Sanity Home Based Tuition Academy (SHTA)
Privacy Policy
Version: 2026-09 | Effective Date: September 17, 2026
1. Introduction
This Privacy Policy explains how Sanity Home Based Tuition Academy ("SHTA," "we," "us," or "the Academy") collects, uses, stores, and protects personal information through our teacher and student portal. This applies to parents/guardians, students, and tutors/teachers who use our services.
2. Information We Collect
We collect the following types of information:
| Category | Examples |
|---|
| Parent/Guardian Information | Name, phone number, email address |
| Student Information | Name, date of birth, nationality, home address/estate |
| Academic Information | Grades, exam results, assignment submissions, lesson notes and observations |
| Payment Information | Payment references (e.g., M-PESA transaction details), invoicing records |
| Account Information | Login credentials (passwords are securely encrypted, never stored in plain text) |
3. Why We Collect This Information
We use the information collected for the following purposes:
- Processing enrollment and setting up student and parent accounts
- Delivering tutoring services and tracking academic progress
- Communicating with parents/guardians regarding schedules, invoices, and student performance
- Administering payments and maintaining billing records
- Improving and maintaining the quality of our tutoring services
We do not use this information for any purpose beyond the operation of SHTA's tutoring services.
4. Who Has Access to Your Information
- Students can access only their own academic records, assignments, and grades.
- Tutors/Teachers can access records for students assigned to their classes.
- Administrators have access to information as needed for enrollment, billing, and academy operations.
- Access to all personal information is restricted through account authentication, and role-based permissions govern what each type of user can view.
5. Third Parties We Work With
To operate the portal, we use the following third-party services:
- Email service provider — used to send notifications, invoices, and password reset communications. Names and email addresses are shared with this provider solely to deliver these communications.
- Hosting provider — stores portal data on secure servers.
We do not sell or rent personal information to third parties for marketing or advertising purposes.
6. Data Storage & Security
- Passwords are securely hashed and are never stored or transmitted in plain text.
- We take reasonable measures to protect personal information from unauthorized access, including authenticated sessions and role-based access controls.
- We are continuously working to improve the security of stored data, including sensitive fields such as date of birth and home address.
7. Data Retention
We retain student and parent records for as long as the student is enrolled with SHTA, and for a reasonable period afterward for academic and administrative record-keeping purposes. Users may contact us to inquire about the retention or removal of specific records.
8. Parents' Rights Regarding a Minor's Data
As a parent or guardian, you have the right to:
- Review the personal information we hold about your child
- Request correction of inaccurate information
- Request deletion of your child's data, subject to any legal or administrative record-keeping requirements
To exercise these rights, please contact SHTA directly using the contact details below.
9. Your Rights
All users (parents, students, and tutors) may contact SHTA to:
- Request a copy of the personal data we hold about them
- Request correction of inaccurate data
- Request deletion of their account and associated data, subject to legal or administrative requirements
(Note: Self-service tools for export and deletion requests are planned for a future update. Until then, all such requests can be made by contacting the Academy directly.)
10. Cookies
Our portal uses session cookies to keep you securely logged in while using the platform. These cookies are essential for the portal to function and do not track you across other websites.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do:
- The version number and effective date at the top of this document will be updated.
- Existing users will be notified via a notice in their portal's Privacy tab and asked to review and accept the updated policy.
12. Contact Us
If you have questions or requests regarding this Privacy Policy or your personal data, please contact SHTA through the contact details provided on the enrollment page or portal.