Your school trusts us with its learners’ records. This page sets out, plainly, what ShuleDesk holds, who can see it, where it goes and what we will never do with it — under Kenya’s Data Protection Act, 2019.
Last updated 29 September 2026
Your school is the data controller: it decides which learners and staff are recorded and why. ShuleDesk is the data processor: we hold and work with that data only to run the service for your school, and only on your school’s instructions.
This page describes how ShuleDesk works. Where your school has a written agreement with ShuleDesk, that agreement is what binds us.
Only what running the school’s teaching and records needs:
Staff
Name, email, phone (optional), role, and the classes and subjects each teacher takes.
Learners
Admission number, names, gender, class and roll number. Date of birth and a guardian’s name and phone only if the school provides them.
Attendance and marks
The daily register, assessment marks, grades and the report cards built from them.
Teaching work
Schemes of work and what has been ticked, reflections, and documents teachers draft and export.
The school
Name, logo, motto, contacts, terms and the timetable of who teaches what.
Dates of birth are accepted only in full (YYYY-MM-DD), because a date like 03/04/2011 reads as March on one system and April on another — and a birth date recorded wrong stays wrong.
Staff accounts are created by the school, never by self-registration, and each person sees only what their role needs.
Submitted marks are locked, so a figure on the principal’s dashboard cannot quietly change afterwards.
Two features use an AI model, and both are for staff only. The model is Claude, provided by Anthropic and reached over its business API. Anthropic is based in the United States, so what these features send leaves Kenya. Under Anthropic’s commercial terms, what we send is not used to train its models.
AI Teacher Assist
Drafts lesson plans, notes and assessments.
Sends
The curriculum framework, the grade, subject and topic, which lessons have been ticked, and whatever the teacher types into the request.
Ask ShuleDesk
Answers the principal’s questions about the school.
Sends
The school’s name, subject and class averages, attendance and coverage figures, and the names of teachers beside the coverage of their classes.
Neither sends learner records. No learner’s name, admission number, date of birth, guardian contact or individual mark is included. We ask teachers not to type learners’ names into a request, as anything typed there is sent. The model is also instructed never to judge an individual teacher’s competence or conduct.
Every draft is checked and edited by a teacher before it is used. Nothing the AI writes reaches a learner on its own.
While your school uses ShuleDesk, records are kept from year to year, because a report card, a transfer or a KCSE entry needs a learner’s history. A learner who leaves can be marked as transferred or graduated rather than erased, so past results still read correctly.
If your school stops using ShuleDesk, on the school’s written instruction we will give you a copy of its records and then delete them. A school’s learner records are deleted together with the school.
A parent or learner who wants to see, correct or remove their information should ask the school, which is the controller of that data. The principal or school admin can correct a learner’s record directly in ShuleDesk. For anything more, we will help the school respond. If a request reaches us directly, we pass it to the school.
If we become aware that your school’s data has been accessed or disclosed without authority, we will tell the school without delay and, where we reasonably can, within 48 hours, as section 43 of the Data Protection Act requires. We will say what happened, what data was affected and what we are doing about it, so the school can meet its own duty to notify the Data Commissioner and anyone affected.
For any question about how ShuleDesk handles your school’s data, ask your ShuleDesk contact, or get in touch.