The wording of this notice is still being reviewed.
Who is responsible
Dabokpa Technical Institute is responsible for the information in this notice.
- Address
- P.O. Box 1049, Tamale. Tamale South, Northern Region
- Registration with the Data Protection Commission
- The school hasn't published its Data Protection Commission registration number yet.
- Data protection officer
- The school hasn't published its data protection officer yet.
Who else handles your information
The school uses a platform called Silentech Schools, which Silentech runs for it. In law the school decides how information is used, and Silentech handles it only to run the platform for the school and for nothing else. Silentech does not sell anyone's information.
Things the school only does if you agree
The school asks for your permission for these. You can say no, and you can change your mind at any time. Saying no doesn't change how your child is treated at school.
- Photos at schoolThe school may take photos of your child at school events and keep them in school records.
- Text messages about your childThe school may text you about your child: attendance, results, exeats and notices.
- Name and photo on the school's websiteThe school may put your child's name and photo on its website and notice boards.
- Results used without namesThe school may use your child's results, without their name, to study how classes do.
How long the school keeps it
The school keeps information only as long as it needs it, and some things are deleted automatically. Every period below is a platform default that is still being confirmed unless it says it was approved.
When the school stops using the platform
How long data is kept after the school's agreement ends| What | How long | Status |
|---|
| A school's data stays readable and exportable after its contract ends or payment stops, for | Not decided yet | A platform default, being confirmed. |
| A prepared export can be downloaded for | 7 days | A platform default, being confirmed. |
| A deletion the school asked for in writing runs no sooner than | 7 days | A platform default, being confirmed. |
| Deleted data can remain in the hosting provider's backups for up to | 89 days | A platform default, being confirmed. |
| Deleted data can remain in Silentech's encrypted off-site backups for up to | 35 days | A platform default, being confirmed. |
| Silentech keeps its operators' record of actions on a school (who did what, including the email addresses of the people it invited) for | Not decided yet | A platform default, being confirmed. |
Accounts and sign-in
How long the platform keeps: Accounts and sign-in| What | How long | When it starts |
|---|
| Staff sign-in history (the network address and browser of each sign-in) | 90 days | After the sign-in. |
| A password reset request's record | 7 days | After the request. The link itself works for 30 minutes. |
| An invitation nobody joined with (it holds the invitee's email address) | 365 days | After its link ended or it was withdrawn. |
| Expired staff sessions, one-time codes and sign-in counters | Once expired | Removed by an hourly clean-up as they expire; a counter goes a day after its window began. |
Students and guardians
How long the platform keeps: Students and guardians| What | How long | When it starts |
|---|
| A student's or a guardian's sign-in session | 7 days | After it ended or ran out. |
| The record of a texted sign-in code | 1 day | After the code ran out. The code itself is never stored. |
| A code that links a guardian to a child | 90 days | After it was used, withdrawn or ran out. |
| A student's sign-in history | 365 days | After the sign-in. |
| An import's staging (the uploaded file, its rows and the checks) | 14 days | After the import ended; one nobody finished, 14 days after it was uploaded; one whose adding stopped, 14 days after it last moved. |
| A promotion plan the school discarded, with its rows | 30 days | After it was discarded. A plan that was carried out is history and stays. |
| The key that opens a student's offline copy of a quiz attempt or an assignment draft | A day after the work is handed in, or when the device copies expire | A quiz attempt's copies expire a day after the quiz closes; a draft's a week after the assignment closes (or is due). |
Teaching and assessment
How long the platform keeps: Teaching and assessment| What | How long | When it starts |
|---|
| An access token a roster client was given (the roster API, kept as a hash) | 1 day | After it expired (a token lasts an hour). |
| A question or course package import's staging (what the package held, item by item) | 14 days | After the import ended (added, failed or set aside). One still waiting to be checked or added stays until someone finishes it or discards it. What it added is the school's own record and stays. |
AI help
How long the platform keeps: AI help| What | How long | When it starts |
|---|
| A student's study question, the answer shown and the sources it cited | 90 days | After the question was asked. The record of the request stays (see below). A question that raised a safety alert keeps its words until that alert has been closed for 180 days. |
| The words of an AI draft a teacher asked for (a lesson note, quiz items or remarks) | 30 days | After the teacher took the draft on or set it aside; a draft nobody dealt with, after it was written. What a draft became (a note, a question, a remark) is the school's own record and stays. |
