How we look after your school's information.
A clear summary of what we collect, why, who can see it, and the rights you have.
Last updated: May 2026
1. Who we are
HSMS is provided by ApexSphere Holdings (Pvt) Ltd, a company registered in Zimbabwe. When you use HSMS, your school is the controller of the school information it puts into the system, and we are the processor that handles that information on your school's behalf.
2. What we collect
Information your school gives us. Student records (name, class, guardians, contact details, attendance, marks, fees), staff records (name, role, contact, payroll data where applicable), school setup (classes, subjects, terms, fee structures).
Information from users when they sign in. Phone number or email used to sign in, basic device information (so the apps work properly), and a record of significant actions for security and audit.
Information from using the apps. Anonymous usage statistics that help us improve HSMS — which screens are used, how long actions take, where errors happen. We do not use this to build profiles of individuals.
We do not collect more than we need. Where a feature is optional, the data behind it is optional too.
3. Why we collect it
To run HSMS for your school — managing fees, classes, attendance, communication, reports and payroll.
To keep the service secure — detecting unusual sign-ins, preventing abuse, and recovering accounts.
To improve HSMS — using anonymous usage information to find and fix problems.
To talk to schools about their account — account-related notices, support replies, billing and product updates.
4. Who can see your data
Inside your school: only the people your school authorises. The school controls roles and permissions; if you are not given access to a screen, you do not see the data behind it.
Inside our team: a small number of authorised ApexSphere staff, only when needed for support, troubleshooting or security — and only at the level needed for that task.
Outside parties: we use a small number of trusted service providers to keep HSMS running — for example, secure cloud hosting, sending messages, and storing files. They handle the data only on our instructions and only for the service. They do not use it for their own purposes.
We do not sell your data. We do not share it for advertising. We do not use it to train AI models.
5. Where it is kept and how long
Your data is stored in secure cloud infrastructure with daily backups. We keep your school's information for as long as your subscription is active. If your subscription ends, we keep it for 90 days so you can renew or export, and then delete it.
Some records may be kept longer where the law requires it — for example, financial records for tax purposes.
6. Your rights
You have the right to access the personal information we hold about you, correct it if it is wrong, request that we delete it, and ask for a copy in a portable format.
For most of these requests, the quickest route is your school — the school is the data controller for student and parent information, and your administrator can act on most requests directly.
If you cannot resolve a request through your school, contact us at info@hsms.co.zw and we will help.
7. Children
HSMS is used by schools, and many of the people in those schools are children. We treat that information with extra care. The school authorises what happens with student data; we follow the school's instructions.
Parents have access to their own children's information through the Parent app. Other parents do not.
8. Cookies and similar technologies
Our website uses a small number of strictly necessary cookies to remember your theme preference (light or dark) and to keep you signed in if you choose to. We do not use advertising cookies and we do not track you across other websites.
9. Security
We protect your information with industry-standard security — encrypted connections, controlled access, regular backups and monitoring. No system is perfect, but we treat security as a daily responsibility, not an afterthought.
If we ever discover a breach that affects your school, we will notify you promptly with what happened and what we are doing about it.
10. Changes to this notice
We may update this notice as HSMS evolves. If a change is significant, we will tell schools by email and post a notice in the app. You can always see the date of the most recent update at the top of this page.
11. Contact us
Questions about your data, this notice, or how we handle privacy? Email info@hsms.co.zw. We will respond within one working day.