Privacy Policy

Effective date: August 10, 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, 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.

If your question concerns information entered by a school, please contact that school 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.

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.

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.

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.