CLEAR-ED

Privacy notice

CLEAR-ED is operated by Clear HQ for registered schools in South Africa. This notice describes how we handle information in the staff app (including clear-ed.co.za and our Cloudflare-hosted service).

What we collect

School & staff accounts: names, work emails, school codes, roles, and authentication data.
Children & attendance: names, class assignments, QR identifiers, check-in/out events, and optional photos used in the app.
Care & incidents: notes, templates, and optional photos recorded by staff for school operations.
Parent contacts (optional): email addresses you store for incident notifications. Parents can unsubscribe via a link in those emails.
Billing: billing contact details and subscription status (CLEAR-ED uses manual invoicing; card processors are optional and only if you enable them).
Technical logs: API access, errors, and security events — not sold to third parties.

Why we process it

To run gate and classroom attendance, school administration, parent notifications you choose to send, billing, support, and security — in line with POPIA lawful bases of contract and legitimate interest.

Storage & security

Production data is hosted on Cloudflare (Workers, D1 database, R2 object storage, and related services). Access is limited to your school’s staff accounts and authorised Clear HQ operators for support (including time-boxed support sessions when you request help).

Parent notifications & opt-out

If your school stores a parent email and sends an incident notification, that email includes an unsubscribe link. Opting out stops further CLEAR-ED parent notifications for that contact token. Schools remain responsible for how they communicate with parents outside CLEAR-ED.

Retention

Records are kept while your school has an active subscription and for a reasonable period afterward for legal, safety, and audit purposes (typically up to 36 months unless your contract states otherwise). We do not delete all school data automatically every year. Schools may request export or deletion via team@clear-ed.co.za.

Your rights (POPIA)

You may request access, correction, or deletion of personal information we hold about you or your school. Contact us at team@clear-ed.co.za.

Changes

We may update this notice; the current version is always published at this URL. Also see our Terms of use.