1. Who we are
ClarityBase (“ClarityBase”, “we”, “us”, “our”) provides a multi-persona operations platform used by schools and modern organizations for student, staff and parent management, attendance, exams, fees, communication and access control. Our website is claritybase.io and our application is available at app.claritybase.io.
For information collected through the ClarityBase platform, the school or organization that engages ClarityBase (the “Customer”) is the data controller and ClarityBase acts as the data processor. For information collected on our marketing website or when you contact us directly, ClarityBase is the controller.
2. Information we collect
2.1 Information you provide
- Account information — name, email address, password (stored hashed), phone number, profile photo, role and organization affiliation.
- School records — where you are enrolled, taught or work: student and staff records, classes, timetables, attendance, exam results, fee records, guardianship relationships, and related metadata provided by your school.
- Communications — messages, notices, comments and attachments you exchange through the platform, and the content of emails you send us.
- Payments — for paid plans, billing contact and payment references. Card and bank data is handled by our payment processors; we do not store full card numbers.
2.2 Information collected automatically
- Device and log data — IP address, browser type and version, operating system, device identifiers, referring URLs, pages viewed, timestamps, and diagnostic information such as crash logs.
- Usage data — features you use, actions you take, and error events, used to operate, secure and improve the service.
- Cookies and similar technologies — see Section 11.
2.3 Information from third parties
When your school connects a third-party service (for example a single sign-on provider), we may receive account identifiers and the profile details you consented to share.
3. How we use information
We use information to:
- Provide, operate and maintain the ClarityBase platform.
- Authenticate users, enforce roles and personalize what each user sees.
- Send transactional messages such as invitations, notifications, receipts and security alerts.
- Investigate and prevent fraud, abuse and security incidents.
- Measure and improve the reliability, performance and design of the service.
- Comply with legal obligations, respond to lawful requests, and enforce our terms.
We do not sell personal information, and we do not use school, student or parent data to train third-party advertising models.
4. Legal bases for processing
Where the EU/UK GDPR or an equivalent regime applies, we rely on the following legal bases:
- Contract — to deliver the service you or your school signed up for.
- Legitimate interests — to operate, secure, and improve the service, and to communicate with customers.
- Legal obligation — to comply with laws that apply to us.
- Consent — where required, for example for optional cookies or specific communications; you can withdraw consent at any time.
5. How we share information
We share information only in the ways described below:
- Within your organization. Your data is visible to users of your organization according to the roles and relationships configured by your Customer — for example, a teacher's classes, or a parent's linked wards.
- Service providers. We use vetted vendors for cloud hosting, email delivery, payments, error monitoring and analytics. They may process information on our behalf under written data-processing terms.
- Legal and safety. We may disclose information when we believe in good faith it is required by law, or to protect the rights, safety or property of ClarityBase, our customers, or the public.
- Business transfers. If we are involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction, subject to the protections of this policy.
6. Children and student data
ClarityBase is designed for use by schools, which may include students under the age of 18. We process student data solely on behalf of the school (the Customer) and in accordance with the school's instructions and applicable law.
We do not require students to create accounts directly with ClarityBase, do not target advertising to children, and do not knowingly collect information from children outside a school engagement. If you believe a child has provided personal information to us without appropriate authorization, contact us at privacy@claritybase.io and we will delete it.
7. Data retention
We retain personal information for as long as the school's account is active or as needed to provide the service. When a school ends its subscription, we delete or anonymize account and content data within a reasonable period, typically no later than 90 days, unless a longer retention period is required by law or agreed with the Customer.
8. Security
We use technical and organizational measures designed to protect personal information, including encryption in transit and at rest, role-based access controls, tenant isolation, least-privilege administration, background checks for staff with production access, monitoring, and regular backups. No method of transmission or storage is 100% secure; if we become aware of a security incident affecting your information, we will notify affected parties as required by law.
9. Your rights and choices
Depending on where you live, you may have the right to:
- Access the personal information we hold about you.
- Ask us to correct information that is inaccurate or incomplete.
- Ask us to delete or restrict processing of your information.
- Object to certain processing, or withdraw consent where processing is based on consent.
- Receive a copy of your information in a portable format.
- Lodge a complaint with your local data-protection authority.
If you are a user of a school that uses ClarityBase, please raise data requests with your school first — they control the records and are usually best placed to act. If you cannot reach your school or need our help, email privacy@claritybase.io.
10. International transfers
ClarityBase operates from Nigeria and uses cloud infrastructure that may store or process data in other countries. Where we transfer information across borders, we rely on lawful transfer mechanisms, including data-processing terms with appropriate safeguards, and take reasonable steps to protect it in line with this policy.
11. Cookies and similar technologies
We use a small number of cookies and similar technologies:
- Strictly necessary — to keep you signed in, remember your preferences and secure the service (for example CSRF protection).
- Analytics — to understand how the platform is used so we can improve it. We use privacy-respecting analytics and do not sell this information.
You can control cookies through your browser settings. Blocking strictly necessary cookies may prevent parts of the service from working.
12. Third-party services
The service may link to or integrate with third-party sites and services (for example payment processors, email delivery, storage). Their handling of your information is governed by their own privacy policies, which we encourage you to read.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date above and, for material changes, notify you through the service or by email before the changes take effect.
14. How to contact us
Questions or requests about this policy or your information can be sent to:
- Email: privacy@claritybase.io
- General enquiries: hello@claritybase.io
- Postal: ClarityBase, Enugu, Nigeria