Privacy Policy — Electronic Exeat System (E-Exeat)

1. Introduction

The Electronic Exeat System (“E-Exeat”,“we”, “us”, or “our”) is developed and operated by DataMonk, located in Accra, Ghana. We are committed to protecting the privacy and personal data of all users including students, staff, and parents/guardians.

This Privacy Policy explains how we collect, store, use, and protect information in compliance with the Ghana Data Protection Act, 2012 (Act 843) and other applicable laws.

By using E-Exeat, you agree to the terms outlined in this policy.

2. Information We Collect

We may collect and process the following personal data:

2.1 Student Data

• Full name
• Student ID and institutional details
• Parent/guardian contact information
• Exit and return timestamps
• Approved or pending exeat records

2.2 Staff & Administrator Data

• Name and role
• Email address/phone number
• Login and activity logs

2.3 System Usage Data

• User actions and preferences
• Security logs and analytics data

We collect only the data necessary to provide our services effectively and securely.

3. How We Use the Data

We use personal information to:

• Verify and manage student exeat requests
• Notify parents/guardians of student movements
• Provide monitoring tools to school authorities
• Improve safety, accountability, and transparency
• Enhance system usability and performance
• Comply with legal and administrative requirements

We do not sell or use personal data for marketing purposes.

4. Data Sharing

We only share data under the following circumstances:

• With authorized school administrators and staff
• With parents/guardians for monitoring their wards
• With service providers who support core system functions (e.g., SMS gateways)
• With law enforcement where required by law

We do not share data with unauthorized third parties.

5. Data Security

We employ strict security measures including:

• Encrypted communication and data storage
• Access controls and authentication safeguards
• Security monitoring and routine backups

Although no system is completely immune to threats, we are committed to responding quickly to any security incident.

6. Data Retention

Personal data is retained for only as long as required by:

• School/Institution policies
• Legal obligations

Data may be archived, anonymized, or permanently deleted upon institutional request.