Privacy Policy

1. Introduction

Welcome to Saafi Systems ("Company," "we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, use our software systems, or engage with our services.

This policy applies to all information collected through our School Management Systems, Hospital Electronic Medical Records (EMR) Systems, Human Resources & ERP Portals, Mobile Applications, and any related services, sales, marketing, or events (collectively referred to as "Services").

Important: By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Services.

2. Information We Collect

We collect several types of information from and about users of our Services, including:

2.1 Personal Information

Personal information is data that can be used to identify you. We may collect the following types of personal information:

Identity Data: Full name, username, title, date of birth, gender, and photographs
Contact Data: Email address, telephone numbers, physical address, and emergency contact information
Account Data: Username, password, security questions, and other authentication information
Financial Data: Payment card details, bank account information, billing address, and transaction history
Educational Data: Student records, grades, attendance, enrollment information, academic performance, and disciplinary records
Employment Data: Job title, department, employee ID, salary information, performance reviews, and employment history
Medical Data: Health records, medical history, treatment information, prescriptions, lab results, and insurance information (for EMR systems)
Technical Data: IP address, browser type, device information, operating system, and access times

2.2 Automatically Collected Information

When you access our Services, we automatically collect certain information about your device and usage patterns:

Log files and usage data (pages visited, time spent, features used)
Device information (hardware model, operating system version, unique device identifiers)
Location data (with your permission for mobile applications)
Cookies and similar tracking technologies
Analytics data about how you interact with our Services

2.3 Information from Third Parties

We may receive information about you from third parties, including:

Educational institutions or employers who subscribe to our Services on your behalf
Payment processors and financial institutions
Government agencies for verification purposes
Third-party authentication services
Public databases and social media platforms (with your consent)

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Service Provision and Management

To provide, operate, and maintain our Services
To create and manage user accounts
To process transactions and send related information
To provide customer support and respond to inquiries
To send administrative information, updates, and security alerts
To manage student records, grades, and academic information
To facilitate employee management and HR processes
To maintain electronic medical records and facilitate healthcare delivery

3.2 Service Improvement and Development

To understand how users interact with our Services
To develop new features, products, and services
To conduct research and analysis to improve user experience
To test new features and functionalities
To troubleshoot technical issues and optimize performance

3.3 Communication and Marketing

To send promotional communications about new features, products, or services (with your consent)
To conduct surveys and gather feedback
To send newsletters and educational content
To inform you about events, webinars, and training opportunities

3.4 Legal and Security Purposes

To comply with legal obligations and regulatory requirements
To enforce our terms and conditions
To protect against fraud, unauthorized access, and security threats
To respond to legal requests from authorities
To protect the rights, property, and safety of Saafi Systems, our users, and the public

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

4.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

Cloud hosting and data storage providers
Payment processors and financial institutions
Customer support and communication platforms
Analytics and performance monitoring services
Security and fraud prevention services

4.3 Educational Institutions and Employers

If you access our Services through an educational institution or employer, we may share relevant information with authorized personnel, including:

Teachers and administrators (for student information)
HR personnel and managers (for employee information)
Healthcare providers (for medical information in EMR systems)
Parents and guardians (for student information, with appropriate permissions)

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:

To comply with legal processes (court orders, subpoenas, warrants)
To respond to government or regulatory inquiries
To protect our legal rights and interests
To investigate potential violations of our terms of service
To protect the safety and security of our users and the public

4.5 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and provide choices regarding your information.

Important: We do not sell, rent, or trade your personal information to third parties for their marketing purposes without your explicit consent.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

5.1 Technical Safeguards

Encryption of data in transit using SSL/TLS protocols
Encryption of sensitive data at rest
Secure authentication mechanisms and password policies
Regular security assessments and vulnerability testing
Firewalls and intrusion detection systems
Secure backup and disaster recovery procedures

5.2 Organizational Safeguards

Access controls and role-based permissions
Employee training on data protection and security
Confidentiality agreements with employees and contractors
Regular security audits and compliance reviews
Incident response and breach notification procedures

5.3 Physical Safeguards

Secure data centers with restricted access
Environmental controls and monitoring
Physical security measures (surveillance, access logs)

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our security measures and respond promptly to any security incidents.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6.1 Retention Periods

Account Information: Retained for the duration of your account plus 7 years for legal and compliance purposes
Student Records: Retained according to educational regulations and institutional policies (typically 5-10 years after graduation)
Employee Records: Retained according to labor laws and regulations (typically 7-10 years after employment termination)
Medical Records: Retained according to healthcare regulations (typically 10-25 years depending on jurisdiction)
Financial Records: Retained for 7 years for tax and accounting purposes
Technical Logs: Retained for 90 days to 2 years depending on the type of data

6.2 Deletion and Anonymization

When information is no longer needed, we will:

Securely delete or destroy the information
Anonymize the data so it can no longer identify you
Archive the data in a secure, restricted environment if required by law

7. Your Privacy Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

7.1 Access and Portability

Right to Access: You can request a copy of the personal information we hold about you
Right to Data Portability: You can request your data in a structured, commonly used format

7.2 Correction and Update

Right to Rectification: You can request correction of inaccurate or incomplete information
Right to Update: You can update your account information at any time through your account settings

7.3 Deletion and Restriction

Right to Erasure: You can request deletion of your personal information (subject to legal obligations)
Right to Restriction: You can request that we limit how we use your information

7.4 Objection and Consent

Right to Object: You can object to certain types of processing, including marketing communications
Right to Withdraw Consent: You can withdraw consent for processing based on consent at any time

7.5 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section. We will respond to your request within 30 days. Please note that we may need to verify your identity before processing your request.

Note: Some rights may be limited by applicable laws or our legitimate business interests. For example, we may need to retain certain information for legal compliance or to complete transactions you have requested.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our Services.

8.1 Types of Cookies We Use

Essential Cookies: Required for the operation of our Services (authentication, security)
Performance Cookies: Help us understand how visitors interact with our Services
Functionality Cookies: Remember your preferences and personalize your experience
Analytics Cookies: Collect information about how you use our Services to help us improve
Marketing Cookies: Track your activity to deliver relevant advertisements (with your consent)

8.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Services. Most browsers allow you to:

View and delete cookies
Block third-party cookies
Block all cookies
Delete cookies when you close your browser

9. Children's Privacy

Our Services may be used by educational institutions to manage student information, including information about children under 13 years of age. We are committed to protecting the privacy of children and comply with applicable children's privacy laws, including the Children's Online Privacy Protection Act (COPPA) and similar regulations.

9.1 Parental Consent

When our Services are used by schools to collect information from children under 13:

We rely on the school to obtain parental consent as required by law
We collect only information necessary for educational purposes
We do not use children's information for marketing purposes
Parents have the right to review, correct, or delete their child's information

9.2 Parental Rights

Parents and guardians have the right to:

Review their child's personal information
Request correction or deletion of their child's information
Refuse further collection or use of their child's information
Contact us with questions or concerns about their child's privacy

10. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your country, state, or other governmental jurisdiction where data protection laws may differ. We take appropriate measures to ensure that your information receives adequate protection wherever it is processed.

10.1 Safeguards for International Transfers

Standard contractual clauses approved by relevant authorities
Adequacy decisions recognizing equivalent data protection
Binding corporate rules for transfers within our organization
Your explicit consent for specific transfers

11. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services before providing your information.

12. Changes to This Privacy Policy

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

Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification to registered users
Displaying a prominent notice within our Services
Requesting your consent if required by applicable law

We encourage you to review this Privacy Policy periodically. Your continued use of our Services after any changes indicates your acceptance of the updated policy.

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