Privacy Policy

Welcome to AcademIQ Cloud. This Privacy Policy explains how AcademIQ Cloud (“we”, “us”, “our”) collects, uses, stores, protects, and shares information about you when you use our platform at academiqcloud.com.

AcademIQ Cloud is a comprehensive, cloud-based School and Learning Management System designed for Nigerian schools. Our platform serves multiple user types including school administrators, teachers, students, parents, bursars, and platform moderators. Each of these users interacts with our platform differently and we handle their data accordingly.

By creating an account, onboarding a school, or using any part of our platform, you agree to the terms of this Privacy Policy. If you do not agree with this policy please do not use our platform.

We are committed to handling your data with transparency, care, and respect. Please read this policy carefully.

AcademIQ Cloud is owned and operated as a technology platform providing school management services to educational institutions across Nigeria and beyond.

For any questions about this Privacy Policy or how we handle your data please contact us at: academiqcloud@gmail.com — academiqcloud.com

We collect different types of information depending on who you are and how you use our platform.

3.1 Information You Provide Directly

School Administrators:

• Full name, email address, and phone number
• School name, address, motto, and type
• School logo and banner images
• Bank account details for payment settlement via Paystack
• School fee structures and grading configurations
• Academic session and term configurations

Teachers and Staff:

• Full name, email address or phone number
• Role and subject assignments
• Class assignments and teaching responsibilities
• Login credentials

Students:

• Surname, first name, and middle name
• Date of birth and gender
• Blood group and medical information
• Passport photograph
• Guardian and parent details
• Admission number and class assignment
• Academic scores, grades, and positions
• Attendance records
• Fee payment history

Parents and Guardians:

• Full name, email address, and phone number
• Relationship to student
• Login credentials
• Results PIN (stored as a secure hash, never in plain text)

Applicants (Admission):

• Surname, first name, and middle name
• Date of birth and gender
• Guardian information and contact details
• Previous school details
• Passport photograph
• Uploaded documents including birth certificates and previous results
• Application reference number

3.2 Information Generated Through Platform Use

• Attendance records marked by teachers on your behalf
• Academic scores uploaded by subject teachers
• Assignment submissions and grades
• CBT examination responses and scores
• Lesson notes and materials accessed
• Inbox messages and announcements received
• Fee invoices and payment records
• Audit log entries recording actions taken on the platform
• Login timestamps and session information
• Recent activity records

3.3 Information Collected Automatically

• IP address and device type
• Browser type and version
• Pages visited and features used
• Time and date of access
• Error logs and performance data

3.4 Payment Information

When payments are processed through Paystack, payment card details are handled entirely by Paystack and are never stored on AcademIQ Cloud's servers. We only receive payment confirmation, transaction reference numbers, and settlement records. Your full card number and CVV are never visible to or stored by us.

We use the information we collect for the following purposes:

To provide our services

• Creating and managing school accounts, staff accounts, student profiles, and parent accounts
• Processing student admissions and generating admission letters
• Generating and displaying academic results and report cards
• Managing fee invoices, processing payments, and generating receipts
• Recording and displaying attendance data
• Delivering lessons, assignments, and CBT examinations
• Sending inbox messages and school announcements

To communicate with you

• Sending admission confirmation emails and status updates
• Sending welcome emails with login credentials for new accounts
• Sending email verification and password reset codes
• Sending parent notifications for student absences, result publications, and payment receipts
• Sending temporary results access notifications
• Sending account security alerts when passwords are changed

To secure and protect the platform

• Verifying user identity during login using school codes, usernames, and passwords
• Enforcing role-based access control so each user only sees data they are permitted to see
• Maintaining audit logs of all actions taken on the platform with timestamps
• Detecting and preventing unauthorized access or suspicious activity
• Enforcing CBT examination lockdown and recording violation attempts

To improve our platform

• Analysing usage patterns to improve features and user experience
• Identifying and fixing technical errors and bugs
• Understanding which features are most valuable to schools

To comply with legal obligations

• Maintaining records as required by applicable Nigerian laws and regulations

We do not sell your personal data to anyone. We do not allow advertisers to access your data. We share your information only in the following limited circumstances:

5.1 Within Your School

Data shared within your school is governed by the school's own administration. School administrators, class teachers, and subject teachers can access student data relevant to their role as configured by the school admin. Data is never shared between different schools on our platform.

5.2 With Service Providers

We share data with trusted third-party service providers who help us operate the platform. These providers are contractually required to protect your data and may only use it for the specific purpose we engaged them for.

• Supabase — our database, authentication, storage, and backend infrastructure provider.
• Vercel — our hosting and deployment provider.
• Paystack — our payment processing provider, governed by its own privacy policy.
• Resend — our email delivery provider.

Artificial Intelligence Providers — AcademIQ Cloud's Rho AI assistant is powered by one or more of the following AI providers depending on platform configuration. Messages and instructions sent to Rho are processed through these providers to generate intelligent responses and execute platform actions. We do not send sensitive personal data such as passwords, full payment details, or government identification numbers to any AI system.

• Google (Gemini API) — conversational AI and agentic task execution
• Groq — high-speed AI inference infrastructure
• Meta (Llama Models) — open-source models via compatible API providers
• Mistral AI — conversational and task-based assistance
• Anthropic (Claude) — intelligent platform assistance
• OpenAI (GPT Models) — conversational AI and task execution
• OpenRouter — routing platform providing unified access to the providers above

Each of these providers has their own privacy policy and data handling practices. Data sent to these providers is limited to the minimum necessary for Rho to understand and respond to the user's request within the platform context.

5.3 With Legal Authorities

We may disclose your information to law enforcement, government authorities, or regulatory bodies if we are required to do so by law or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of AcademIQ Cloud, our users, or the public.

