Acceptable Use Policy

What schools, school staff, families and partners may and may not do on Karo.

1. PURPOSE AND WHO IT COVERS

Karo runs schools' operations, finances and family communication, and holds children's data. This policy keeps that safe. It applies to every school that uses Karo and the people who sign in for it, to families who receive Karo messages and links, to partners such as suppliers, sponsors and applicants who use a Karo link, and to Karo's own staff and contractors. It is part of the Karo Agreement.

2. WHAT EVERYONE MAY DO

Use Karo for the work it is for: running a school, paying and receiving fees, following a child's learning and safety, and the school and family communication around them.

3. WHAT NO ONE MAY DO

• Try to reach another school's data, another person's records or any part of Karo you have not been given.
• Share a sign in, a code, a passkey or a private link, or use someone else's.
• Test, probe, scan, overload, scrape, copy or reverse engineer Karo, or work around its limits or its "Confirm it's you" steps.
• Upload anything harmful, such as malware, or anything unlawful, abusive or that you have no right to share.
• Pretend to be someone else, or send messages that deceive, harass or threaten anyone.
• Use Karo for marketing, political messages or anything unrelated to the school and family relationship.

4. SCHOOLS

A school using Karo:

• has a lawful basis for the records it enters and tells families and staff how their data is used;
• keeps its records accurate, including guardian contacts, and corrects them when told;
• gives each person only the individual rights their work needs, and removes access the day someone leaves;
• records consents in Karo and respects each family's language and channel choices;
• records health information only where it is needed for a child's care;
• has its own staff review any comment Karo drafts before it is submitted or approved;
• keeps its bank details accurate and its settlement checks up to date.

5. SCHOOL STAFF

• Sign in as yourself, preferably with a passkey, and lock or sign out of a shared device.
• Open only the records your work needs; access is logged.
• Do not export, photograph or forward learner, family or staff data to personal apps or accounts.
• At the gate, release a learner only to a registered guardian or authorised collector after checking their identity document; on the bus, record each stage truthfully.
• Report a suspected breach, a lost device or a message sent to the wrong person to your school owner and to info@karoschool.net at once.

6. FAMILIES

• The links Karo sends you are for you alone. Do not forward them.
• Use the school's WhatsApp line only about your own children.
• Ask the school to correct anything wrong; the school is responsible for your records.
• Abusive messages may be blocked by the school.

7. PARTNERS, SUPPLIERS, SPONSORS AND APPLICANTS

Use a Karo link or portal only for the purpose it was sent for, keep what you see confidential, and use no data from Karo for anything else. Karo's own sub-processors are bound by the Data Processing Agreement.

8. KARO STAFF AND CONTRACTORS

Karo's own people follow the duties in the Karo Data Protection Policy (KRO/CMP/POL/2026/02): written confidentiality, their own sign in, access only when the work needs it, no copies to personal tools, and immediate reporting.

9. WHEN THIS POLICY IS BROKEN

Karo may suspend or end access that breaks this policy, as the Karo Agreement allows, and a school may remove its own staff's rights. Karo keeps the audit records, may investigate, and may report unlawful conduct to the authorities. Report misuse to info@karoschool.net.

10. REVIEW

This policy is reviewed at least once a year and whenever Karo changes in a way that affects it. Each change is a new version, and the earlier version is kept as a Superseded record.

APPROVAL

Change history

To request a copy, contact info@karoschool.net