Privacy Policy

Last Updated: January 11, 2026

This Privacy Policy describes how AITanzania.online collects, uses, and shares information in connection with your use of the Doc Generator and its integrated educational management systems (collectively, the "Service").

1. Information We Collect

We collect information necessary to provide the core functionality of our educational management services, primarily falling into two categories:

User Account Data: Information provided when you register for an account, including name, email address (used for login and communication), organizational role (e.g., Teacher, Admin), and secure password (stored using one-way encryption/hashing).
Educational Data (Service Data): This is the data you input into the integrated systems, including:
- Student Information: Names, class enrollments, and other non-sensitive identifying details required for system functions.
- Performance Data: Grades, assessment results, cognitive tracking metrics, and attendance records (from the Attendance and Results Systems).
- Curriculum Data: Schemes of Work, Lesson Plans, subjects, competences, and activities required by the Doc Generator and Exam Systems.
- Operational Data: Timetable structures, logbook entries, and duty records.
Technical and Usage Data: Limited information automatically collected to ensure service functionality and security, such as IP addresses (for security login tracking), browser type, and system access times.

2. How We Use Your Information

We use the collected information exclusively to operate, maintain, and provide the features and functionality of the Service:

To authenticate users (login) and manage user roles (Admin vs. Teacher).
To enable the document generation process by integrating data across the Cognitive, Attendance, Results, Timetable, Exam, and Logbook Systems.
To provide personalized dashboards and progress tracking within each system module.
To communicate with you regarding service updates, maintenance, or security alerts.
To improve and troubleshoot our Service based on aggregated usage patterns (excluding identifiable student data).

3. Data Sharing and Disclosure

We take data privacy and security seriously. We do not sell or rent your personal data or your students' educational data to third parties. We may share data only in the following limited circumstances:

Within Your Organization: Data is shared among the users (Teachers, Administrators) within your registered institution as required by the system's design (e.g., an Admin can view reports generated by all Teachers).
Legal Requirements: If required to do so by law or in the good faith belief that such action is necessary to comply with legal obligations.

4. Data Security

We implement robust security measures designed to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption: User passwords are stored using hashing/encryption.
Access Controls: Access to student data and sensitive educational records is strictly limited to authorized users within the institution's account.
Secure Hosting: Data is hosted in secure, controlled environments.

5. Data Retention

We retain your Service Data and Account Data for as long as your account is active or as needed to provide you with the Service. If an institution decides to terminate its service with us, all associated educational data will be permanently deleted from our servers within a reasonable period, unless otherwise required by law.

6. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Policy on this page and updating the "Last Updated" date above. We encourage you to review this Policy periodically.

7. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: somanasi@aitanzania.online
Phone: +255 768 696 552
Address: P.O. Box 735, Ilemela, Mwanza, Tanzania