Quick Navigation
Privacy Policy Overview
Effective:This Privacy Policy describes how WHEDU ERP ("we", "our", or "us"), a product of WH Solution & Research, collects, uses, and protects personal information when you use our School Management System. We are committed to ensuring that your privacy is protected.
Important Note for Educational Institutions
As a school management system, we process sensitive student data under educational purposes and with appropriate legal bases. Schools remain data controllers for their student data while we act as data processors.
Data We Collect
Categories of Personal Data
| Data Category | Examples | Purpose | Legal Basis |
|---|---|---|---|
|
Student Information
For enrolled students
|
Name, DOB, address, parent info, medical records, academic records | Educational administration, reporting, communication | Legitimate Interest |
|
Staff Information
Teachers & Administrators
|
Name, contact details, qualifications, employment records | HR management, payroll, communication | Contractual |
|
Parent/Guardian Data
Student guardians
|
Contact info, payment details, communication preferences | Student updates, fee collection, school communication | Consent/Legitimate Interest |
|
System Usage Data
Platform interaction
|
IP addresses, device info, login times, feature usage | System improvement, security, analytics | Legitimate Interest |
|
Financial Data
Payment information
|
Bank details, transaction records, invoice history | Fee processing, financial reporting | Contractual |
Special Category Data
We may process special category data (such as medical information, racial or ethnic origin) only when necessary for educational purposes and with explicit consent or other lawful basis under applicable data protection laws.
Data Protection Principles
Lawfulness, Fairness & Transparency
We process personal data lawfully, fairly, and in a transparent manner. You will always know what data we collect and why.
Purpose Limitation
We collect data for specified, explicit, and legitimate purposes and do not process it in a manner incompatible with those purposes.
Data Minimization
We only collect data that is adequate, relevant, and limited to what is necessary for the purposes for which it is processed.
Accuracy
We take reasonable steps to ensure personal data is accurate and, where necessary, kept up to date.
Data Retention Periods
Retained for 7 years after graduation or departure
Retained for 10 years for audit purposes
Retained for 7 years after employment ends
Retained for 2 years for security monitoring
Your Data Protection Rights
Depending on your location and applicable data protection laws, you may have the following rights:
Right to Access
You can request copies of your personal data that we hold.
Right to Rectification
You can request correction of inaccurate or incomplete data.
Right to Erasure
You can request deletion of your personal data under certain conditions.
Right to Restrict
You can request restriction of processing your personal data.
Right to Data Portability
You can request transfer of your data to another organization.
Right to Object
You can object to processing of your personal data.
How to Exercise Your Rights
To exercise any of these rights, please contact our Data Protection Officer at dpo@whedu.com. We will respond to your request within 30 days.
Security Measures
Technical Security
- End-to-end encryption for data in transit (TLS 1.3)
- AES-256 encryption for data at rest
- Regular security audits and penetration testing
- Multi-factor authentication for administrative access
- Regular security updates and patches
Organizational Security
- Data Protection Officer appointment
- Employee privacy and security training
- Strict access controls and role-based permissions
- Regular data protection impact assessments
- Incident response and breach notification procedures
Data Breach Notification
In the unlikely event of a data breach, we will notify affected users and relevant authorities within 72 hours of becoming aware of the breach, as required by GDPR and other applicable regulations.
Regulatory Compliance
Global Compliance Standards
Data Processing Agreements
We enter into Data Processing Agreements (DPAs) with all educational institutions using our services to ensure compliance with data protection regulations.
Standard Contractual Clauses
We implement SCCs for international data transfers to ensure adequate protection.
Contact Our Data Protection Officer
Data Protection Officer
WH Solution & Research
Address
123 Education Street, Learning City, ED 12345
Submit a Data Request
Use this form to submit data subject requests, privacy inquiries, or report concerns.
Policy Updates & Version History
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify users of significant changes.
| Version | Effective Date | Changes | Status |
|---|---|---|---|
| 3.1 | Added GDPR compliance details, enhanced data rights section | Current | |
| 3.0 | January 15, 2023 | Major update for international compliance standards | Previous |
| 2.5 | July 20, 2022 | Added cookie policy and consent management | Archived |
| 2.0 | March 10, 2022 | Initial comprehensive privacy policy | Archived |
Notification of Changes
We will notify users of significant changes to this policy via email or through platform notifications at least 30 days before changes take effect. Continued use of our services after changes constitutes acceptance of the updated policy.
Acceptance of Privacy Policy
By using WHEDU School Management System, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our services.