Privacy Policy
Effective 23 October 2026
UBEFU is a school management and online learning platform used by schools and learning organisations. This policy explains what personal information the UBEFU website (ubefu.com), the UBEFU web app and the UBEFU LMS mobile app collect, how we use it, who we share it with, and the choices you have.
1. Who we are and our role
UBEFU (“we”, “us”) runs the platform. You can reach us at hello@ubefu.com.
Most information on UBEFU is added by a school or learning organisation (“your organisation”), for example when a school enrols a student or an organisation admits a learner. For that information, your organisation decides what is collected and why, and we process it on its behalf. If you have a question about a record your organisation holds, please contact them first. We will help them respond.
We are responsible for information we collect for our own purposes, such as messages sent through our contact form and details of schools that sign up.
2. Information we collect
What we hold depends on the features your organisation uses.
- Account details: name, email address, phone number, role, profile photo and password. Passwords are stored only as a one-way hash, never in readable form.
- Student records: name, admission number, date of birth, gender, contact details, address, photo, class, guardian details, attendance, grades, report cards, behaviour records and learning progress.
- Health records (if your school uses them): blood group, genotype, allergies, medical conditions, medications, vaccinations, clinic visits and emergency contacts.
- Online learning activity: applications, course enrolments, assignment submissions and files, grades and feedback, live-class attendance, certificates and which recordings you watched.
- Staff records: employment details, pay and payslips, leave, appraisals and documents.
- Payments: you enter card details on the payment provider's page, so we never receive or store full card numbers. We keep the amount, reference and status of each payment, and the provider's confirmation, which can include the card type, its last four digits and the issuing bank.
- Messages and uploads: messages between staff and parents, support requests, live-class chat, conversations with our AI assistants, and documents you upload such as assignments, CVs and application documents.
- Pickup and transport (if your school uses them): photos and ID documents of people allowed to collect a child, and the location of school buses during trips, shared from the driver's phone. We do not track the location of students or parents.
- Biometric attendance (if your school uses fingerprint, card or face-recognition devices): the identifier or template the device sends for each enrolled person, and clock-in and clock-out times.
- Device and usage information: device type, operating system, browser, app version, push notification token and the days you use the platform. We also record your IP address for some actions, such as submitting an application, sitting an online exam or giving consent on a form.
3. The UBEFU LMS mobile app
The mobile app is for learners, instructors and administrators of learning organisations on UBEFU. You sign in with an account your organisation created. You cannot create an account in the app.
- What it collects: your sign-in details; your name and photo if you change them; files you choose to upload; your support requests; and, for push notifications, a notification token with your device's name, model, operating system version and app version.
- Permissions: the app asks only for permission to send notifications. It does not access your camera, microphone, location or contacts. It reads a file only when you pick one.
- Sign-in security: your sign-in tokens are kept in your device's secure storage (Keychain on iPhone, Keystore on Android).
- No tracking: the app contains no advertising, analytics or crash-reporting tools, and does not track you across other apps or websites.
- Other services: live classes and lesson materials open in your browser or in the relevant app, such as Google Meet. That service's own privacy policy applies there.
You can turn off notifications in the app's settings or in your device's settings at any time.
4. How we use information
- To run the platform: accounts, classes, grades, attendance, fees and records.
- To send the notifications, emails, SMS and WhatsApp messages that you or your organisation have set up.
- To process payments and help schools manage fee reminders, for example by noting whether a family usually pays on time.
- To provide AI features, described below.
- To keep the platform secure, prevent misuse and fix problems.
- To answer support requests.
- To meet our legal obligations.
We do not sell personal information, and we do not show advertising in the mobile app or in the signed-in platform.
5. AI features
Some features use Claude, an AI model made by Anthropic. Only the information each feature needs is sent:
- Report summaries for parents: the student's name, gender, class, subject scores, grades and teacher remarks.
- Early warnings for students who may need help: the student's name, class, and attendance, academic and behaviour indicators.
- Suggested grades for written answers: the question, the marking guide and the answer. The learner's name is not sent.
- Live-class attendance: participant names, email addresses and how long each person attended.
- Assistants and chat: what you type, your first name and role, and details of your courses or school that the assistant looks up to answer you.
Anthropic processes this information to provide the feature. Under its commercial terms, it does not use the information to train its models.
8. Children
Many students on UBEFU are under 18. Student accounts are created by schools and organisations, which are responsible for obtaining any consent needed from parents or guardians. We use children's information only to provide the educational service to their school or organisation, never for advertising.
Parents and guardians can ask the school, or us, to see, correct or delete their child's information.
9. Security
Information travels between your device and our servers over encrypted (HTTPS) connections. Passwords are hashed, staff see only what their role allows, and the mobile app keeps your sign-in in secure storage. No system is perfectly secure; if you think your account has been misused, contact us straight away.
10. How long we keep information
We keep information for as long as your organisation uses UBEFU, unless it deletes the information sooner. When an organisation closes its account or asks us to delete information, we delete it within 30 days, except records the law requires us to keep, such as payment records. Copies in our backups are overwritten within a further 14 days.
11. Your rights
Under the Nigeria Data Protection Act 2023, and other privacy laws that apply to you, you can ask to:
- see the personal information we hold about you;
- correct information that is wrong;
- delete your information;
- limit or object to how we use it;
- receive a copy of it in a common format; and
- withdraw consent, where we rely on your consent.
Email hello@ubefu.com to make a request. If your organisation controls the information, we will pass your request to them and help them respond. You can also complain to the Nigeria Data Protection Commission.
12. Deleting your account
To delete your UBEFU account, including an account you use in the mobile app:
- Email hello@ubefu.com from the email address you sign in with, with the subject “Delete my account”.
- Tell us which school or organisation your account belongs to.
You can also ask your organisation's administrator. We will confirm your request and delete your account and its personal information within 30 days. Your organisation may need to keep some records, such as academic results or payment history, for as long as the law requires.
13. Where information is processed
Our servers and several of our service providers are outside Nigeria, including in the United States. When information is transferred abroad, we rely on our providers' contractual commitments to protect it.
14. Changes to this policy
We may update this policy as UBEFU changes. We will change the effective date above and, for significant changes, tell you in the platform or by email.
15. Contact us
UBEFU, Kaduna, Nigeria
Email: hello@ubefu.com
Phone: 0916 131 1555