Privacy Policy

This Privacy Policy explains how Simple Software Development LLC, as owner and operator of the Edminhub platform, collects, uses, stores, protects, and discloses personal information in connection with Edminhub and related websites, services, support channels, and communications.

Edminhub is a school management platform used by schools to manage learner records, parent or guardian information, teacher information, attendance, academic information, disciplinary records, communication, and related school administration.

Because Edminhub may process information relating to children and learners, Simple Software Development LLC treats privacy, information security, and responsible data handling as core operating principles.

This Privacy Policy should be read together with the Edminhub SaaS Subscription Agreement, Edminhub Data Processing Agreement, Edminhub Security and Privacy Statement, Edminhub Child Data Protection Statement, Edminhub Data Retention Policy, and any other applicable service documentation.

In most school deployments, the school determines what information is entered into Edminhub, why that information is processed, who may access it, and how long it should be retained. In that context, the school is generally responsible for the lawful collection and use of school, learner, parent, guardian, teacher, and staff information.

Simple Software Development LLC generally processes school data on behalf of the school for the purpose of providing, supporting, securing, maintaining, and improving the Edminhub service.

Simple Software Development LLC may act as an independent data controller for limited information it collects directly for its own business purposes, such as website enquiries, sales communications, billing administration, support records, security logs, and account administration.

The personal information processed through Edminhub depends on how the school configures and uses the platform. The following categories may be processed:

Edminhub is intended to process only information that is reasonably necessary for legitimate school administration, educational management, support, security, compliance, or related operational purposes.

Simple Software Development LLC may process information for the following purposes:

1. Providing access to the Edminhub platform and related services.
2. Supporting school administration, learner management, attendance, academic records, communication, and reporting.
3. Creating, managing, authenticating, and securing user accounts.
4. Providing technical support, troubleshooting, maintenance, and service administration.
5. Maintaining backups, audit logs, security logs, and operational records.
6. Monitoring service reliability, investigating errors, and improving platform performance.
7. Protecting Edminhub, users, schools, and learner information against unauthorised access, misuse, fraud, abuse, or security threats.
8. Sending service-related notices, administrative communications, billing communications, and support updates.
9. Complying with applicable legal, contractual, regulatory, audit, accounting, tax, or dispute-resolution obligations.
10. Improving the functionality, usability, reliability, and security of Edminhub.

Simple Software Development LLC does not use learner information for unrelated advertising, resale, or unauthorised commercial profiling.

Edminhub may process personal information relating to children and learners. Simple Software Development LLC recognises that learner information requires special care and should only be processed for legitimate school-related purposes.

The school is responsible for ensuring that it has the necessary authority, consent, legal basis, institutional mandate, or parent/guardian authorisation, where applicable, to collect and process learner information in Edminhub.

Simple Software Development LLC does not independently verify whether the school has obtained all required consents or legal authorisations before learner information is entered into Edminhub.

Where applicable, Edminhub aims to support privacy-aware practices consistent with recognised child-data protection principles, including restrictions on unnecessary processing, purpose limitation, access control, data minimisation, and special care for children's information. This includes awareness of child-data protection principles reflected in frameworks such as South Africa's POPIA and the EU GDPR, where applicable to the school or processing context.

The school is responsible for determining and documenting the lawful basis for collecting and using learner, parent, guardian, teacher, staff, and school information in Edminhub.

Depending on the jurisdiction and the nature of the information, the lawful basis may include consent, parent or guardian authorisation, contractual necessity, legal obligation, legitimate educational administration, public interest, safeguarding obligations, or another recognised legal basis.

Simple Software Development LLC relies on the school's instruction, authority, and lawful basis when processing school data on behalf of the school. The school must not enter information into Edminhub unless it is authorised to do so.

Information may be shared or made available in the following limited circumstances:

Simple Software Development LLC may use reputable third-party service providers to host, operate, secure, monitor, back up, support, communicate, analyse, or improve Edminhub.

Such providers may include cloud hosting providers, database providers, storage providers, email delivery providers, backup providers, monitoring tools, support tools, analytics tools, security tools, payment or billing service providers, and professional advisers.

Where third-party service providers are used, Simple Software Development LLC seeks to limit their access to what is reasonably necessary for the service they provide and to use appropriate contractual or organisational safeguards where commercially reasonable.

Simple Software Development LLC is not responsible for third-party systems, services, integrations, devices, networks, applications, or platforms separately selected, connected, used, or managed by the school outside the Edminhub service environment.

Edminhub may be hosted using reputable cloud infrastructure providers. Depending on the hosting environment, support arrangements, and technical architecture, information may be processed or stored outside the country where the school is located.

By using Edminhub, the school acknowledges that cross-border processing may occur where necessary to provide, support, secure, back up, maintain, or improve the service.

The school remains responsible for determining whether its use of Edminhub, including any cross-border processing of school or learner information, is permitted under laws applicable to the school.

Simple Software Development LLC will apply reasonable safeguards intended to protect information processed through the Edminhub service environment.

Simple Software Development LLC applies reasonable technical and organisational safeguards intended to protect the confidentiality, integrity, and availability of information processed through Edminhub.

