Figbloom Back to home

Privacy Policy

Last updated: October 28, 2026

This Privacy Policy explains how Figbloom Digital Group ("Figbloom", "We", "Us", "Our") collects, uses, shares and protects personal information in BloomEd, Our school management system (the "Service"). The Service includes the website at schoolmanagement.figbloom.org, the web consoles for schools, organisations, staff, parents and learners, the parent, learner and driver mobile app, and the teacher mobile app.

We wrote this policy with the Kenya Data Protection Act, 2019 and its regulations in mind. Where another country's law applies to You, We follow that law as well.

1. Who is responsible for your data

BloomEd is used by schools and by organisations that run several schools. Each school decides which learners, parents, guardians and staff to enrol and what records to keep. For that information the school is the data controller, and Figbloom is its data processor: We store and process the school's records on its behalf, following its instructions and this policy.

Figbloom is the data controller for information We collect for Our own purposes. This includes school administrators who contact Us or sign up, people who request a demo through Our website, billing records for schools' subscriptions, and the security and usage logs We use to run the Service.

If You are a parent, learner or staff member, Your school is usually the best first contact for questions about Your records. You can always contact Us as well (see Contact us), and We will pass Your request to the right school where needed.

2. Information we collect

Which of the following We hold depends on the features a school uses and Your role.

Health information, children's data and precise location are sensitive. We handle them only for the purposes described here, and only users whose role needs them can see them.

3. Learner accounts and children's data

BloomEd is a school platform, so it holds information about children. We do not collect this information from children directly for Our own purposes. Schools provide it, and they are responsible for having a lawful basis, including parental or guardian consent where the law requires it.

• How learners sign in. A learner cannot create their own account. The school creates it and gives the learner a login ID (for example "ST-0001") and a one-time password, which must be changed at first sign-in. Learners do not need an email address or phone number.
• What learners can see. A learner sees their own timetable, work, results and class material, and nothing about other learners beyond what is shared with the class.
• Parents and guardians. Parents and guardians get their own accounts, also created by the school, and see only their own children's records.
• The AI study helper. The study helper is available to a learner only if the school turns it on. The school can make it available to every learner or only to learners whose parent or guardian has opted in. See Bloom.
• No advertising. We do not show advertising to learners, build marketing profiles of children, or sell children's data.

If You are a parent or guardian and have a concern about Your child's information, contact Your child's school or Us.

Health details and consent

Sharing a child's health details is optional. The school uses them only to know which activities the child can take part in, what they can eat, and what to do in an emergency, for example by keeping the right medicine or emergency kit to hand.

• Consent comes first. The Service does not let anyone save health details until a parent or guardian has agreed, either in their app or on a signed consent form that the school records (with who signed it and the date).
• Saying no is fine. If You choose not to share, Your child is treated exactly the same.
• You can change Your mind. A parent or guardian can withdraw consent at any time in their app, or by asking the school. Withdrawing deletes the health details straight away. The emergency contact and family doctor are kept, because they are contact details, not health details.
• Who can see them. School staff who need them, such as the nurse, the office, and teachers who see an allergy alert on their class list. The decision itself (who agreed, how and when) is visible to the child's parents and guardians and to the school office and nurse.
• Details from before consent was asked for. Where a school saved health details before this consent step existed, the child's parents and guardians are asked to agree or delete them.

4. How we use information

• To provide the Service: sign-in, attendance, gradebooks, CBE and course results, exams, report cards, fees, timetables, transport, messaging, calls, health records and the other features a school turns on.
• To share live bus locations and arrival times with parents and school staff while a trip is in progress.
• To send notifications: push notifications, sign-in details for new accounts, password resets, and service messages by email.
• To process payments of school fees, and to bill schools and organisations for their subscriptions.
• To give schools insight into their own data, such as performance and attendance charts. These are built from the school's own records and shown only to that school.
• To keep the Service secure: keeping each school's data separate, enforcing roles, preventing fraud and abuse, and keeping audit logs.
• To support schools and fix problems, and to improve the Service using aggregated or de-identified usage information.
• To comply with the law and respond to lawful requests.
• To tell school administrators about the Service, such as product updates, new features and offers. We send marketing only where the law allows, and You can opt out at any time. We never send marketing to learners.

