Privacy Policy

Effective date: September 24, 2026

This Privacy Policy explains how Pexiko ("Pexiko", "we", "us", or "our"), a school management platform provided by Solentik, handles personal information when schools, school staff, parents, guardians, students, and other authorized users access our website, school desk, parent portal, Pexiko Assess, and related services (collectively, the "Services").

Pexiko is designed for use by schools. A school generally determines why and how student, parent, guardian, and staff information is entered and used. For that school-controlled information, the school is the data controller and Pexiko processes the information on the school's behalf. Pexiko may separately act as a controller for information needed to operate accounts, provide support, secure the platform, administer subscriptions, and comply with law.

Some Services — in particular Pexiko Assess, our online assessment and events product — are also used by organisations other than schools, and by individuals, in Ghana and other countries. Where an organisation or person uses Pexiko Assess to create a test, survey, form, or event (the "organiser"), that organiser determines what information is collected from candidates, respondents, and attendees, and Pexiko processes it on the organiser's behalf. Section 10 describes Pexiko Assess in more detail.

If your question concerns information entered by a school or another organiser, please contact that school or organiser first. You may also contact Pexiko using the details below.

Depending on the features selected by a school, we may process:

• School information: school name, logo, address, contact details, domain, academic calendar, classes, subjects, fee structures, and subscription details.
• Account information: names, email addresses, phone numbers, roles, permissions, authentication records, and account status for administrators, staff, parents, and guardians.
• Student information: name, admission number, date of birth, gender where supplied, photograph, address, enrollment, class, parent or guardian information, emergency contacts, and school notes.
• Academic records: attendance, subjects, assessments, scores, grades, remarks, report cards, admissions information, and announcements.
• Staff records: contact details, staff number, role, address, emergency contact, status, and school-assigned permissions.
• Financial records: fee categories, student bills, balances, payments, payment references, receipts, invoices, and subscription transactions.
• Communications and files: invitations, OTP messages, password resets, support requests, notices, school logos, photographs, receipts, reports, and uploaded files.
• Technical information: IP address, browser and device information, timestamps, sessions, security events, feature usage, errors, and audit activity.
• Waitlist information: if you ask on our website to be told when Pexiko opens in your country, your name, email address, country, and, if you choose to give them, your school or organisation, role, phone number, and message. We use this only to tell you about Pexiko in your country and to decide which countries to open next, we keep one entry per email address, and we remove you if you reply to any of our emails and ask us to.

Payment card or mobile-money credentials are handled by the relevant payment provider and are not intended to be stored by Pexiko.

Information may come from schools and their authorized users, parents or guardians using the parent portal, service providers supporting the platform, and technologies such as sessions, cookies, logs, and security tools.

We use information to:

• Provide school accounts, user access, permissions, and subscriptions.
• Maintain admissions, student, staff, enrollment, attendance, assessment, grading, remark, fee, and payment records.
• Provide authorized parents and guardians with access to linked student information.
• Generate report cards, receipts, dashboards, school records, and permitted exports.
• Send account, security, billing, academic, fee, and school communications.
• Process and reconcile payments through third-party payment providers.
• Prevent misuse, investigate incidents, maintain audit records, support users, and improve reliability.
• Meet legal, regulatory, accounting, and contractual obligations.

We do not sell personal information or use student records for third-party behavioural advertising.

Where applicable, processing may be based on performance of a contract, compliance with legal obligations, legitimate interests in operating and securing the Services, consent, or another lawful basis available to the school or Pexiko. When we process school-controlled information, we do so under the school's instructions, our agreement with the school, and applicable law.

Pexiko is operated from Ghana and is intended to be used consistently with the Data Protection Act, 2012 (Act 843). Each school remains responsible for its duties concerning education records, children, employment, communications, accuracy, access, and retention, including obtaining any required notices, authority, or consent.

The Services necessarily process information about children and students for legitimate educational administration. Student records must be created, managed, and accessed only by a school, parent, guardian, or other person with appropriate authority. Pexiko does not invite children to create independent general-purpose accounts or use student information for advertising.

A parent, guardian, or eligible student who wishes to access, correct, restrict, or delete a school record should normally contact the relevant school. We will assist the school where required and appropriate.

We may disclose information only as reasonably necessary:

• Within a school, according to school-assigned roles and permissions.
• To authenticated parents or guardians linked to the relevant student.
• To hosting, storage, email, SMS, payment, monitoring, and support providers working for us.
• At the direction of a school or user, including through exports, integrations, payments, and support requests.
• Where required by law or reasonably necessary to protect users, schools, Pexiko, or the public.
• In connection with a merger, financing, reorganization, or transfer of the Services, subject to appropriate safeguards.

Third-party payment and communication providers may process information under their own privacy notices and legal obligations.

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including authenticated sessions, school-scoped access, role and permission controls, and security-relevant activity records. No system is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur.

Schools and users must protect credentials and OTP codes, assign only necessary permissions, promptly remove access for former staff, keep contact details current, and notify us of suspected unauthorized access. Passwords, payment PINs, and other secret credentials must never be placed in support messages or school notes.

