Privacy Policy

Protime School

Effective Date: November 3, 2026

1. Introduction

Welcome to Protime School.

At Protime School, we are committed to protecting the privacy, confidentiality, and security of our students, parents, guardians, teachers, and staff.

Our school uses the HAGBA Electronic School Management System to manage academic activities, student records, attendance, examinations, communications, and other school-related services.

This Privacy Policy explains how we collect, use, manage, share, and protect personal information through our educational services and the HAGBA platform.

2. Information We Collect

Depending on your relationship with our school, we may collect and process the following information.

Student Information

• Full name and student identification number

• Date of birth

• Profile photograph

• Class, grade, and academic year

• Enrollment information

• Attendance and absence records

• Examination results and grades

• Assignments and academic progress

• Transportation assignments

• Relevant student support information

Parent and Guardian Information

• Full name

• Phone number and email address

• Relationship to the student

• Emergency contact information

• Authorized student account relationships

• School-related communication records

Teacher and Staff Information

• Full name and contact details

• Job title and assigned responsibilities

• Teaching schedules

• Employment-related school records

• Staff attendance and leave information

• Account access and permissions

Financial Information

• Tuition and school fees

• Payment records and outstanding balances

• Applicable discounts

• Billing and transaction information

Technical Information

When using our school services through HAGBA, certain technical information may be processed, including device information, login activity, IP addresses, and diagnostic records.

3. How We Use Your Information

We use personal information to:

• Register and manage student enrollment.

• Organize classes and academic schedules.

• Record and monitor attendance.

• Manage examinations, assignments, and grades.

• Communicate with parents and guardians.

• Share announcements and school updates.

• Manage tuition and financial records.

• Coordinate school transportation.

• Support student safety and educational needs.

• Maintain accurate school records.

• Meet applicable legal and educational requirements.

4. Children's Privacy

Protecting children's information is particularly important to our school.

We limit access to student records to authorized individuals with legitimate educational, administrative, or safeguarding responsibilities.

Parents and legal guardians may access information concerning students linked to their accounts, subject to school authorization and applicable law.

We will obtain required notices, permissions, or parental consent where legally necessary.

5. Use of the HAGBA Platform

Protime School uses HAGBA as a technology service provider to support its electronic school operations.

Our school generally determines which student and school records are collected and who is authorized to access them.

HAGBA processes information as needed to provide its contracted services, subject to its applicable privacy commitments and agreements with our school.

Use of HAGBA does not remove our school's responsibilities to protect educational information.

6. Information Sharing

Personal information may be shared with:

• Authorized teachers and school administrators

• Parents or legal guardians with appropriate access

• School staff responsible for relevant services

• Authorized transportation personnel when necessary

• HAGBA and contracted technical service providers

• Public authorities when legally required

We do not authorize the sale of student personal information for independent commercial advertising.

7. Data Security

We take reasonable administrative and technical measures to protect school records and personal information.

These measures include appropriate access permissions, account security procedures, and confidentiality requirements.

Users are responsible for protecting their login credentials and reporting suspected unauthorized access.

No electronic system can guarantee absolute security.

8. Data Retention

We retain information for as long as necessary to fulfill legitimate educational, operational, contractual, and legal requirements.

Certain academic, attendance, enrollment, or financial records may need to be retained after a student leaves the school or an account is deactivated.

9. Your Privacy Rights

Subject to applicable law, students, parents, guardians, and employees may request:

• Access to eligible personal information.

• Correction of inaccurate records.

• Deletion of information where legally permitted.

• Information about how personal data is used.

• Withdrawal of consent where applicable.

Requests concerning official school records may be subject to educational and legal retention requirements.

10. Account Deletion

Users may request the closure of their school-linked HAGBA account by contacting Protime School.

We may coordinate with HAGBA to process the request.

Closing a platform account does not necessarily delete official student, financial, or employment records that the school is required or permitted to retain.

11. Changes to This Policy

We may update this Privacy Policy as school services, technology, or legal requirements change.

Material updates will be communicated through appropriate school channels.

12. Contact Information

For privacy questions or requests, contact:

Protime School

Email: [email protected]

Website: https://protime.com

Location: As Sulaymaniyah, Kurdistan Region, Iraq