Depending on the purpose, We rely on: performing Our contract with the school (and through it, with You); the school's lawful basis as controller; Our legitimate interests in running and securing the Service; legal obligations; or Your consent where consent is required. You can withdraw consent at any time without affecting earlier processing.

We do not sell personal information and We do not use it for advertising.

5. Bloom, our AI assistant

Bloom helps teachers and administrators draft comments, report cards and other content, answers questions in Bloom chat, imports exam papers, and offers a study helper for learners. Bloom is available only at schools that have turned AI on.

• What is sent. Only what the task needs. For example, report-card drafting receives a learner's first name and results, never their admission number or surname. Files attached to a chat question are read for that question and are not stored.
• Who processes it. Requests go from Our servers to an AI model provider, currently OpenAI or Anthropic. Under their API terms, these providers do not use API data to train their models, and they keep it only for a limited time for abuse monitoring.
• What We keep. For each request We keep a usage record (who made it, the task, and how much it used) to apply the school's limits. We do not keep the prompt or the reply. Your Bloom chat history is saved in Your account so You can return to it, and You can delete it. Exam papers uploaded for import are deleted once they have been read.
• Web search. In Bloom chat, and only if the school allows it and You turn it on, Bloom may search the web to answer a question.
• A person decides. Bloom's drafts are shown to a person to review and edit. Nothing Bloom writes is saved or sent automatically, and Bloom does not make decisions about learners.
• The study helper does not accept files, and it is switched off while the learner has an exam open or in progress.

6. Google services

Some features use Google APIs. When they run, Google receives the data needed for the request, along with Your IP address and browser details, and processes it under the Google Privacy Policy.

Google user data (Google Drive)

When You connect Google Drive, We request only the drive.file permission. This lets the Service see and change only the files You pick from Drive or create from Bloom, not the rest of Your Drive. We use this access only to save the content You choose and to read the files You attach. The connection exists only in Your browser session. We do not store Your Google access token on Our servers, and We do not keep copies of Your Drive files, except the text of an attached file, which is sent to Bloom for that one question. You can remove access at any time in Your Google Account settings.

BloomEd's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, We do not sell it, We do not let people read it except with Your permission or for security or legal reasons, and We do not use it to train AI models.

7. Other service providers

We use the following providers to run the Service. Each one receives only the information it needs, under a contract that requires it to protect that information.

If We add or change a provider that processes personal information, We will update this list.

8. Analytics, cookies and browser storage

Analytics

• School analytics. The Service shows schools charts of their own data, such as learner progress, results distributions and attendance trends. These are built from the school's own records and visible only to authorised users at that school or organisation.
• Service analytics. We use server logs, error reports, AI usage records and aggregated usage counts to understand how the Service is used, plan capacity and fix problems. Where We can, We aggregate or de-identify this data.
• No third-party trackers today. We do not currently use third-party web analytics or advertising trackers. If We add a web analytics tool, such as Google Analytics, We will name it here before it goes live and ask for Your consent where the law requires it.

Cookies and browser storage

We keep the browser data the Service needs to work to a minimum:

• Necessary: Your sign-in session, kept in Your browser's local storage so You stay signed in. Signing out removes it.
• Preferences: settings such as accessibility options and the last map view, kept in local storage on Your device.

We do not use advertising cookies. Google's servers may set or read their own cookies when the Service loads Google Maps, Google Fonts or Google sign-in. You can clear or block site data in Your browser settings, but You will then need to sign in again and some features may not work.

9. Subscriptions and payments

School subscriptions

Schools and organisations pay for BloomEd through a subscription plan, which may start with a free trial and renews on a set date. For billing We keep the school or organisation's name, its plan and price, trial and renewal dates, its invoices and payment records, and the details of the people who manage its account. We use this information to bill the school, provide the features of its plan, and keep financial records as the law requires.

Fees and add-ons paid by families

Parents can pay school fees through the Service using M-Pesa. Some optional features may come with a charge that the school adds to the learner's fee account. For example, if a school charges for the AI study helper, the charge is added when a parent opts in. We keep a record of each opt-in and charge so the school's fee records stay accurate.

Future subscription models

We plan to offer more ways to pay for BloomEd in future. These may include different school plans, paid add-on features, and subscriptions that parents, guardians or other individual users pay for directly. If We launch these:

• We will collect only the billing information the subscription needs, such as the payer's name, contact details, plan, payment history and payment reference.
• Payments will go through regulated payment providers, such as M-Pesa or a card processor. We will not store full card numbers.
• We will update this policy, naming any new payment provider, before the new model goes live.
• Paying for a subscription will never require learners to share more information than the Service already needs.

