Privacy policy

Koloso - Application Technology Zambia Limited (“Koloso”, “we”, “our”, “us”) is committed to protecting your privacy.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use the Koloso digital assessment platform (“the Service”).Koloso serves teachers, students, parents, and school administrators in Zambia, South Africa, Uganda, and Nigeria.
We handle all data responsibly, especially that of students and minors, and comply with applicable data protection laws.By using Koloso, you agree to this Privacy Policy.

Introduction
This Privacy Policy describes Koloso’s policies and procedures regarding the collection, use, storage, and disclosure of personal data through our educational assessment platform. It also explains your privacy rights and how the law protects you.Koloso provides schools with secure digital assessment tools to support teaching, learning, and communication among teachers, students, parents, and administrators.

Definitions
For the purpose of this Privacy Policy:
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- Account – A unique user profile used to access Koloso’s Service.
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- Application – The Koloso platform, accessible via mobile or web.
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- Company – Koloso – Application Technology Zambia Limited, Selby Taylor House, Suite 3, Roan Road, Kabulonga, Lusaka, Zambia.
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- Personal Data – Any information relating to an identified or identifiable individual.
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- Service – The Koloso platform and its related features.
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- User / You – Any person authorized to use the Service, including teachers, students, parents, and school administrators.
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Scope
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This Policy applies to all personal data collected or processed by Koloso in connection with the use of its Service by any user or school.
It governs both direct and institution-authorized data collection and processing.

Information We Collect
Koloso may collect and process the following types of information:

Personal Identification and Contact Information Full Name

- Email Address

- Mobile Number

- Physical Address (where applicable)

Student and Educational Information
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- Gender

- Date of Birth

- School Name and Class Details

- Grades

- Assigned Teachers and Subjects
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Technical and Usage Data
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- IP Address, Browser Type, and Device Identifiers

- Login Dates, Access Times, and Usage Logs

- Application Diagnostics and Performance Metrics

Purpose and Legal Basis for Processing

Koloso processes personal data for the following lawful purposes:

1. To provide and maintain the service – including enabling schools to manage assessments, reports, and communications.

2. To manage user accounts – for authentication, access control, and profile management.

3. To improve and develop the service – through analytics and platform optimization.

4. To communicate with users – regarding updates, notices, and educational reports.

5. To comply with legal obligations – including data retention, reporting, and child protection requirements.

6. To protect users – ensuring data integrity, platform security, and user safety.

Koloso does not use personal data for commercial advertising or profiling.

Data Sharing and Disclosure

Koloso may share user data only in the following cases:

- With Schools and Teachers: to facilitate assessments, progress tracking, and educational management.

- With Parents or Guardians: to allow visibility into student performance and progress.

- With service providers: for secure hosting, analytics, or system maintenance, under strict confidentiality agreements.

- For legal compliance: when required by law, regulation, or competent authority.

- For corporate transactions: in case of mergers or acquisitions, subject to equal privacy safeguards.

- Koloso does not sell, rent, or trade user data to third parties.

Data Retention

Koloso retains personal data only for as long as it is necessary to fulfill the purposes described in this Policy or as required by law.
When data is no longer needed, it will be securely deleted or anonymized.
Schools may request deletion of student data at any time by written notice.

Data Storage and Security
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Koloso currently does not utilize cloud storage.
All data is stored on secure, access-controlled servers maintained within authorized facilities.

We employ administrative, technical, and physical safeguards, including:

- Encryption of data during transmission;

- Access restriction based on user roles;

- Regular audits and security monitoring.
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- Despite our best efforts, no digital system can guarantee absolute security.

Children’s Privacy and Parental Consent

Koloso recognizes its duty to protect children’s data and privacy.

- Student data is processed under school authorization and, where applicable, with parental consent.

- Parents or guardians may request access to, correction of, or deletion of their child’s data.

- Koloso does not knowingly collect data directly from minors without school or parental authorization.

International Data Processing
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Koloso operates in Zambia, and provides services in South Africa, Uganda, and Nigeria.
Data may be processed in any of these countries, always under privacy safeguards consistent with applicable national data protection standards.

Your Data Protection Rights

Depending on local law, users may exercise the following rights:

- Access: obtain a copy of your personal data.

- Correction: request updates to inaccurate or incomplete information.

- Deletion: request removal of personal data no longer necessary.

- Restriction: limit processing in specific circumstances.

- Objection: oppose processing on legitimate grounds.
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- Requests may be submitted through your school or directly to Koloso using the contact details below.

Updates to This Privacy Policy

Koloso may amend this Privacy Policy periodically.
Any changes will be published on the Koloso platform or communicated via email, and the “Last Updated” date will be revised.

Continued use of the Service after such updates constitutes acceptance of the new Policy

Contact Information

If you have questions or wish to exercise your data rights, please contact:
Koloso - Application Technology Zambia Limited
Selby Taylor House, Suite 3, Roan Road, Kabulonga, Lusaka, Zambia
Email: admin@koloso.app