Privacy Policy

Who we are

KeepUp is operated by [Registered company name], [registered address], Ghana. For anything in this policy, email support@keepupgh.com.

This policy covers the KeepUp mobile app, the KeepUp school dashboard used by school staff, and keepupgh.com.

Schools and KeepUp: who is responsible

When a school uses KeepUp, the school decides what records it keeps about its learners and staff: class lists, attendance, grades and report cards, homework, timetables, fees, payroll, announcements and pickup records. The school is responsible for that data, and KeepUp processes it on the school's behalf. Questions about these records should go to the school first.

For everything you do in the KeepUp app yourself — your account, tutor bookings, bookshop orders, Student Space, reviews and community posts — KeepUp is responsible for your data.

What we collect

• Account details: your name, email address, phone number, the way you sign in (email and password, or Google), and the roles you use (parent, student, tutor, bookshop owner).
• Children and school records: for parents, the children a school has linked to you and the school records it shares with you (attendance, grades, homework, timetables, fees and announcements). For school staff, the records you create on the dashboard.
• Pickup safety: pickup requests, who collected a child and when, and the name, phone number and relationship of people a parent authorises to collect their child.
• Student Space: a learner's level and programme, whiteboards, books opened or downloaded, past-question practice results, and any link to a parent.
• Tutoring: tutor profiles (subjects, rate, experience, city, meeting link, bio), applications to become a tutor, schedules, bookings, lesson notes and reviews.
• Bookshops and orders: shop details and the books listed; for buyers, cart items, orders, and delivery address and phone number when you choose delivery.
• Payments and wallet: payment amounts, references and status, and your KeepUp wallet balance and transactions. Card and Mobile Money details are entered with our payment provider, Paystack — KeepUp never sees or stores your card number or Mobile Money PIN.
• Messages and community: messages between parents and schools, school reviews, and posts, comments and likes in Opinions.
• Device data: a notification token so we can send push notifications, and basic performance and error data that helps us fix problems. Books and practice sets you download are stored on your device.
• Website: what you send us through forms (such as demo requests or tutor applications), newsletter sign-ups, and cookieless, privacy-friendly analytics.

How we use your data

• To run your account and show you the right features for your roles.
• To connect parents with their children's school, and to run attendance, report cards, fees, messages, announcements and safe pickup for schools.
• To let you book and pay tutors, buy books, and receive what you paid for.
• To process payments, hold and pay out wallet balances, and keep financial records.
• To send notifications you need, such as a message from the school, a booking update or a payment receipt.
• To keep KeepUp safe: verifying tutors, letting schools approve pickup persons, moderating reported posts, and preventing fraud and abuse.
• To support you when you contact us, and to improve KeepUp using aggregated, non-identifying usage information.

We do not sell your personal data, and we do not use children's data for advertising.

Our legal basis

We process personal data to provide the service you or your school signed up for (contract), to meet legal duties such as keeping payment records, for our legitimate interest in keeping KeepUp safe and working well, and with your consent where we ask for it — for example, for optional emails. You can withdraw consent at any time.

Children

Many KeepUp users are learners under 18. Learners in KG, Primary and JHS use KeepUp with a parent's involvement: a parent can link to the learner's account and see their learning progress (but not the contents of their whiteboards). School records about a child are shared only with the parents the school has linked to that child.

Learners cannot make payments themselves, and learner accounts do not show advertising. If you believe a child has given us personal data without the involvement of a parent or school, email support@keepupgh.com and we will deal with it.

Who can see your data

• Your school: staff at a school you are linked to see the records that school manages, and messages you exchange with them.
• Parents: see their own linked children's school records and learning progress.
• Tutors and learners: see the booking details needed for a lesson, including names and the note you add.
• Bookshops: see the orders placed with them, including the buyer's name, phone number and, for delivery, address.
• Public: tutor and bookshop profiles, school pages, school reviews (shown with your first name and last initial) and Opinions posts are visible to other KeepUp users.

Service providers

We use trusted providers to run KeepUp, and they may only use your data to provide their service to us:

• Google Cloud and Firebase — hosting, database, file storage, sign-in, push notifications and performance monitoring.
• Google Gemini — AI features on the school dashboard, such as safety briefings and emergency message drafts. These may include learner names and attendance information. AI suggestions are reviewed by school staff; AI never makes decisions about a child on its own.
• Paystack — card and Mobile Money payments.
• Sentry — error reports from the school dashboard.
• Resend, Cal.com, Cloudflare and Plausible — website email, demo booking, spam protection and analytics.

International transfers

Some of these providers store or process data outside Ghana, for example in the United States. Where they do, we rely on their contractual and security safeguards to protect your data to the standard Ghanaian law requires.

How long we keep data

• Your account data is kept while your account is open, and deleted after you delete your account (see below).
• School records are kept for as long as the school uses KeepUp and as its own policies require.
• Payment, wallet and payout records are kept for as long as Ghanaian tax and accounting law requires, even after an account is deleted.
• Website enquiries are kept only as long as needed to follow up, then deleted or anonymised.

Deleting your account

You can delete your account in the KeepUp app under Settings → Delete account, or by emailing support@keepupgh.com from the email address on your account. See keepupgh.com/legal/delete-account for the steps.

Your account is closed straight away and permanently deleted after 30 days. If you sign in again within those 30 days, you can choose to keep it.

When it is deleted, we remove your profile, roles, Student Space data, saved items, community posts and comments, and school reviews. Payment and wallet records are kept as described above. Messages you sent to a school stay in that school's records, shown as from a deleted user.

Before you delete, you need to withdraw any wallet balance and finish or cancel upcoming lessons and open book orders. Accounts created by a school (school staff and school-registered learners) are managed by that school — ask the school to remove them.

Your rights

• See the personal data we hold about you.
• Correct data that is wrong — most of it you can change yourself in Settings.
• Ask us to delete your data, as described above.
• Object to or ask us to limit certain uses of your data.
• Withdraw your consent and turn off optional emails at any time.
• Complain to Ghana's Data Protection Commission if you are unhappy with how we handle your data.

To use any of these rights, email support@keepupgh.com. We reply within 30 days.

Security

Data is encrypted in transit, access is limited to the people who need it, and sensitive actions such as payments, payouts, role changes and school records are handled only by our servers. School staff actions on the dashboard are recorded in an audit log. No system is perfectly secure; if a breach affects your data, we will tell you and the authorities as the law requires.

Cookies

Our website uses cookieless analytics and keeps cookies to a minimum. See our Cookie Policy for details. The KeepUp app stores a few settings on your device, such as your active role and dark mode, so it works the way you left it.

Changes to this policy

If we make important changes, we will update the date at the top and tell you in the app or by email.

Contact

If you have questions about this policy, contact us at support@keepupgh.com.