5.4 Business Transfers

If AcademIQ Cloud is ever acquired, merged with, or transferred to another company, your data may be transferred as part of that transaction. We will notify affected users before any such transfer occurs.

AcademIQ Cloud operates as a multi-tenant platform where multiple schools are hosted on the same infrastructure. We implement strict database-level security through Row Level Security policies to ensure that each school's data is completely isolated from every other school on the platform.

This means:

• No school can ever access another school's student records, staff information, results, fees, or any other data
• Staff members can only access data within their own school
• Students can only access their own personal data
• Parents can only access their linked children's data
• The platform moderator can access all schools' data for legitimate platform management purposes only

We retain your data for as long as your school's account is active on AcademIQ Cloud. Specifically:

• Student records are retained for the duration of the school's subscription and for a reasonable period after to allow for result and transcript access
• Audit logs and Recent Activity are retained for 24 hours on the active feed and may be stored for longer periods in archived logs for security and accountability purposes
• Payment records are retained as required by Nigerian financial regulations
• Admission applications are retained for a reasonable period after the application decision is made
• Email communications sent through our system are not stored on our servers beyond the delivery process

If a school's account is deleted by the platform moderator all data associated with that school is permanently removed from our systems.

You may request deletion of your personal data by contacting us at academiqcloud@gmail.com. Please note that some data may be required to be retained for legal or regulatory compliance reasons.

AcademIQ Cloud is a school management platform and by its nature holds data about students who may be under the age of 18. We take the protection of children's data extremely seriously.

Student data is only entered into the platform by school administrators acting in their professional capacity on behalf of the school. Parents and guardians have the right to access their child's data through the parent portal and may contact us to request corrections or deletion of inaccurate information.

We do not use student data for advertising, profiling, or any purpose other than providing the school management services described in this policy.

We do not knowingly allow any AI provider to use student data for training their models. Data sent to AI providers through the Rho assistant is used solely to generate responses within the platform session and is subject to each provider's own data handling policies.

Student login credentials are managed by school administrators and are separate from the school code system, adding an additional layer of protection.

Parents and guardians with a parent portal account have the following rights and controls:

• View their child's attendance, results, and fee balance at any time
• Lock their child's results behind a secure 4-digit PIN so the student cannot view results without parental approval
• Reset the results PIN through a secure email-based process
• Change their child's login password remotely from the parent portal
• Receive automatic notifications when their child is absent, when results are published, and when payments are confirmed
• Request that their child's data be corrected if it is inaccurate

Depending on your role and applicable law you have the following rights regarding your personal data:

• Right to Access: request a copy of the personal data we hold about you.
• Right to Correction: request that we correct inaccurate or incomplete data.
• Right to Deletion: request that we delete your personal data subject to legal retention requirements.
• Right to Object: object to certain uses of your data.
• Right to Data Portability: receive your data in a structured, commonly used format.

To exercise any of these rights please contact us at academiqcloud@gmail.com. We will respond to your request within a reasonable timeframe. Please note that some rights may be limited by the nature of the school-managed data and applicable regulations.

We take the security of your data seriously and implement the following measures:

• All data is stored on secure PostgreSQL database infrastructure with Row Level Security enforced at the database level
• All data transmission between your browser and our servers is encrypted using HTTPS and TLS
• User passwords are never stored in plain text — they are hashed using secure cryptographic methods
• Parent results PINs are stored as secure hashes, never as plain text
• Role-based access control ensures every user can only access data appropriate to their role
• All significant actions on the platform are logged with timestamps in the audit log
• Student login uses a two-step school code verification process before credentials are checked
• CBT examinations implement browser lockdown measures to detect and record suspicious activity
• Payment card data is handled entirely by Paystack and never touches our servers
• Data sent to AI providers is limited to the minimum necessary and excludes raw passwords, payment card details, or government identification numbers

Despite these measures no system is completely immune to security threats. If you believe your account has been compromised please contact us immediately at academiqcloud@gmail.com.

The Rho AI assistant built into AcademIQ Cloud processes natural language instructions from logged-in users and executes actions within the platform on their behalf. The following applies to how AI is used on our platform:

• Rho operates within strict role-based permissions. It can only perform actions the logged-in user is already permitted to perform within their role
• All actions Rho executes are logged to the school's Recent Activity audit log with clear descriptions of what was done and when
• Messages sent to Rho are routed through a secure server-side function. The AI provider never has direct access to your database
• We do not send sensitive personal data such as passwords, full payment card details, national identification numbers, or medical records to any AI provider
• AI providers may retain conversation data according to their own policies. We recommend reviewing the privacy policies of the specific AI provider powering Rho at any given time
• School administrators and the platform moderator can review all Rho-executed actions through the Recent Activity log

AcademIQ Cloud uses essential cookies and browser storage to maintain your login session and remember your preferences. These are necessary for the platform to function correctly.

We do not use advertising cookies, third-party tracking cookies, or any cookies designed to track your behaviour across other websites.

You can configure your browser to block cookies but doing so may prevent the platform from functioning correctly.

Our platform may contain links to external websites or services. This Privacy Policy does not apply to those external sites. We encourage you to read the privacy policies of any third-party sites you visit.

We may update this Privacy Policy from time to time to reflect changes in our practices, the platform's features, or applicable laws. When we make significant changes we will notify school administrators by email and update the Last Updated date at the top of this document.

We encourage you to review this policy periodically. Your continued use of AcademIQ Cloud after changes are made constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data please contact us:

Email: academiqcloud@gmail.com — Website: academiqcloud.com

We are committed to resolving any privacy concerns promptly and transparently.