FundTrak

Privacy Policy

Last updated: July 10, 2026

This Privacy Policy explains how FundTrak ("FundTrak," "we," "us," or "our") collects, uses, discloses, and protects information when schools, staff, guardians, and students use our school finance management platform, including our website, mobile applications, and related services (collectively, the "Service").

FundTrak is provided to schools as customers ("School" or "Customer"). Schools act as the data controller for student and guardian information they submit to FundTrak, and FundTrak acts as a data processor on the School's behalf, except where this policy states otherwise (for example, account and billing information for the School itself).

1. Information We Collect

1.1 Information Schools Provide About Students and Guardians

  • Student name, date of birth, class/arm, enrollment status, and academic records
  • Guardian/parent name, phone number, email address, and relationship to student
  • Fee structures, payment history, outstanding balances, and wallet/overpayment records
  • NFC card/tag identifiers used for attendance and gate access, and associated check-in/check-out timestamps

1.2 Information About School Staff

  • Staff name, role, contact details
  • Salary, salary advance requests, deductions, and payslip records
  • Bank account details used for payroll disbursement
  • Approval and audit logs for payroll and disbursement actions

1.3 Payment and Financial Information

  • Transaction records (amounts, dates, payment methods, bank transfer references)
  • Dedicated school bank account details issued through our banking partners
  • AI-assisted payment-matching decisions and audit logs of those decisions

1.4 Communications Data

  • Phone numbers and email addresses used to send SMS, email, and WhatsApp notifications (payment receipts, fee reminders, attendance alerts, payroll notifications)
  • Content and delivery logs of messages sent through these channels
  • Messages sent to or received from FundTrak AI (e.g., staff questions about school finances via WhatsApp)

1.5 Account and Usage Information

  • Login credentials and authentication data
  • Device information, IP address, browser type, and app usage logs
  • Cookies and similar tracking technologies on our website (see Section 7)

2. How We Use Information

We use the information described above to:

  • Provide, operate, and maintain the Service, including fee collection, payment matching, payroll processing, attendance/gate access, and reporting
  • Send transactional and account-related notifications (payment receipts, balance updates, attendance alerts, payslips)
  • Match incoming payments to the correct student account using automated (AI-assisted) matching, including for parents with multiple children enrolled
  • Detect, prevent, and investigate fraud, unauthorized access, or misuse of the Service
  • Generate reports and analytics for Schools (e.g., debt reports, income breakdowns, term comparisons)
  • Maintain audit trails required for financial compliance and accountability
  • Improve and develop the Service, including troubleshooting and customer support
  • Comply with legal obligations, including those under Nigerian data protection law

We do not sell personal information to third parties.

3. How We Share Information

We may share information with:

  • Banking and payment partners who process transactions and maintain dedicated school bank accounts on our platform
  • Messaging providers used to deliver SMS, email, and WhatsApp notifications
  • Cloud hosting and infrastructure providers who store and process data on our behalf under contractual confidentiality obligations
  • The School to which a student, guardian, or staff member belongs, since Schools are the primary account holders and data controllers for their own students and staff
  • Auditors, regulators, or law enforcement, where required by law or to protect the rights, safety, or property of FundTrak, our users, or others
  • Successors in the event of a merger, acquisition, or sale of assets, subject to the same privacy commitments described here

All third-party service providers are contractually required to protect information consistent with this policy and to use it only for the purposes we specify.

4. Children's Information

FundTrak is used by schools to manage records belonging to students who are minors. We do not knowingly collect information directly from children; all student information is submitted to FundTrak by the School or by a parent/guardian through the School's account. Schools are responsible for obtaining any consents required from parents or guardians under applicable law before submitting student data to FundTrak.

Parents and guardians who wish to review, correct, or request deletion of their child's information should contact their School directly, as the School controls the underlying student record. Schools may in turn contact us to action such requests.

5. Data Retention

We retain personal information for as long as the School maintains an active account with FundTrak, and for a reasonable period afterward as needed to:

  • Comply with financial recordkeeping and audit obligations
  • Resolve disputes and enforce agreements
  • Meet legal, tax, or regulatory retention requirements

When a School closes its account, we will delete or anonymize personal data within a reasonable period, except where retention is required by law.

6. Data Security

We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction, including encryption of data in transit, access controls, and audit logging of sensitive actions (such as AI payment-matching decisions and payroll disbursements). No system is completely secure, and we cannot guarantee absolute security.

7. Cookies and Tracking Technologies

Our website and dashboard may use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Service is used. You can control cookies through your browser settings, though disabling them may affect certain features.

8. Your Rights

Depending on your location and role (School administrator, staff member, or guardian), you may have rights to:

  • Access the personal information we or your School hold about you
  • Request correction of inaccurate information
  • Request deletion of information, subject to legal and contractual retention requirements
  • Object to or restrict certain processing

Requests relating to student or guardian data should generally be directed to the School first, since the School controls that data. Requests relating to your own School staff or administrator account can be sent to us directly using the contact details below.

9. International Data Transfers

FundTrak primarily serves schools in Nigeria, and data is generally processed and stored in accordance with applicable Nigerian data protection requirements. Where data is transferred to service providers located outside Nigeria, we take steps to ensure appropriate safeguards are in place.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify Schools through the Service or by other reasonable means. The "Last updated" date at the top of this policy indicates when it was last revised.

11. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us:

FundTrak Email: [contact@fundtrak.org] Website: https://fundtrak.org