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Privacy Policy

Last Updated: July 16, 2025

Welcome to Openfield Nucleus ("we," "us," or "our"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our educational platform (the "Service"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Service depends on the content and materials you use, and the actions you take, and includes:

a. Personal Data You Provide to Us

We collect personal information that you voluntarily provide to us when you register on the Service, express an interest in obtaining information about us or our products and services, when you participate in activities on the Service (such as posting messages in forums, uploading content, or responding to surveys) or otherwise when you contact us.

The personal information that we collect depends on the context of your interactions with us and the Service, the choices you make and the products and features you use. The personal information we collect may include the following:

  • Account Information: Name, email address, password, user role (student, teacher, admin, parent), school affiliation, grade level, subjects taught/taken.
  • User Content: Any content you create, share, or post on the Service, such as lesson plans, quiz answers, forum messages, assignments, and feedback.
  • School Information (for Admins): School name, location, type, and other details provided during onboarding or settings configuration.
  • Payment Information (for Parents/Guardians or applicable users): If payment features are used, we may collect payment data, such as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument. All payment data is stored by our payment processor.

b. Information Collected Automatically

When you access the Service, we may automatically collect certain information about your device and usage of the Service. This information may include:

  • Log and Usage Data: IP address, browser type, operating system, access times, pages viewed, and your activity on the Service.
  • Device Data: Information about your computer or mobile device, such as your device ID, model, and manufacturer.
  • Cookies and Similar Technologies: We may use cookies and similar tracking technologies to collect and store your information.

c. Information from Educational Institutions

If you are a student or teacher, your educational institution may provide us with information about you, such as your name, email address, class rosters, and course information, to facilitate your use of the Service. We process this information under the direction of your institution.

2. How We Use Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the Service to:

  • Create and manage your account.
  • Provide, operate, and maintain the Service.
  • Personalize and improve your experience on the Service.
  • Enable user-to-user communications (e.g., forums, messaging).
  • Process payments and manage billing.
  • Send you administrative information, such as updates to our terms, conditions, and policies.
  • Respond to your comments and questions and provide customer support.
  • Monitor and analyze usage and trends to improve the Service.
  • Ensure the security of our Service, including preventing fraud and abuse.
  • Comply with legal obligations and enforce our terms.
  • For educational purposes, such as providing feedback, grading, and tracking academic progress (as directed by the educational institution).

3. How We Share Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

  • Within Your School Ecosystem: Information such as your name, role, and content you create (e.g., forum posts, grades you assign if you are a teacher) will be visible to other authorized users within your school's instance of Openfield Nucleus as appropriate for their roles (e.g., teachers see student submissions, students see teacher announcements).
  • With Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work (e.g., cloud hosting, payment processing, data analytics).
  • By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.
  • Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • With Your Consent: We may disclose your personal information for any other purpose with your consent.

We do not sell your personal information to third parties.

4. Data Security

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

5. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by your educational institution, and to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

6. Children's Privacy (FERPA and COPPA Considerations)

Our Service is intended for use by educational institutions, which may include students under the age of 13. We are committed to complying with the Children's Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA).

Educational institutions are responsible for obtaining any necessary parental consent for students to use the Service. We collect and use student information solely for educational purposes as directed by the school. We do not use student data for targeted advertising or build profiles for commercial purposes not related to the provision of the Service.

Parents and legal guardians of students using our Service through their school can contact the school to review, correct, or request deletion of their child's personal information.

7. Your Rights

Depending on your location and subject to applicable law, you may have the following rights regarding your personal information:

  • The right to access – You have the right to request copies of your personal data.
  • The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
  • The right to erasure – You have the right to request that we erase your personal data, under certain conditions. (Note: For student data, such requests are typically managed through the educational institution).
  • The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
  • The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
  • The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise these rights, please contact us using the contact information below. If you are a student or parent, please direct your requests through your educational institution.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Openfield Nucleus Support
Email: admin@openfieldnucleus.com
Phone: +254793956682 / +254701923219