| The note left when a study-help safety alert was closed, and the words of the question that raised it | 180 days | After the alert was closed. An alert that is still open keeps both. |
| A study chat (the record that its questions belong together) | 90 days | After the chat started. |
| The record of an AI request without its words (who asked, when, which helper, how it ended, what it cost), and a closed safety alert's own record | 730 days | After the request was made (a closed alert, after it was closed). The month's total spend is billing and is kept. |
School records
How long the platform keeps: School records| What | How long | When it starts |
|---|
| The details of a discipline incident (what happened and the action taken) | 1 year by default; the school sets 1 to 10 years | After the student was archived. The incident, its category and its day stay, so counts and kinds of incident remain. |
Families and messages
How long the platform keeps: Families and messages| What | How long | When it starts |
|---|
| Family timeline events, and the family messages, deliveries and daily summaries made from them | 400 days | After they were created. An event also stays while a guardian's timeline can still show its day. Pending the owner's answer to S3 question O-6, which may lengthen it. |
Forms
How long the platform keeps: Forms| What | How long | When it starts |
|---|
| A closed round's answers, their files and the list of people asked | 365 days | After the round closed, for every category of form. An anonymous round isn't erased yet. |
| A draft answer nobody touched, with its files | 90 days | After it was last changed. |
| A file that never finished uploading | 24 hours | After the upload began. |
The school's website
How long the platform keeps: The school's website| What | How long | When it starts |
|---|
| An admissions enquiry, once staff closed it | 180 days | After it was closed. |
| Any admissions enquiry, whatever its state | 365 days | After it arrived. |
| A form submission the security check rejected | 24 hours | After it arrived. It is kept only for abuse statistics. |
| The scrambled network address and phone number used to limit repeated questions | 2 days | After its window began. |
Devices
How long the platform keeps: Devices| What | How long | When it starts |
|---|
| The record that a change from a device was received (so a device that sends it again gets the same answer) | 125 days | After the change was received. |
Exports and printed copies
How long the platform keeps: Exports and printed copies| What | How long | When it starts |
|---|
| The file of a form's export | 24 hours | After it was requested. |
| The file of a printed copy of a form response | 24 hours | After it was requested. |
| The file of a roster export for another system | 7 days | After it was requested. |
| The file of a score sheet or gradebook export | 7 days | After it was requested. |
| A teaching or assessment upload nobody stored in time, and its bytes | 24 hours | After it was uploaded. |
Fees and payments
How long the platform keeps: Fees and payments| What | How long | When it starts |
|---|
| The sealed body of a payment gateway's notice (it holds the payer's details); the record that a notice came stays | 90 days | After the notice arrived. |
| The address of a payment's checkout page | 24 hours | After the payment was started. The payment, its receipt and the ledger are the school's records and stay with its account. |
Encrypted backups
How long the platform keeps: Encrypted backups| What | How long | When it starts |
|---|
| Removed or overwritten versions in the encrypted file backup | 35 days | After the nightly backup moves the version under removed/. The current/ mirror remains while the source object exists. Requires provider activation and verification; expiry is asynchronous, and the next successful backup must first observe a source deletion. |
Kept until the school's data is deleted
How long the platform keeps: Kept until the school's data is deleted| What | How long | When it starts |
|---|
| The school's audit log (who did what, and when) | No automatic deletion | Append-only and never edited. It stays while the school uses Silentech Schools, then follows the periods above. |
| The record of each email and text sent (what kind, to whom, when and whether it arrived) | No automatic deletion | Nothing removes a sent message's record yet. |
| The school's own records that no row above covers (students, staff, classes, marks, registers, fees) | No automatic deletion | The school keeps them while it uses Silentech Schools. They leave only when the school removes them or its data is deleted. |
Held by others
How long the platform keeps: Held by others| What | How long | When it starts |
|---|
| If the school turns on AI help: the AI provider's abuse-monitoring logs of requests | Up to 30 days | The provider's published default, to be confirmed in the agreement with it. |
Your rights
You can ask the school to show you the information it holds about you or your child, to correct anything that is wrong, or to stop using your information for something you agreed to. A guardian acts for a student who is a child. Use the data protection contact above, or ask at the school office.
Version 2026-10-v1.