Privacy Policy

Last updated: 11 September 2026

This Privacy Policy explains how EduLink Kenya, developed and maintained by WamuTech Systems ("we", "us"), collects, uses and protects information when a college or university ("Institution") and its staff and students use the EduLink Kenya platform (the "System").

1. Who this applies to

An Institution that subscribes to EduLink Kenya is the data controller for its own staff and student records. WamuTech Systems acts as a data processor, hosting and operating the System on the Institution's behalf.

2. Information we collect

• Institution data: programs, semesters, units, fee structures.
• Staff data: names, roles, contact details, payroll and attendance records entered by HR.
• Student data: registration details, fee balances and payment history, marks, grades, transcripts, exam submissions and attendance.
• Usage data: login activity, device and browser information, used for security and support.
• Contact requests: details submitted through the demo booking form or WhatsApp, such as name, institution and phone number.

3. How we use information

• To operate fee, results, HR, examination, e-learning and finance modules as configured by the Institution.
• To generate transcripts, exam cards, payslips and financial reports.
• To secure accounts, prevent fraud, and maintain audit trails of who recorded or changed a record.
• To respond to demo requests and support enquiries.

4. Third-party services

Depending on the modules an Institution activates, data may be processed by:

• Moodle and BigBlueButton - for e-learning and virtual classes.
• WhatsApp - only when a visitor chooses to start a chat with us.
• Payment channels (e.g. M-Pesa, bank) used by the Institution to record and reconcile fee payments.

We do not sell personal data to third parties.

5. Data retention

Academic and financial records are retained for as long as the Institution's subscription is active, and afterwards only as required by Kenyan law or the Institution's own retention policy. An Institution may request export or deletion of its data on termination of service, subject to statutory record-keeping obligations (e.g. TVET-CDACC reporting).

6. Data security

We apply role-based access control so staff only see the modules their role requires, encrypted connections (HTTPS), and regular backups. No online system can be guaranteed 100% secure, and we encourage Institutions to enforce strong passwords and review staff access periodically.

7. Your rights

Students and staff who wish to access, correct or query their own records should contact their Institution's administrator, who can action requests directly in the System. Institutions may contact us for assistance with data export or deletion.

8. Changes to this policy

We may update this policy as the System evolves. Material changes will be reflected by updating the "Last updated" date above.

9. Contact us

Questions about this policy can be sent to info.edulink@wamutech.co.ke or P.O. Box 020-Kijabe.