Your data, in plain words.

1. Account and registration data

To create a school on the hosted portal, we collect: the school name, a chosen address (subdomain), and the administrator’s first name, last name, email and password. The password is stored only as a hash (bcrypt in EduPort, PBKDF2 in RetailFlow), never as plain text. There is a hidden field on the form that exists purely to catch bots.

Registration always happens against the hosted service, because that database is the only place that can decide whether an address like greenfield.chikwo.com is still free. So the school’s identity and its owner’s admin account exist on our cloud from sign-up, on every plan.

2. Marketing contact form

When someone uses the enquiry form on this site, we store their name, email, optional phone, the product they asked about, an optional organisation, the message itself, a one-word category, and a truncated hash of their IP address (not the raw IP). The form is protected by Cloudflare Turnstile, a robot check. No advertising trackers are involved.

3. Cloud sync of school records

When EduPort is online and sync is running, it uploads the tenant’s records to the cloud database and pulls down what changed elsewhere. The records that move are the tables the app keeps: the school profile and its media (including student photos), users and their Staff, Parent and Student accounts, guardian links, student profiles and medical fields, attendance, results and reports, fee types, invoices, payments, receipts and credits, exam questions and attempts, e-learning materials, notifications and circulars. The one table a device never uploads is its own billing row, so a school cannot edit its own invoice.

Sync is two-way whenever it runs: edits you make locally go up, and changes made on the hosted portal come down. It is not restricted to one direction on any plan; the difference between plans is which features are unlocked and the number of students you may keep, not whether records can reach the cloud. Read the EduPort page for the plan limits.

When the same record was changed in two places, the app resolves it by timestamp: a copy with no pending local edit simply takes the newer cloud version, and where both sides edited it, the version whose edit is strictly newer wins. Ties go to the cloud. This is a last-write-wins merge, so two people editing one record at once is a case to avoid.

4. Diagnostics and audit logs

EduPort keeps an append-only activity log. Every sign-in writes a LOGIN event that records the user’s email and role, the tenant, the time, and the client IP taken from the request header. Changes to records write the old and new values so a school can see who changed what. Viewing that log is a paid feature, but the events themselves are always recorded.

For billing, our systems keep the Paystack identifiers that let an event find the right tenant — customer code, subscription code and email token — and a ledger of billing events with the outcome. RetailFlow’s hosted service stores device records: a stable machine identifier you supply, the store it belongs to, a label, a last-seen time, and a hashed device token.

5. Support conversations

If you write to us or message on WhatsApp, we keep that conversation so we can help you. That is ordinary correspondence, not a product feature.

6. Billing

Chikwo holds your plan, billing cycle, whether you are in trial, grace or frozen, and your Paystack codes. We do not hold your card number. Card and bank details are entered on Paystack’s own checkout page and go straight to Paystack.