10. Who can see what

Each school's data is kept separate from every other school's. Within a school, access depends on role:

• A parent or guardian sees their own children's records and fee balances.
• A learner sees their own records and class material.
• A teacher sees the classes, learners and subjects they are assigned to.
• A driver sees their assigned trips and the riders and stops on them.
• Administrators and staff see the areas their role and permissions allow. Health and visitor records are limited to the staff who need them.
• An organisation that runs several schools sees the member schools' information that it is allowed to manage.
• Figbloom staff access school data only as needed to operate and support the Service. Support sessions where Our staff act inside a school's account are logged.

We share personal information outside the Service only:

• with the service providers listed above, to run the Service;
• when the law requires it, or in response to a valid request from a court or public authority;
• to protect the rights, property or safety of users, the public or Figbloom, or to investigate wrongdoing in connection with the Service;
• in a merger, acquisition or sale of assets. If that happens, We will give notice before Your information becomes subject to a different privacy policy;
• with Your consent, or on the instructions of Your school.

11. How long we keep information

• School records (including learner, health, transport and fee records): for as long as the school uses the Service, and afterwards for up to 12 months so the school can request an export, unless the school asks Us to delete them sooner or the law requires Us to keep them longer. A school can also delete or archive individual records itself.
• Health details: while consent stands. When a parent or guardian withdraws consent, they are deleted straight away. A record of the decision (who, how and when, never the details themselves) is kept with the school's records.
• Learners who leave a school are archived rather than deleted, so their academic and fee records are kept for the school's records.
• User accounts: for as long as the account is active, plus up to 24 months after it is closed, to resolve disputes or follow-up questions.
• Bus location history: kept with the school's trip records while the school uses the Service. Schools can ask Us to delete it sooner.
• Bloom: We do not keep prompts or replies. Usage records are kept with the school's account. Chat history is kept until You delete it or Your account is closed.
• Subscription and payment records: as long as tax and accounting laws require, usually 7 years in Kenya.
• Support correspondence: up to 24 months after the request is closed.
• Server logs and usage data: up to 24 months, or longer only where needed for security, fraud prevention or legal reasons.
• Website enquiries: up to 24 months, unless the school becomes a customer.

When a retention period ends, We delete the information or make it anonymous. Copies in encrypted backups are deleted on Our normal backup schedule and are restored only for security, disaster recovery or legal reasons.

12. Where data is stored

Our service providers store and process the Service's data on servers that may be outside Kenya. When We transfer personal information out of Kenya, We do it as the Data Protection Act allows: to providers that give appropriate safeguards for its security and confidentiality, under contracts that require them to protect it.

13. Security

We protect information with encryption in transit, row-level access controls that keep each school's data separate and limit each role to its own records, hashed passwords, one-time passwords that must be changed at first sign-in, restricted API keys, and audit logs of sensitive actions. No method of transmission or storage is completely secure, so We cannot guarantee absolute security. If a breach affects Your personal information, We will notify the school, the Data Commissioner and, where required, You, as the law requires.

14. Your rights

Under the Kenya Data Protection Act, 2019, and other laws that may apply to You, You have the right to:

• be told how Your personal information is used;
• access the personal information held about You;
• have inaccurate information corrected, and information that is false or misleading deleted;
• object to the processing of all or part of Your information, including for direct marketing;
• receive Your information in a portable format;
• withdraw consent where processing relies on it.

Parents and guardians can exercise these rights on behalf of their children. Because schools control their own records, We may pass Your request to Your school, or ask the school to confirm it, before acting on it. We will respond within the time the law allows. Some records, such as fee and academic records, may need to be kept to meet a legal obligation or the school's legitimate needs.

If You are not satisfied with how We handle Your request, You may complain to the Office of the Data Protection Commissioner.

15. Changes to this policy

We may update this policy, for example when We add a feature, a service provider or a subscription model. We will change the "Last updated" date at the top. If a change is significant, We will tell schools by email or with a notice in the Service before it takes effect.

16. Contact us

For questions about this policy or to make a privacy request, contact:

• Figbloom Digital Group, SMK Business Center, 3rd Floor, Enterprise Road, Nairobi, Kenya
• Email: support@figbloom.org