Who We Are
Ladybird Softech Co. is a Kenyan technology company that develops and provides the Ladybird School Management Information System (LSMIS) — a cloud-based school management platform designed for schools, colleges and universities in Kenya.
We also operate a WhatsApp Business AI assistant named Gloria that responds to inquiries from schools and educational institutions interested in our system.
- Company Name: Ladybird Softech Co.
- Location: Thika, Kiambu, Kenya
- Website: https://ladybirdsmis.com
- Contact Email: [email protected]
- Phone: +254743551250
Information We Collect
We collect information in two contexts — through our school management system and through our WhatsApp Business messaging service.
Through the Ladybird School Management System (LSMIS):
- School name, address, and registration details
- Administrator, staff and teacher names and contact information
- Student names, admission numbers and academic records
- Parent and guardian contact information
- Fee payment records and financial data
- Attendance records for students and staff
- Academic performance data including marks and grades
Through our WhatsApp Business AI Assistant (Gloria):
- Your WhatsApp phone number
- Your WhatsApp display name
- Message content you send to our business number
- Date and time of messages
- Your school name and level if shared during conversation
How We Use Your Information
We use your information only for legitimate business purposes directly related to providing and improving our services.
- To respond to your inquiries about the Ladybird School Management System
- To schedule and conduct product demonstration sessions
- To follow up on your interest in our products and services
- To provide system access, training and ongoing support to schools
- To process fee payments and generate receipts within the school system
- To send SMS notifications to parents and staff via the Communication module
- To generate academic reports and student performance records
- To improve our AI assistant and customer service quality
Legal Basis for Processing
We process your personal data on the following legal bases:
- Contractual necessity — to fulfil our service agreement with schools using LSMIS
- Legitimate interests — to respond to inquiries and follow up with potential clients who have contacted us first
- Consent — for marketing communications, which you can withdraw at any time
- Legal obligation — where required by Kenyan law or regulatory requirements
Third-Party Service Providers
To operate our services we share data with trusted third-party providers. All providers are contractually required to protect your data.
We do not sell, rent or trade your personal data to any third party for their own marketing purposes.
Data Storage and Security
We take the security of your data seriously and implement appropriate technical and organisational measures to protect it.
- All data is transmitted over encrypted HTTPS connections
- Our servers are hosted on DigitalOcean with SSL certificates
- Access to our systems is protected by strong passwords and two-factor authentication
- WhatsApp conversation data is stored in access-controlled Google Sheets
- School data within LSMIS is protected by role-based access controls
- We regularly update our systems to patch security vulnerabilities
Despite our efforts, no method of transmission over the internet is 100% secure. We encourage you to contact us immediately if you suspect any unauthorised access to your data.
Data Retention
We retain your data only for as long as necessary to provide our services or as required by law.
- WhatsApp conversation data — retained for 12 months after your last interaction, then deleted
- School management data — retained for the duration of your subscription plus 24 months, then deleted on request
- Financial records — retained for 7 years as required by Kenyan tax regulations
- Not Interested contacts — retained for 6 months then permanently deleted
Your Rights
You have the following rights regarding your personal data:
WhatsApp Business Messaging
Our WhatsApp AI assistant Gloria operates as follows:
- All conversations are initiated by you — we never send unsolicited first messages
- Gloria is powered by Anthropic's Claude AI which processes your message to generate a response
- Your conversation history is stored to provide context-aware responses across sessions
- If you request to speak to a human, our team will take over the conversation and the AI will be paused
- Follow-up messages are sent a maximum of 3 times to clients who have previously engaged with us
- Clients who express disinterest are permanently removed from follow-up and never contacted again
- We use Meta's WhatsApp Cloud API — this service is governed by Meta's own privacy policy
Children's Privacy
The Ladybird School Management System processes student data on behalf of schools. This data is processed under the direction and responsibility of the school as the data controller. We act as a data processor for student information.
Schools using LSMIS are responsible for obtaining appropriate consent from parents or guardians for the processing of student data in accordance with Kenyan law.
Our WhatsApp Business messaging service is intended for school administrators and decision-makers only, not for direct use by students or minors.
International Data Transfers
Your data may be processed outside Kenya by our service providers including Anthropic (USA), Google (USA) and DigitalOcean (UK). We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection standards.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available at https://ladybirdsmis.com/privacy-policy.php.
We will notify active clients of significant changes via email or WhatsApp message. Your continued use of our services after any changes constitutes acceptance of the updated policy.
Contact Us
If you have any questions, concerns or requests regarding this Privacy Policy or your personal data, please contact us through any of the channels below: