School Assistant - Privacy Notice

1. Introduction

This notice is to help parents understand how and why SCHOOL ASSISTANT collects personal information of children, parents, schools and their employees and what it does with that information. It also explains the decisions that you, as a parent, can make about your and your children's personal information and SCHOOL ASSISTANT's processing thereof.

You are receiving this notice so that you can exercise your and your children's data protection rights.

2. Information Officer Contact

If you have any questions about this notice, please contact the school or our information officer:

3. Responsible Party

The responsible party for the processing of personal information by SCHOOL ASSISTANT is:

4. Purpose of Information Collection

SCHOOL ASSISTANT aggregates personal information from various internal school systems and data formats, including SMS, email, PDF, and printed media. It allows parents to access and query their children's aggregated data through a Chatbot, effectively addressing the challenges of locating and querying siloed information.

5. Personal Information We Collect

We collect the following personal information:

• Pupil/student's name (Consent based)
• Pupil/student's grade (Consent based)
• Pupil/student's class name (Consent based)
• Parent's name (Consent based)
• Parent's WhatsApp mobile number (Consent based)
• Pupil/student's extra mural activities subscriptions (Consent based)

6. How We Collect Information

We collect your personal information:

• Directly from you when you complete an online form and provide a WhatsApp number
• From the relevant school system for your child

We generate a user profile for the pupil/student:

• Once the parent completes the form and gives consent, a profile is created around the WhatsApp number provided
• On the back end, we aggregate all school information and develop a structured knowledge base entry for the pupil/student
• Information includes school history, policies, calendar events, extra mural schedules, and news bulletins
• Once both sides are set up, the parent can use the OpenAI chatbot to make queries on this data

7. Mandatory Information

Provision of the requested personal information is mandatory. Failure to provide the mandatory information will prevent your use of the Some1 SCHOOL ASSISTANT.

8. Legal Basis and Data Transfer

Our collection of personal information is authorized under the Protection of Personal Information Act, 4 of 2013 Sections 34 and 35, based on consent.

Personal information may be transferred to:

• US (Protected by WhatsApp security)
• US (Protected by OpenAI ChatGPT security)

9. Data Retention

Customer personal information is retained for the duration of the period the pupil/student attends the school, whereafter it is deleted.