Privacy policy
UG-EDIS school management system and Android app · Last updated 14 October 2026
UG-EDIS is a school management system used by schools in Uganda. Each school decides who gets a login and what is recorded about its learners and staff. The school is responsible for that data. UG-EDIS runs the system for the school and only uses the data to provide it.
What is stored
- Learners: name, admission number, sex, date of birth, class and stream, guardian name and phone number, attendance, marks and report cards, fee payments and balances, discipline and boarding records, and sickbay visits.
- Staff: name, phone number, email, role, and the payroll details the school enters (salary, PAYE, NSSF and IPPS numbers). National ID numbers are stored encrypted.
- Parents and learners with a login: phone number or email, and a password, which is stored only as a one-way hash.
- Security records: sign-in times, the device's IP address and an audit trail of changes, kept to protect accounts and to show who changed what.
The Android app keeps a copy of recently viewed screens and any entries made while offline on the phone, so it can work without a network and send them later. It does not use the phone's location, contacts, camera, microphone or advertising ID, and it contains no advertising or analytics tools.
Who can see it
Each school's data is kept apart from every other school's. Inside a school, each role sees only what its work needs: for example, sickbay records are limited to the head teacher and nurse, and a parent sees only their own children. Data is not sold and is not used for advertising. It is shared outside the school only if the school turns on a service that needs it (for example an SMS provider to send messages to guardians), or when the law requires it.
How it is protected
All traffic uses HTTPS. Passwords are hashed, sign-in attempts are rate limited, platform administrators must use two-step sign-in (any user can turn it on), and every request is checked against the user's role and school.
How long it is kept
Records are kept while the school uses UG-EDIS. The school decides how long learner and staff records are kept and can ask for them to be deleted.
Your rights
Under Uganda's Data Protection and Privacy Act, 2019 you can ask to see the data held about you, to have it corrected, or to have it deleted. Ask your school's head teacher first, since the school holds the records. To delete a login, see Delete my account.
Children
Learner accounts are created by the school, not by children themselves, and are used for schoolwork, attendance, results and fees. Parents can ask the school to remove a child's login at any time.