your use of our services shall be governed by the laws of Kenya. Users agree to attempt resolution through good-faith negotiations before pursuing legal action. This Privacy Policy is designed to limit our liability for actions beyond our reasonable control, particularly those arising from user misconduct or institutional negligence.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• Support: [email protected]
• Website: https://analytica.co.ke
• Data Protection Officer: [email protected]

We are committed to resolving your concerns and will respond to all inquiries within 30 business days.