Who we are and how to contact us
WIK Scholar is a school management platform used by Kenyan schools to run academics, fees, payroll and communication. This policy explains what data the platform processes, why, how it is protected and the choices you have. It applies to the public website, the staff portal and the parent portal.
If you have questions about this policy or how your data is handled, contact us at info@wiktechnologies.com.
Schools that use WIK Scholar decide what learner, guardian and staff information is entered into the platform. If your question is about your child’s school records — for example a fee balance, a result or a photo — please contact the school office first; they are best placed to help.
The roles we play
For the records a school stores in WIK Scholar — learners, guardians, staff, fees and marks — the school is the data controller and WIK Scholar processes that data on the school’s instructions to provide the service.
For parent-portal accounts, platform security and this website, WIK Scholar is the data controller.
The data we process
What is processed depends on which features a school uses:
- Learner records — name, admission number, UPI number, date of birth and birth certificate number, gender, nationality, county/sub-county/ward, grade and stream, CBC pathway and subject combination, and medical or other notes the school chooses to keep. Learner photos are displayed only where a guardian has given photo consent.
- Guardian details — name, phone number, email address, national ID number, relationship to the learner, and your consent choices.
- Staff records — name, contact details, role, TSC and NSSF numbers, and the salary and statutory-deduction information needed to run payroll.
- Financial records — fee structures, invoices, discounts, payments, M-Pesa and Paystack transaction references, receipts, credits, refunds and bursary allocations.
- Academic records — attendance, exam results, rubric assessments, competencies and report cards.
- Communications — logs of SMS, WhatsApp and email messages sent through the platform (recipient, template, channel, cost and delivery status).
- Gate and custody records - pickup codes (stored hashed, never the raw code), gate visitor entries, release events, roll calls, exeat passes and pocket-money ledger entries. The school is the controller; WIK Scholar processes these for it.
- Technical data — session cookies, IP addresses used for rate limiting and security, and an audit trail of significant actions taken in the platform.
How we use data
- To operate the school’s administration — admission, classes, attendance, assessments, report cards and fee ledgers.
- To collect and reconcile fee payments through M-Pesa and Paystack, including matching payments to learners and issuing receipts.
- To send service notifications — payment receipts, one-time PINs, absence alerts and result notifications. Bulk broadcasts and fee reminders are only sent to guardians who have not opted out of SMS.
- To pay out approved refunds and staff salaries via M-Pesa where the school enables it.
- To prepare documents the school requests, such as fee statements, KEMIS readiness exports and report cards.
- To keep the platform secure — rate limiting, session protection and audit logging.
Children’s data
WIK Scholar is used by schools to manage information about learners, who are generally minors. That information is provided by the school and by guardians, and is processed on the school’s instructions. Schools are responsible for collecting learner data lawfully and for obtaining any consents required from guardians — including the photo/media consent the platform records — and guardians can review and change those choices at any time.
Who we share data with
We do not sell personal data and we do not run advertising trackers. Data is shared only as needed to provide the service:
- Schools and their authorised staff — the records they are permitted to see by their role.
- Payment providers — Safaricom (M-Pesa Daraja) and Paystack, to collect fee payments, verify transactions and pay out approved refunds and salaries.
- Messaging providers — Africa’s Talking and WhatsApp (Meta) for SMS and WhatsApp, and Resend for email.
- Kenya Revenue Authority — invoice data fiscalised through eTIMS where a school has enabled it.
- Hosting and infrastructure providers — the cloud services that run the platform.
- Anyone else only where the law requires it or where the school instructs it — for example a ministry export the school chooses to generate and submit.
Cross-border processing
Some of the providers listed above process data outside Kenya — for example email and WhatsApp infrastructure. Where that happens, we rely on the safeguards those providers offer and on the terms in place with the school.
How we protect data
- Traffic to the platform is encrypted in transit, and passwords are stored only as hashes.
- Third-party integration keys (M-Pesa, Paystack, messaging, KRA) are encrypted at rest with AES-256-GCM.
- Access is role-based: staff see only what their role permits, and every school’s data is isolated from every other school’s.
- Significant actions — payments, refunds, consent changes, exports, payroll runs and platform-administrator access — are recorded in an audit trail.
- We follow industry practice, but no system is perfectly secure. If something ever goes wrong, we will work with the affected school to put it right.
How long we keep data
Records are kept for as long as a school uses the platform for them. When a learner leaves, the school can anonymise the learner’s record — identity details are withheld while the financial facts are preserved, because fee accounts must still add up. If a school stops using WIK Scholar, its data is made available for export and then deleted in line with the agreement between us.
Your rights and choices
Through WIK Scholar, data subjects can:
- Access — a school can generate, for any learner, a complete export of everything the platform holds about them. Parents can request this through the school office.
- Correct — records can be corrected by the school; parents can ask the school office to fix anything that is wrong.
- Withdraw consent — guardians can switch off photo consent and opt out of SMS at any time (parent portal → Profile). Opting out stops bulk broadcasts and fee reminders; essential service messages such as one-time PINs and payment receipts are still sent so that your account and fee records remain usable.
- Anonymise — leavers’ records can be anonymised as described above.
- Where we act on the school’s behalf, we will pass your request to the school and support both sides in resolving it.
Cookies and offline caching
The platform uses an essential session cookie to keep you signed in, and caches application files on your device so that the parent portal and staff tools keep working when connectivity drops. We do not use advertising or cross-site tracking cookies.
Changes to this policy
We may update this policy as the platform evolves. The latest version is always on this page, dated above. Significant changes are communicated to schools.
Contact
Questions, requests or complaints about privacy: info@wiktechnologies.com. For questions about your child’s school records, please contact the school office.