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Privacy Policy

Last updated: 2 November 2026

This Privacy Policy explains how OVEQEN Software Solutions handles personal data when you use this website or OVEQEN SCMS, our school and college management system, including WhatsApp messages sent through it.

1. Data controller

The data controller is OVEQEN Software Solutions:

Schools and colleges that use OVEQEN SCMS decide what information they enter and which messages they send. For that information we act on the school's behalf, and the school remains responsible for its own students, parents and staff.

2. Data we collect

  • School data: institution name, campuses, contact details and subscription details.
  • Staff data: names, contact details, roles, employee records and login details.
  • Student data: names, class and section, attendance, fees, exam results and other academic records entered by the school.
  • Parent and guardian data: names, contact details and their link to a student.
  • WhatsApp data: phone numbers, message content, delivery status, replies and opt-in or opt-out status.
  • Website contact data: the details you include when you contact us. Our contact form opens a draft in your own email app, so we receive only what you choose to send.

3. How we use data

  • To provide, maintain, secure and support OVEQEN SCMS.
  • To let schools manage admissions, attendance, fees, exams and communication.
  • To send WhatsApp messages through Meta's WhatsApp Business Platform on behalf of schools, such as attendance alerts, fee reminders, exam results and announcements.
  • To answer enquiries and manage subscriptions and billing.
  • To meet legal obligations.

4. WhatsApp opt-in and opt-out

How you opt in

Schools must get consent from a parent, guardian or student before sending them WhatsApp messages, for example on an admission form or by written or digital confirmation. By giving the school your WhatsApp number on that basis, you agree to receive school messages on it.

How you opt out

  • Reply STOP to any message from the school's WhatsApp number.OVEQEN SCMS records the opt-out and stops further messages to that number from that school.
  • Reply START to receive messages again.
  • You can also ask your school directly, or contact us at info@oveqen.com.

5. Data sharing

We do not sell personal data. We share it only with:

  • Meta Platforms, as the provider of the WhatsApp Business Platform, to deliver messages. Meta's handling of this data is described in the WhatsApp Business Terms.
  • Hosting and infrastructure providers that store and process data for us under confidentiality obligations.
  • The school that holds the record, and users that school has authorised.
  • Authorities, where the law requires it.

6. Data retention

We keep school data while the school uses OVEQEN SCMS, and for as long as needed to meet legal, accounting and dispute-resolution needs. Ended login sessions and processed WhatsApp delivery events are deleted automatically after 30 days. When data is no longer needed, we delete or anonymise it.

7. Security

We use HTTPS encryption in transit, role-based access controls, per-school and per-campus separation of data, session-based authentication and regular backups. No system is completely secure, so we also ask users to keep their login details private.

8. Your rights

You can ask to access, correct or delete your personal data, or object to its use. Requests about school records can also be made to your school, which may need to keep certain records.

9. Children's data

OVEQEN SCMS holds student records, some of which relate to children. This data is entered by schools and used only for school purposes. WhatsApp messages about students are intended for their parents or guardians.

10. Requesting data deletion

See our Data Deletion page for the steps and expected response time.

11. Cookies

This website does not use advertising or analytics cookies. OVEQEN SCMS uses only the cookies needed to keep you signed in.

12. Changes to this policy

We may update this policy and will change the “Last updated” date above when we do.

13. Contact us