School-controlled records are generally retained for the duration of the school's subscription and according to the school's instructions, contractual terms, backup cycles, and legal requirements. Account, billing, security, audit, and support records may be retained as reasonably necessary for legal compliance, fraud prevention, dispute resolution, and enforcement.

Schools on a free trial: if the school does not subscribe to a paid plan by the end of its 30-day trial, the school and its records will be deleted within 14 days after the trial ends. An authorized school administrator may also request deletion of the school and its records from the school's settings at any time during the trial or within those 14 days, and we will begin deleting them once we receive the request.

When deletion is requested or an account ends, information may remain temporarily in backups or where retention is required by law. Schools should export records they are entitled or required to keep before their access ends.

Subject to applicable law, individuals may have rights to request information about processing, access personal information, correct inaccurate information, object to or restrict certain processing, withdraw consent where consent is relied upon, and request deletion.

Requests about school records should be submitted to the school that controls those records. Requests concerning a Pexiko-managed account or our own processing may be submitted to us. We may verify identity and authority before responding. You may also raise a concern with Ghana's Data Protection Commission or another competent regulator.

The Services use cookies or similar technologies needed for sign-in, session continuity, security, preferences, and core functionality. Blocking essential cookies may prevent protected features from working. If optional analytics or marketing technologies are introduced, we will provide any additional notice or choice required by law.

Information may be processed in Ghana and in other countries where our service providers operate. Where required, we use contractual or other safeguards intended to protect information transferred across borders.

Pexiko Assess is our online assessment and events product. Any organisation — a school, tutor, church, training provider, company, or other organiser — or an individual can create an account, in Ghana or another country, to build tests, exams, quizzes, surveys, forms, and events, and to invite others to take part. For the questions, responses, candidates, respondents, attendees, and events an organiser sets up, the organiser is the data controller and Pexiko processes that information on the organiser's behalf. If your question concerns a test, survey, or event you took part in, please contact the organiser that created it first.

Depending on how an organiser configures Pexiko Assess, we may process:

• Organisation and account information: organisation or account name, the organiser's country, email address, and, where provided, phone number, together with authentication, role, and subscription details.
• Content created by the organiser: questions, papers, forms, events, settings, templates, and branding.
• Candidate, respondent, and attendee information: name, email address, phone number, any additional fields the organiser chooses to collect, answers and responses, scores, marks, grades, certificates, event registrations, guest details, tickets, and door check-in records.
• Uploaded files: files submitted as answers or supporting information.
• Integrity information: timing, page-leave counts, live-monitoring activity, and, where enabled, Safe Exam Browser verification.
• Payment records: details of paid tests and paid event tickets, as described below.
• Technical information: IP address, device and browser information, timestamps, security events, and audit activity.

Where an organiser awards certificates or lets a candidate share a result, Pexiko Assess can publish a verification or result page reached through an unguessable link. A certificate verification page shows the candidate's name, the organiser, the test title, the score, and the issue date so an employer or school can confirm it; a shared result page shows the candidate's first name and score. These pages are rate-limited to discourage harvesting and are available only when the organiser has chosen to show results.

Paid tests and paid event tickets are processed through an independent payment provider, in the currency of the organiser's country where we support it (currently Ghana cedis, Nigerian naira, Kenyan shillings, and South African rand); payment card and mobile-money credentials are handled by that provider and are not intended to be stored by Pexiko. A transaction fee applies. Organisers may hold a balance from paid tests and tickets, in their own currency, and request withdrawals, which we review before paying out. To pay an organiser outside Ghana we keep the bank name, account name, and account number the organiser gives us, and we may check them before the first payout. SMS is used only to verify Ghanaian phone numbers; elsewhere we rely on email.

An organiser that tests or registers children is responsible for obtaining any authority or consent required and for using Pexiko Assess only for legitimate purposes. A school linked to Pexiko may let its own students take part using their admission number and date of birth, in which case the school remains the controller of those records.

Pexiko Assess records are generally kept for as long as the organiser's account is active and according to the organiser's instructions and our retention periods. Closed tests with responses that an organiser deletes are held in a recycle bin for about 30 days before permanent deletion; responses left unsubmitted on a pay-to-submit test, and places held for unpaid tickets, are removed after short, fixed periods. Account, payment, security, and audit records may be kept as long as reasonably necessary for legal compliance, fraud prevention, and dispute resolution. The rest of this Policy — including the sections on sharing, security, your rights, cookies, and international processing — applies to Pexiko Assess as well.

We may update this Privacy Policy to reflect changes to the Services, law, or our practices. We will revise the effective date and provide appropriate notice of material changes. Schools should communicate relevant changes to their school communities where required.

For privacy questions or requests, contact Pexiko:

• Email: [email protected]
• Phone: +233572800724
• WhatsApp: Contact support

Please do not include passwords, payment PINs, or unnecessary student information in a support message. You can also review our Terms of Service.