Privacy Policy

School Information:

• School name, address, contact details, EMIS number
• Principal and administrator names and contact information
• Subscription and billing information
• Bank details for reconciliation purposes (stored only in your account)

Student and Parent Information (provided by the school):

• Student names, grades, and contact details
• Parent/guardian names, email addresses, and phone numbers
• ID numbers used for WhatsApp bot verification
• Fee payment history and outstanding balances
• Academic records if the academic module is enabled

Technical Information:

• IP addresses and browser/device information for security purposes
• Usage logs and activity history within the platform
• WhatsApp interaction timestamps and message logs

We use the information collected solely for the purposes of providing the MasterFees service:

• Processing and managing school fee invoices and payments
• Sending automated notifications (email, SMS, WhatsApp) to parents on behalf of the school
• Reconciling payments against bank statements
• Generating financial reports and dashboards
• Verifying parent identities through the WhatsApp bot
• Providing customer support and platform updates
• Improving the platform through anonymised usage analytics

We do not use personal data for advertising, sell data to third parties, or use it for any purpose beyond operating the platform.

Data used in WhatsApp messaging:

• Phone numbers (to route messages)
• Parent/student first names (personalisation)
• Fee amounts and payment status (notification content)
• Message delivery timestamps

Consent and Opt-In: WhatsApp messages are only sent to parents who have explicitly opted in by interacting with the school's WhatsApp bot and confirming consent. Opt-in records are stored with a timestamp.

Opt-Out: Any recipient may opt out at any time by replying STOP to any WhatsApp message. We immediately record this preference and no further messages are sent to that number. Schools can also manage opt-in/opt-out preferences via the admin dashboard.

Data shared with Meta: Message content and phone numbers are processed through Meta's API infrastructure for delivery. We do not control Meta's internal data handling. Please review Meta's Privacy Policy for details.

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS/HTTPS) and at rest.
• Access Control: Role-based access ensures staff members can only access data relevant to their function.
• Authentication: Secure login with email verification and optional two-factor authentication.
• Backups: Regular automated backups with point-in-time recovery capability.
• Auditing: All administrative actions are logged with timestamps and user attribution.

While we take all reasonable precautions, no online service is 100% secure. We will notify affected schools promptly in the event of a data breach as required by POPIA.

As a data subject under South African law, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal information (subject to legal retention requirements).
• Objection: Object to the processing of your personal information.
• Portability: Request your data in a portable format.
• Complaint: Lodge a complaint with the Information Regulator of South Africa at www.justice.gov.za/inforeg.

To exercise any of these rights, contact us at Support@Masterfees.com.

We retain personal information for as long as necessary to provide the service and meet legal obligations:

• Active subscription data: Retained for the duration of the subscription.
• Financial records: Retained for 5 years as required by South African tax law.
• WhatsApp opt-in records: Retained for 2 years as evidence of consent.
• Activity logs: Retained for 12 months.

Upon cancellation of a subscription, schools may export their data within 30 days. After that, data is permanently deleted unless retention is required by law.

We use the following third-party services to operate the platform. Each has its own privacy policy:

Our platform stores student records including minors. This data is provided by and managed by the school as the data controller. We do not directly collect data from children. Schools are responsible for ensuring appropriate consent has been obtained from parents or guardians for the storage of minor's data.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via an in-platform notice at least 14 days before the changes take effect. Continued use of the platform after the effective date constitutes acceptance.

For privacy-related questions, requests, or complaints:

You may also contact the Information Regulator of South Africa:
Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za