Who we are
MySchoolPortal runs MySchoolPortal (https://myschoolportal.org), a school management platform for schools in Ghana. This policy explains what personal data the platform holds, why, who it is shared with, and the rights people have over it under the Data Protection Act, 2012 (Act 843).
Each school decides what it records about its learners, parents and staff, and is responsible for that data as its controller. MySchoolPortal processes it on the school's behalf and only on its instructions. For tutors, parents booking tutoring, buyers of homework helper questions and visitors to this website, MySchoolPortal is the controller.
What we hold
- School staff: name, contact details, role, staff records the school keeps, such as qualifications, NTC licence, GES staff ID and uploaded documents, and sign-in activity.
- Learners: name, admission number, date of birth, gender, photo, class, attendance, homework, scores, report cards, and any notes the school adds, such as medical or accessibility needs.
- Parents and guardians: name, phone number, email, relationship to the learner, messages with the school, and fee payments.
- Admission applicants: the child's details, the parent's contact details, and documents uploaded with the application, such as a birth certificate.
- Tutors: application details, NTC licence, Ghana Card and police report where given, availability, bookings, ratings and payout details.
- Payments: amounts, dates, receipts and payment references. Card and Mobile Money details are entered on Paystack and never reach our servers.
- Conversations: messages between parents and teachers, homework helper chats, and website chats.
- Technical data: IP address, browser, sign-in times and an activity log of changes, kept for security.
- Online exams and tutor quizzes: answers and marks, and for exams a record of each time a learner leaves the exam page, which the teacher sees.
How we use it
- To run the platform for each school: records, attendance, results, report cards, online exams, fees, library, live classes and messages.
- To send SMS and email that schools and users switch on, such as receipts, absence alerts, report card notices and password codes.
- To take payments and keep financial records.
- To check tutors before they are listed, to offer paid tutor requests to suitable free tutors, and to manage bookings, refunds and payouts.
- To keep accounts secure, investigate misuse, and answer support requests.
We do not sell personal data, and we do not use it for advertising.
Children
Most learners are under 18. Their records are created by their school, which is responsible for having the right to record them and for informing parents. Parents see their ward's records only after the school confirms the link. Learners' homework helper conversations can be read by their teachers and school administrator, and messages that suggest a learner may be unsafe are flagged to the school.
Data outside Ghana
The servers are in the European Union, and some of the services above are in the United States or elsewhere. We use providers that protect personal data to a standard at least equal to Act 843.
How long we keep it
School data is kept while the school uses MySchoolPortal. A school can download its records at any time. When a school closes its account, we delete or anonymise its data within 90 days, except payment records, which we keep for six years for tax and audit purposes. Website chats are deleted one year after the last message.
Your rights
Under Act 843 you can ask to see the personal data held about you, to have it corrected or deleted, and to object to its use. Where the data is held by your school, ask the school first; we will help it respond. You can also complain to the Data Protection Commission of Ghana.
Parents and tutors who opened their own account can delete it at any time from inside the portal. See https://myschoolportal.org/delete-account for the steps and for what is kept.
Security
Connections use HTTPS. Passwords are stored as one-way hashes and service keys are encrypted. Each person sees only what their role allows, and changes to important records are logged. No system is perfectly secure; if we learn of a breach that affects your data, we will tell the school and the Data Protection Commission as the law requires.
Changes and contact
We will post any change to this policy here with a new date, and tell schools of significant changes. To ask about this, email support@myschoolportal.org, or call +233549151522.
Data protection registration
BG INTERNET SERVICES is the data controller for MySchoolPortal and is registered with the Data Protection Commission of Ghana under the Data Protection Act, 2012 (Act 843).
- Registration ID: DPC-2026-AAABDE
- Registration serial: REG-2026-AAAAEG
- Privacy seal: DPC-PSVS-2026-00112, checkable on the Commission's website
If you believe your personal data has been handled wrongly, contact us first. You can also complain to the Data Protection Commission, Ghana.
