TotalSkola is a school report management platform. The platform operator is a data controller in respect of personal data collected directly from visitors and school account holders (such as registration information and contact form submissions), and a data processor in respect of student and staff personal data uploaded by subscribing schools.
Subscribing schools act as independent data controllers in respect of the student and staff personal data they manage within the platform. Each school’s obligations under Act 843 — including registration with the Data Protection Commission where required — remain the school’s own responsibility.
School registration and account data: When a school registers, we collect the school name, contact name, email address, phone number, and billing details necessary to establish and manage the account.
Staff user data: Names and email addresses of staff accounts created by the school administrator within the platform.
Student academic data: Entered and controlled by the subscribing school. This may include student names, admission numbers, class assignments, academic marks, teacher comments, attendance records, and guardian contact details.
Parent portal access data: When a parent or guardian checks results using a PIN, the platform records the access timestamp, IP address, and the student identifier accessed. This log is visible to school administrators.
Technical and security data: IP addresses, browser type, session identifiers, and timestamps of logins and significant actions within the platform. Used for security, audit trails, and troubleshooting.
Contact form submissions: Name, email address, phone number, school name, message content, IP address, and browser identifier, where you contact us through the website form.
Session cookies: The platform uses session cookies solely to maintain authenticated sessions. No advertising or third-party tracking cookies are used.
In accordance with the purpose specification principle of Act 843, personal data is collected only for the specific purposes described below and is not used in a manner incompatible with those purposes:
We do not sell personal data to any third party. We do not use student data for advertising or any commercial purpose unrelated to delivering the platform service.
Personal data is not shared with third parties except in the following circumstances, each of which is necessary for delivering the service:
Where platform hosting infrastructure is located outside Ghana, personal data may be transferred to and processed in another country. The operator takes reasonable steps to ensure that any such transfer is to a jurisdiction that provides an adequate level of protection for personal data, or is covered by appropriate contractual safeguards, in compliance with the requirements of Act 843.
Each school’s data is held in a logically isolated database. Multi-tenant architecture ensures one school cannot access another school’s data. Security measures in place include:
No technical system can guarantee absolute security. If a data breach occurs that affects personal data, the operator will notify affected schools promptly and, where required by applicable law, report to the relevant authority.
Under Act 843, individuals whose personal data is collected or processed have rights that the operator respects. These include:
For personal data that your school holds about students or staff within the platform, direct your request to your school administrator in the first instance, as the school is the data controller for that data. For data held directly by the platform operator (such as registration or contact form data), use the contact details in Section 10 below.
The platform is designed to manage academic records for students of all ages, including minors. Student personal data is uploaded and controlled exclusively by the subscribing school. Schools are responsible for ensuring they have a lawful basis for processing student data under Act 843 and any other applicable law, including obtaining any required consent from parents or guardians. Parents or guardians seeking to access or correct their child’s academic data should contact their school directly.
For questions, concerns, or data subject requests relating to this Privacy Policy, please contact us at suomotv@gmail.com. We will respond within a reasonable time and in accordance with our obligations under Act 843.
This Privacy Policy may be updated from time to time. The effective date at the top of this page will be revised with each update. Where changes are material, we will notify school account holders by email in advance. Continued use of the platform after an update takes effect constitutes acceptance of the revised policy.
This Privacy Policy is governed by the Laws of the Republic of Ghana, including the Data Protection Act 2012 (Act 843) and any regulations or guidelines issued thereunder by the Data Protection Commission.