No system can be guaranteed to be completely secure, uninterrupted, error-free, or immune from all cyber threats. Simple Software Development LLC does not guarantee absolute security, but will use reasonable efforts to protect information processed through Edminhub.

Backups are performed daily and retained for a period of 7 days.

Point-in-time backups may be available where a school makes a special arrangement with Edminhub / Simple Software Development LLC.

Backups are intended for disaster recovery and operational resilience. They are not a substitute for the school's own recordkeeping obligations, internal policies, independent exports, statutory retention requirements, or legal archiving obligations.

Information is retained for as long as necessary to provide the Edminhub service, comply with legal obligations, support operational requirements, maintain security and audit records, resolve disputes, enforce agreements, support billing, or meet contractual commitments.

The school is responsible for deciding how long school records, learner records, academic records, attendance records, disciplinary records, and related information must be retained for educational, legal, operational, statutory, or internal policy purposes.

Upon termination or expiry of a subscription, the school may request export of available Customer Data within a reasonable period. After termination, Simple Software Development LLC may retain information for a limited period for backup, legal, audit, billing, security, operational, or dispute-resolution purposes, after which it may delete or anonymise the information in accordance with its retention practices, unless otherwise agreed in writing.

Deleted information may remain in backups for a limited period until those backups expire or are overwritten.

Depending on applicable law, individuals may have rights to request access to, correction of, deletion of, restriction of, or export of certain personal information.

Because the school usually controls the learner, parent, guardian, teacher, and staff relationship, requests relating to school records should generally be directed to the school first.

Simple Software Development LLC may assist the school with reasonable technical steps required to access, correct, export, restrict, or delete information where technically possible, legally appropriate, contractually required, and commercially reasonable.

Simple Software Development LLC is not responsible for deciding whether a parent, guardian, learner, staff member, third party, or other person is legally entitled to receive, correct, restrict, or delete school records. That responsibility remains with the school unless otherwise agreed in writing.

Simple Software Development LLC may collect limited information through its website, enquiry forms, email communications, or support channels. This may include contact details, organisation details, message content, technical information, and usage information.

The website may use cookies or similar technologies for functionality, security, analytics, performance monitoring, or user experience improvement. Where required by applicable law, additional cookie notices or consent mechanisms may be provided.

Website analytics information is generally used to understand interest in Edminhub, improve website performance, respond to enquiries, and maintain security.

Simple Software Development LLC may send business, product, support, or service-related communications to schools, prospective customers, administrators, or other business contacts who have engaged with Edminhub or Simple Software Development LLC.

Recipients may request that marketing communications stop by using the available unsubscribe method or contacting Simple Software Development LLC. Service-related, security-related, billing-related, legal, or administrative communications may still be sent where necessary.

Learner information is not used for marketing or advertising purposes.

In the event of a confirmed security incident affecting school data or personal information processed through Edminhub, Simple Software Development LLC will take reasonable steps to investigate the incident, contain and mitigate its impact, restore affected services where technically possible, notify affected schools where appropriate, and provide reasonable information to assist the school with its own legal, regulatory, stakeholder, or parent communication obligations.

Notification timelines may depend on the nature of the incident, applicable legal requirements, the information reasonably available at the time, and the need to avoid compromising security investigations.

Simple Software Development LLC does not accept responsibility for incidents caused by the school's own systems, user devices, shared passwords, incorrect permissions, unauthorised internal users, third-party integrations selected by the school, or misuse of the platform by the school or its users.

Privacy and security are shared responsibilities. Schools and users are responsible for:

Simple Software Development LLC will use reasonable efforts to protect information processed through Edminhub. However, no system can be guaranteed to be completely secure, uninterrupted, error-free, or immune from all cyber threats.

To the fullest extent permitted by applicable law, Simple Software Development LLC, its directors, officers, members, employees, agents, contractors, and affiliates shall not be liable for indirect, incidental, special, punitive, exemplary, or consequential loss arising from the use of Edminhub, including loss of data, loss of profits, business interruption, reputational harm, regulatory penalties, school-level misuse, or claims arising from the school's own use, misuse, configuration, or administration of the platform.

Nothing in this Privacy Policy is intended to expand Simple Software Development LLC's liability beyond the limits agreed in the applicable SaaS Subscription Agreement, Data Processing Agreement, or other written contract with the school.

Edminhub is designed to support responsible school administration and privacy-aware data processing.

Simple Software Development LLC aims to align Edminhub with recognised good practices in information security, privacy, and child data protection. However, unless specifically stated in writing, Edminhub should not be interpreted as certified under ISO/IEC 27001, ISO 9001, SOC 2, Cyber Essentials, POPIA, GDPR, COPPA, or any other formal certification or regulatory approval scheme.

The school remains responsible for determining whether Edminhub is suitable for its own legal, regulatory, educational, and operational requirements.

Simple Software Development LLC may update this Privacy Policy from time to time to reflect changes in Edminhub, legal requirements, operational practices, security improvements, or service documentation.

Where material changes are made, Simple Software Development LLC may notify schools through appropriate channels, such as email, platform notice, or updated documentation.

Continued use of Edminhub after the effective date of an updated Privacy Policy may be treated as acceptance of the updated Privacy Policy, subject to the terms of the applicable agreement with the school.

Questions about this Privacy Policy, privacy practices, data protection, or security may be directed to: