Privacy Policy

1. Introduction

MilikiHub ("MilikiHub", "we", "us", "our") provides a school management platform that helps schools in Kenya manage homework, attendance, fees, safety alerts, and communication between schools, teachers, parents, and students (the "Service"). This Privacy Policy explains what personal data we collect, how we use it, and the rights you have over it. It applies to visitors of our website and to schools, teachers, parents, and students who use the Service.

We process personal data in accordance with Kenya's Data Protection Act, 2019 and its regulations.

2. Who Controls Your Data

For most student, teacher, and parent data entered into MilikiHub, the school that manages the account decides what data is collected and why (the school acts as "data controller"). MilikiHub acts as a "data processor," processing that data on the school's instructions. For account holders who deal with us directly — such as school administrators who sign up for MilikiHub, or visitors who contact us through our website — MilikiHub acts as the data controller.

If you are a parent, teacher, or student and have questions about your school's specific use of your data, please contact your school first. If you're unsure who to contact, reach out to us at support@milikihub.com and we'll help direct your query.

3. Information We Collect

• Account and profile information — name, email address, phone number, role (school admin, teacher, parent, student), and school affiliation.
• School and student records — information schools choose to record in MilikiHub, which may include attendance records, homework assignments and submissions, fee structures, and fee payment status (see Section 4 below on how fee payments work).
• Subscription billing information — when a school subscribes to a paid MilikiHub plan, our payment gateway, IntaSend, collects the billing details needed to process that subscription payment (see Section 4).
• Communications — messages sent through our contact form, support requests, and correspondence with us.
• Usage and technical data — log data, device and browser information, IP address, and cookies used to operate and improve the website (see Section 10).

4. How Money Actually Moves — What MilikiHub Does and Doesn't Handle

This is important, so we're stating it plainly: MilikiHub does not process, receive, or hold school fee payments made by parents.

School fees are paid directly by parents to the school — typically by M-Pesa or another method the school arranges — entirely outside the MilikiHub platform. A school may choose to log a fee structure and record a reference (such as an M-Pesa transaction code) that a parent has submitted to confirm payment. MilikiHub only stores that reference and status as a record the school has entered; at no point does MilikiHub receive, transmit, hold, or have access to the underlying funds. Reconciling and confirming that a payment was genuinely received is the school's responsibility, not MilikiHub's.

Separately, schools pay MilikiHub a subscription fee to use the platform itself. That payment is processed through our third-party payment gateway, IntaSend, under its own security and compliance standards; we do not store full card or mobile money PIN details on our own servers. This subscription relationship is the only payment flow MilikiHub is actually part of.

5. Children's Data

Some of the people whose data appears in MilikiHub — students — are minors. Schools are responsible for obtaining any parental consent required by law before enrolling a student's data into the Service, and for ensuring only data necessary for school administration is entered. We do not knowingly collect data directly from children outside a school's use of the Service, and we do not use children's data for advertising or marketing.

6. How We Use Information

We use the information we collect to provide, maintain, and improve the Service; create and manage accounts and authenticate logins; process subscription payments and send billing communications to schools; respond to support requests; send service-related notices, including safety alerts a school chooses to send; monitor and secure the Service, including through audit logs; and comply with legal obligations.

7. Legal Basis for Processing

Depending on the context, we process personal data based on performance of a contract (providing the Service to a subscribing school), consent (where applicable), legitimate interests (such as securing our systems), and compliance with legal obligations.

8. How We Share Information, and Who Can See It

We do not sell personal data, and we do not share a school's data with other schools. A school's data is only accessible to that school's own authorized users. Within MilikiHub, a limited number of authorized platform administrators may access account data where necessary for customer support, security investigations, or to keep the Service running — this access is logged and governed by confidentiality obligations, not open to the public or to other schools.

We may also share information with service providers who help us operate the platform (such as hosting providers and our subscription payment gateway, IntaSend) under confidentiality and data protection obligations, with authorities where required by law, and with a successor entity in the event of a merger or acquisition, subject to this Policy continuing to apply.

9. Data Retention

We retain personal data for as long as an account remains active, and for a reasonable period afterward to comply with legal, accounting, or reporting obligations and to resolve disputes. Schools may request deletion of their data in line with their agreement with us and applicable law.

10. Cookies

Our website uses cookies to keep you signed in, remember preferences such as light or dark mode, and understand how the site is used. You can control cookies through your browser settings; disabling some may affect how the Service works.

11. Data Security

We use technical and organizational measures — including encrypted connections, access controls, and audit logging — designed to protect personal data and keep each school's data isolated from other schools. No system is completely secure, and we cannot guarantee absolute security.

12. Your Rights

Under the Data Protection Act, 2019, you have the right to be informed of the use of your data, access the data we hold about you, request correction of inaccurate data, request deletion subject to legal exceptions, object to or restrict certain processing, and lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya. To exercise these rights, contact support@milikihub.com, or your school directly if it holds the data as controller.

13. International Data Transfers

If we or our service providers process or store data outside Kenya, we take steps to ensure it receives a comparable level of protection, consistent with the Data Protection Act, 2019.

14. Changes to This Policy

We may update this Privacy Policy from time to time, posting the updated version here with a new "Last updated" date. Significant changes will be communicated to schools where appropriate.

15. Contact Us

Questions about this Privacy Policy can be sent to support@milikihub.com or through our Contact page.