Privacy Policy

1. Who is responsible for your information

TriedSM is operated by Tried Smart Solutions, a member of the Vihlix Group, based in Ntinda, Kampala, Uganda.

For information a school enters and manages in TriedSM, the school generally decides why and how that information is used, and TriedSM processes it to provide the platform. For information we collect for our own administration—such as enquiries, account administration, security and support—Tried Smart Solutions is responsible for that processing. Questions can be sent to [email protected].

2. Information we collect

The information we handle depends on the TriedSM features your school enables and how you interact with the platform. It may include:

• Identity and contact details, such as names, email addresses, telephone numbers, photographs, dates of birth and school identifiers.
• School and account details, such as school, role, class, admission number, staff assignment, permissions and login credentials.
• Academic and learner records, including attendance, assessments, marks, report cards, assignments, learning activity, teacher comments and curriculum records.
• Administrative and financial records, including enrolment, fee structures, invoices, payment and reconciliation records, inventory and communications.
• Parent, guardian and emergency-contact details supplied by a school or authorised user.
• Technical and usage information, including device and browser information, IP address, sign-in history, audit logs, error records and feature activity.
• Enquiry and support information you provide when contacting us, requesting a demo or asking for assistance.

3. How we receive information

We receive information directly from you, from the school or organisation that provides your account, from authorised staff and guardians, and from integrations a school chooses to connect. We also collect limited technical information automatically when the platform is used.

4. Why we use information

• To create and administer accounts, authenticate users and apply role-based access controls.
• To provide school administration, learning, assessment, attendance, fees, reporting, communication, inventory and analytics features.
• To provide support, onboarding, data migration, training and service communications.
• To secure the platform, prevent misuse, investigate incidents and maintain audit records.
• To monitor reliability, fix errors and improve platform performance and usability.
• To meet contractual, regulatory and legal obligations and respond to lawful requests.
• To send marketing communications where permitted; you may ask us to stop these at any time.

5. Lawful grounds

We process personal information with consent where consent is required, to perform contracts and provide the requested service, to comply with legal obligations, and for legitimate operational and security purposes where those interests do not override individual rights. A school is responsible for identifying the lawful grounds for the school records it directs us to process.

6. Children and student information

TriedSM is used by schools and may contain information about children. Schools and authorised guardians are responsible for providing appropriate notices and obtaining any consent or other authority required before student information is added to the platform. Student accounts must be issued and supervised through the school. We do not knowingly use student records for unrelated advertising.

7. When information is shared

We do not sell personal information. We may share it only as needed with:

• The school that manages the relevant account and authorised users acting within their assigned permissions.
• Service providers that support hosting, storage, security, communications, payments, analytics and customer support under appropriate obligations.
• Third-party services a school deliberately enables, subject to that provider’s own terms and privacy practices.
• Professional advisers, regulators, courts, law-enforcement bodies or other parties when disclosure is legally required or necessary to protect rights and safety.
• A successor or transaction party if our business is reorganised, merged or transferred, subject to appropriate confidentiality and legal safeguards.

8. Storage and international processing

Information may be processed using service providers located in or outside Uganda. Where information is processed outside Uganda, we take steps intended to ensure that the transfer and protection of the information comply with applicable requirements.

9. Retention

We retain information only for as long as needed to provide the service, meet the school’s documented requirements, preserve legitimate school and audit records, resolve disputes and comply with law. Retention periods vary by record type. When information is no longer required, we delete, de-identify or securely archive it as appropriate. Schools may have separate legal duties to retain education and financial records.

10. Security

We use administrative, technical and organisational safeguards designed to protect information, including access controls, account authentication, logging, backups and measures appropriate to the nature of the information. No online system can guarantee absolute security. Users must protect their credentials, use only their own account and promptly report suspected unauthorised access.

11. Your choices and rights

Subject to applicable law, you may have the right to:

• Ask whether your personal information is being processed and request access to it.
• Ask for inaccurate or incomplete information to be corrected.
• Object to or ask us to restrict certain processing, or withdraw consent where processing relies on consent.
• Ask for information to be deleted or blocked where the law permits.
• Raise a concern with the Personal Data Protection Office in Uganda.

12. How to make a request

If your information is managed by a school, contact the school first because it controls the relevant school record. You may also email [email protected]. We may need to verify your identity and consult the school before acting on a request. A parent or guardian may make an appropriate request concerning a child.

13. Cookies and local storage

TriedSM may use cookies, browser storage and similar technologies needed to keep you signed in, remember preferences, secure sessions and understand service performance. You can control these through your browser, but blocking essential storage may prevent parts of the platform from working.

14. Changes to this policy

We may update this policy when the platform, our practices or legal requirements change. We will publish the revised policy here and change the effective date. Where an update materially affects how information is handled, we will provide additional notice where reasonably possible or legally required.

15. Contact us

For privacy questions, requests or complaints, email [email protected] or write to Tried Smart Solutions, Ntinda, Kampala, Uganda.