- Your school adds you to KD Essence. The school decides what records it keeps, and KD Essence runs the system for the school.
- We collect only what the school needs: names, school records, attendance and gate scans, fees, and sign-in details for your devices.
- We never sell personal data, show adverts or send SMS text messages.
- You can delete your account in the app, on the web at https://app.kdessence.com/account/delete, or by emailing contacts@kdessence.com.
1. Who we are
KD Essence provides a school management platform used by schools. It includes the website at app.kdessence.com and the KD Essence apps (together, "the service").
Each school that uses the service controls its own school records and decides why they are kept (the school is the "data controller"). KD Essence handles those records only to run the service for the school (we are the school's "data processor"). For your sign-in account and app devices, KD Essence is responsible.
Contact us at contacts@kdessence.com, or write to KD Essence, 23 Winfunke Crescent, Ahmadiyya, Lagos, Nigeria.
2. What we collect
| Student and parent names and accounts | Name, email address, phone number, role (student, parent, teacher, admin or checker), student or staff ID, profile photo, preferred language, and which parent is linked to which child. Passwords are stored only in a scrambled (hashed) form. |
|---|---|
| School records | What the school records about pupils: class, date of birth, gender, lessons, assignments, exercises and tests, scores, report cards and teachers' remarks, timetables, notices, and messages sent inside the service. Some schools also record health details (for example allergies, blood group, genotype and sick bay visits), plus who may collect a child. |
| Attendance and gate scans | Class attendance, and the date and time an ID card or pickup code is scanned at the school gate, hostel gate or school bus. |
| Fees and payments | Fee bills, invoices, payments and receipts, bank transfer proofs you upload, and canteen wallet top-ups and purchases. Card payments go straight to Paystack: we never see or store card details. |
| Device and sign-in information | For each device you sign in on: the device name, platform (for example Android or Windows), app version, a push notification token and when it was last used. We also keep a sign-in token, stored only in a scrambled (hashed) form. When you ask to delete your account we record the IP address the request came from. The school's activity log records actions taken in the school, such as who changed a record. |
The apps do not track your location. A school admin can pin the school's location on a map, for weather alerts; only that pin is saved.
3. How we use it
- To run the service for your school: showing lessons, results, attendance, timetables, fees and messages to the right people.
- To send you emails and push notifications about your school (for example a new result, a notice or a fee reminder). You can turn notifications off in your settings or on your device.
- To keep the service secure: signing you in, stopping misuse, and fixing problems the school reports to us.
We do not use your data for advertising and we do not build marketing profiles.
4. Children's data
- Most pupils are children. Pupil accounts are created by the school. Children cannot sign up by themselves, and the apps have no public sign-up.
- Each person sees only what their role allows. Parents see their own children only, and students see their own record only. Teachers see the pupils in the classes and subjects they teach, and see only a short health warning (for example "Severe allergy"), not the full health record.
- The school decides what it records about a child and must have a lawful reason to do so. Parents can see and manage consents for their child, and can ask for a copy, a correction or deletion through the school's Trust Centre, or through us.
- We never sell children's data, never show them adverts, and never share their data for marketing.
5. Who we share it with
Only with the services needed to run KD Essence, and only the minimum each one needs:
| Hostinger | Hosts the service and sends our emails: the name and email address of the person an email goes to, and the message. |
|---|---|
| Push services (Google Firebase, Apple, Mozilla) | Deliver notifications: the notification title and short text, sent to the device that switched notifications on. |
| Paystack | Online fee and canteen payments, for schools that use them: the payer's email address and the amount paid. |
| Groq and Google Gemini (AI) | Help mark typed answers, suggest practice topics and tidy teachers' observation notes. No pupil names are sent. Parents can object to AI marking. |
Your school may also choose to share records itself, for example with its school group, in a government census return, or with another system it connects using its own keys. The school's Trust Centre shows what it shares. We will also disclose data if the law requires it.
We do not sell personal data.
6. No SMS
KD Essence does not send SMS text messages. We contact you by email and by notifications in the app or browser.
7. How long we keep it
- School records are kept while your school uses the service, or until the school erases them.
- App sign-ins end when you sign out, or after 365 days. Push notification tokens are removed when you sign out of that device.
- Links to school videos and files that the app receives stop working after 2 hours.
8. Deleting your account
You can ask for your account to be deleted in any of these ways:
- In the app: use the Delete account option in your account settings.
- On the web: go to https://app.kdessence.com/account/delete.
- By email: write to contacts@kdessence.com from the email address on your account.
What happens next:
- We record your request and sign you out on every device straight away.
- Your school's data protection admin and KD Essence support are told.
- The school then completes the deletion. Schools are given 30 days to answer, unless the school has set a different time between 7 and 90 days.
- For a pupil, deletion removes the name, photo, contact and health details, pickup and transport details, and parent links.
- The school keeps results and welfare and behaviour records, under a reference number instead of the pupil's name. Schools need these, for example to confirm a printed report card.
9. Your rights
You can ask to see your data, get a copy, correct it, delete it, or object to how it is used (for example to AI marking). Ask your school, or email us at contacts@kdessence.com and we will help. You also have the right to complain to the Nigeria Data Protection Commission.
10. Security
The service uses encrypted connections (HTTPS) and scrambled (hashed) passwords and sign-in tokens. Access is limited by role, and an activity log records changes. Each school's data is kept apart from every other school's.
11. Changes
If we change this policy we will update the date at the top of this page. We will tell schools about important changes before they take effect.