Last Updated: May 22, 2026
Stately Technologies ("we", "our", or "us") operates the Stellar Education Management System (EMS) platform, including our website at stellareducation.net and our respective portals. We are committed to protecting the privacy, confidentiality, and security of the personal data of school administrators, teachers, staff, accountants, guardians, parents, and students.
This Privacy Policy outlines how we collect, process, store, and protect information in strict accordance with Ghana's Data Protection Act, 2012 (Act 843). By using Stellar EMS, you agree to the collection and use of information in accordance with this policy.
1. Information We Collect
Stellar EMS acts as a Data Processor on behalf of educational institutions (schools), who act as the Data Controllers. We process personal and academic information strictly under the instruction of the school administrators. The types of data collected include:
- Institutional Data: School name, address, contact details, registration documents, and structural parameters (academic terms, classrooms, grading scales).
- Administrator & Staff Data: Full name, phone number, email address, job title, and system log details.
- Student Records: Full name, date of birth, gender, enrollment number, photograph, class assignment, continuous assessments, grades, and daily attendance logs.
- Guardian & Parent Data: Full name, phone number, email address, billing address, relationships to students, and configuration details for SMS alerts.
- Billing & Account Ledger Data: Invoices, payment transaction logs, mobile money (MoMo) or card payment receipts, fee statements, and balance ledgers. We do not store full bank or card payment numbers directly; all payment requests are routed securely via PCI-DSS compliant third-party gateways in Ghana.
2. How We Use Your Information
We process information to deliver the Stellar EMS software services effectively, specifically to:
- Enable administrators, teachers, and accountants to manage student lists, attendance records, exam results, and fee accounts.
- Generate GES-compliant terminal report cards, continuous assessments, and administrative summaries.
- Send automated SMS notifications and portal alerts to parents regarding school announcements, fee due-dates, grades, and attendance updates.
- Verify identity and authenticate user access across the specific school, teacher, and parent portals.
- Monitor, maintain, secure, and improve the system speed, functionality, and overall page experience.
3. Legal Basis for Processing
Under Ghana's Data Protection Act, 2012, we process data based on:
- Contractual Performance: Processing is required to perform the software contract signed with the subscribing educational institution.
- Legitimate Interests: To operate the platform securely, prevent fraud, run backups, and provide technical support to active portal users.
- Consent: Subscribing schools warrant that they have secured necessary consent from parents/guardians before entering student or guardian details into the system.
4. Data Security and Storage
The security of your school's data is of paramount importance to us. We employ state-of-the-art administrative, physical, and technical measures to protect sensitive data against unauthorized access, loss, or alteration. These measures include:
- Encrypted data transmission using HTTPS protocols.
- Strict role-based access control inside the software application, ensuring teachers only see designated classes and accountants only access fee ledgers.
- Automated daily off-site cloud backups to guarantee full data recovery in the event of hardware failure.
- Hosting within secure, resilient cloud data centers with restricted physical and environmental security controls.
5. Data Retention
We retain personal data only for as long as the subscribing school maintains an active subscription with Stellar EMS. Upon termination of a school’s service contract, we will delete or return all student, staff, and financial records within ninety (90) days, unless retaining it is required under Ghanaian financial audit laws or statutory limitations.
6. User Rights
Under Act 843, data subjects (or their parents/guardians if minors) have specific rights regarding their personal data, including the right to:
- Request access to, correction of, or deletion of their personal data stored in the system.
- Object to or restrict the processing of their data.
- Withdraw consent at any time for non-essential features (e.g. promotional newsletters).
Because Stately Technologies operates as a processor, individuals wishing to exercise these rights should contact their respective school's administrative office first. We will fully assist the school in answering such inquiries.
7. Contact Us
If you have any questions or concerns regarding this Privacy Policy or our data protection protocols, please contact our Data Protection Officer at:
Stately Technologies
49 Norley ST, GA-195-9400, North Dzorwulu, Accra, Ghana
Phone: +233 (0) 247-246-6934
Email: info@stellareducation.net