What we hold, who can see it, and why it stays yours.
PromeCynEd holds information about children. This page sets out plainly what the system stores, who has access to it, and the commitments we make to the schools that trust us with it.
Last updated: [DATE]
Our role and yours
Your school decides what information goes into PromeCynEd and who at the school may see it. We provide and maintain the software that holds it. In practical terms, the school is the custodian of the records and we are the service provider.
That distinction matters. It means decisions about a particular child's record — what is recorded, who is given an account, whether something should be corrected — rest with the school, not with us.
What we collect
PromeCynEd stores the information a school needs to run its academic year. Depending on what your school chooses to record, this includes:
About students:
- Name, date of birth, sex and province
- Student ID number and class or grade placement
- A photograph, where the school uploads one
- Contact details such as an email address or phone number, where provided
- Assessment marks, grades and teacher comments
- Attendance records, including whether an absence was sick, permitted or unspecified
- Behaviour and conduct observations recorded by teachers
- School fee balances and payment records
- Documents uploaded in support of an absence or a payment, such as a medical certificate or a deposit slip
About staff: name, title, username, contact address, role, account status, and a signature image where uploaded.
Automatically, as the system is used: a record of significant changes to school records — who made the change, when, what it changed from and to, and the network address and device the change came from. This is the audit log described on our Security page.
We do not collect information for advertising, we do not build profiles for marketing, and we do not track users across other websites.
Why we hold it
Every category above exists to make the school's own work possible: enrolling students, recording attendance, assessing progress, producing report cards, managing fees, and giving parents visibility of their own child.
We also hold it to keep the service running and accountable — that means backups so records can be recovered, and audit logs so a school can see who changed what.
Who can see it
Access is controlled by role, and each role has a separate portal. Nobody is given access simply for being a member of staff.
| Role | What they can see |
|---|---|
| School admin | School-wide oversight — staff accounts, audit history, backups, analytics and school settings. |
| Coordinator | Enrolment and academic setup — students, classes, subjects, teacher assignments and fees. |
| Teacher | Their own classes and the students in them — marks, attendance, behaviour and comments. |
| Student & parent | That child's own record only — assessment, attendance and fees. Nothing about any other child. |
On our side, access to a school's data is limited to the people who need it to operate and support the service, and it is not used for any purpose other than providing support to that school.
Report card comments and AI
PromeCynEd includes an optional feature that helps teachers draft report card comments. When a teacher chooses to use it, some information about that student is sent to an external AI service (OpenAI) so a draft comment can be generated.
The information sent is: the student's name, gender, class, reporting period, overall average and their grades by subject. The teacher then reviews, edits and approves the wording before it appears on a report card — the system does not publish AI-generated text on its own.
Schools should be aware of this. It is the only point at which student information leaves our systems and reaches another company. If your school would prefer this feature not to be used, tell us and it can be left switched off — teachers can write comments themselves as they always have.
Other services we use
Besides the AI feature above, we use a small number of services to operate PromeCynEd:
- Hosting. Our servers, which hold your school's database and uploaded files.
- Email delivery. Used to send system messages such as password reset instructions. This means an email address and the message content pass through the email provider.
We do not sell your school's data, and we do not share it with anyone else except where we are required to by law.
Where it's stored
PromeCynEd runs on a secure cloud server, and connections to it are encrypted. Each school's records are held in their own separate database — your school's data is not mixed with another school's.
Backups run automatically every night and are kept for 90 days. Passwords are never stored in a readable form.
How long we keep it
Student records are kept for as long as your school needs them. Schools generally need to retain academic records well beyond a student's time at the school, and it is the school that decides when a record should be removed.
Backups are kept for 90 days, after which older ones are deleted automatically.
If your school ends its use of PromeCynEd, we will provide a full copy of your data and then remove it from our systems on your instruction.
Your data is yours
The records your school creates in PromeCynEd belong to your school. We make three commitments about this:
- You can export it at any time — for your own records, reporting, or peace of mind.
- You take it with you if you leave — a full copy, in a usable form.
- We do not sell it or share it — your students' information is not a product.
Requests about a child's data
If you are a parent or guardian and you want to see what is held about your child, or believe something is wrong and should be corrected, contact your child's school first. The school holds the relationship with you, knows your child's circumstances, and can view and correct the record directly.
Where a school asks us to help with such a request, we will support them. We are generally not able to act on a request from a parent directly, because we cannot verify who is entitled to see a particular child's record — the school can.
A note on children
PromeCynEd exists to hold information about school-age children, and that shapes how we build it. Student and parent accounts are issued by the school rather than created by families themselves, an account can only ever see its own child's record, and the app collects nothing beyond what the school has entered.
We do not use children's information for advertising, and we do not use it to train AI models.
Changes to this page
If we change how PromeCynEd handles information, we will update this page and change the date at the top. Where a change is significant, we will tell the schools using the system rather than relying on them to notice.
Contact us
If you have a question about anything on this page, or your school needs something in writing for its own records, get in touch:
PromeCyn Tech
Waigani, Port Moresby, NCD, Papua New Guinea
info@promecyn.net
7248 2398 / 8302 5068
Questions your ICT team needs answered?
Bring them to a demo. We'd rather answer directly than have you guess from a policy page.