Privacy Notice

1. Who we are

Academora is a school result-management service operated by Tomsphere Globaltech Ltd (“Tomsphere”, “we”, “us” or “our”) in Nigeria.

For student academic records, attendance, photographs and parent contact information submitted by a school, the school ordinarily determines why the information is used and acts as the data controller. Tomsphere processes that information to provide Academora under the school’s instructions. Tomsphere acts as a controller for its own account administration, platform security, billing, support and legal-compliance records.

2. Information we process

• School identity, contact, subscription and settlement information.
• Names, work email addresses, telephone numbers, roles and account credentials of authorized school staff.
• Student names, admission numbers, classes, subjects, assessment and examination scores, attendance, observations, remarks and optional passport photographs.
• Parent or guardian names, email addresses, telephone numbers and addresses supplied by the school.
• Result-access records, e-token entitlements, payment references and transaction status. Card and bank authentication details are handled by Paystack and are not stored by Academora.
• Technical and security records such as sign-in events, device/browser information, IP-derived security data, audit events and actions taken within the result workflow.
• Support messages and other information a user chooses to send us.

3. How information is collected

Information may come from schools and their authorized users, parents or guardians using the result portal, payment and communications providers, and the technical systems that protect and operate Academora.

4. Why we use information

• To create and secure school workspaces and user accounts.
• To configure classes, subjects, staff assignments and student records.
• To enter, review, lock, approve, publish and deliver school results.
• To provide authorized parents or guardians with result access and PDF downloads.
• To process subscriptions, e-token purchases, school settlements, refunds and transaction reconciliation.
• To send transactional email and SMS notices and track delivery or retry status.
• To prevent fraud, investigate incidents, maintain audit trails and meet legal obligations.
• To respond to support requests and improve reliability and accessibility.

5. Lawful grounds and children’s information

Depending on the activity and each party’s role, processing may be necessary to perform a contract, comply with a legal obligation, protect legitimate interests, carry out the school’s educational responsibilities or act on valid consent. Schools are responsible for identifying and documenting the lawful ground for the student and parent records they place in Academora and for giving the notices required by law.

Academora is designed to process children’s information only for authorized school-result administration and parent access. Where consent is the required ground, the school must obtain verifiable consent from a parent or legal guardian. An optional student photograph must not be uploaded unless the school has an appropriate legal basis and has given the relevant notice. We do not use student information for advertising.

6. Who receives information

Information is available only to authorized users according to their role, including school administrators, principals, class teachers, subject teachers and verified parents or guardians. We also use service providers needed to operate Academora, including:

• Supabase for authentication, database functions and file storage.
• Vercel for application hosting and delivery.
• Paystack for payment processing and school settlements.
• Resend for transactional email.
• Termii and telecommunications networks for transactional SMS.

We may disclose information when required by law, to protect users and the service, or in connection with a lawful corporate transaction subject to appropriate safeguards. We do not sell personal information.

7. Hosting and international transfers

Some service providers may store or process information outside Nigeria. Tomsphere and participating schools must use contractual, organizational and technical safeguards required under applicable Nigerian data-protection law for such transfers.

8. Retention and deletion

Academic information is retained for the period instructed by the relevant school and established in the school’s agreement with Tomsphere. When a school relationship ends, information is exported, returned, deleted or anonymized according to that agreement, subject to security backups and any legal retention duty.

Billing, transaction, complaint, security and audit records are retained only as long as reasonably necessary for legal compliance, fraud prevention, dispute resolution and establishment of legal claims. We securely delete or anonymize information when it is no longer required.

9. Security

We use role-based access, tenant separation, authentication controls, restricted storage, audit records and other administrative and technical safeguards appropriate to the information processed. No online system can guarantee absolute security. Users must protect their credentials and report suspected unauthorized access immediately.

10. Your rights

Subject to applicable law, a person may request access, correction, deletion, restriction, objection, portability or withdrawal of consent, and may complain about the handling of their information. Student or parent requests concerning a school’s academic records should ordinarily be directed to that school first because the school controls those records.

Requests concerning Tomsphere’s own processing may be sent to tomsphereglobaltechltd@gmail.com. We may need to verify identity and authority before acting. A person may also complain to the Nigeria Data Protection Commission.

11. Automated decisions

Academora may calculate totals, averages, grades and workflow status from rules configured by a school. Final academic judgments, remarks, approval and publication remain the responsibility of authorized school personnel; Academora does not make solely automated decisions producing legal or similarly significant effects.

12. Updates and contact

We may update this notice to reflect changes in law or the service. Material changes will be displayed on the website with a revised effective date. Privacy questions and requests may be sent to tomsphereglobaltechltd@gmail.com.