Legal

Privacy policy

Last updated 13 October 2026

Vuli is a school management system used by schools in Fiji and the Pacific, on the web and in the Vuli app for Android and iPhone. This policy explains what information Vuli holds, why, who can see it, and the choices you have. We have written it in plain language. If anything is unclear, contact us using the details at the end.

Who we are, and who is responsible for your information

Vuli is provided by Gateway Technology Solutions ("we", "us").

Your school is in charge of the information it keeps about you. The school decides which students, parents and staff are recorded, what is recorded about them, and who at the school can see it. We store and process that information on the school's behalf and only to run Vuli for the school. Questions about what a school records about you, or requests to change it, should go to the school first. We will help the school answer them.

We are responsible for the information we collect to run Vuli itself, such as the contact details of school administrators, school billing records and our website.

Information schools keep in Vuli

Depending on the parts of Vuli a school uses, it may record:

  • Students: name, admission number, government student ID, date of birth, gender, photo, class, contact and background details, attendance, timetable, homework and test work, marks, report cards, behaviour records, library loans, bus route and stop, school fee invoices and payments, documents and certificates.
  • Health information about students: medical conditions, allergies, medication, immunisations and sick bay visits. Only staff whose role allows it can see this.
  • Parents and guardians: name, relationship to the student, phone numbers, email, occupation, and messages exchanged with the school.
  • Staff: name, position, contact details, qualifications, teacher registration number, leave, duties, timetables, lesson observations, professional development and documents. If the school uses the HR features, also tax (TIN), FNPF and bank details. Only staff whose role allows it can see these.
  • Applicants: details a family enters on a school's online application form.

Information collected when you use Vuli

  • Your account: your name, email address or username, and your password. Passwords are stored in a scrambled (hashed) form that we cannot read.
  • Sign-in and security records: when you sign in, failed sign-in attempts and the internet (IP) address they came from, and an activity log of important changes, such as who changed a mark or approved a payment. These protect your account and help schools check their records.
  • What you add: messages, homework answers, files and photos you upload, absence notes and other things you enter.
  • The app: your device's name and model, its operating system, and, if you allow notifications, a notification token so we can send alerts to that device. Your sign-in is kept in your phone's secure storage.
  • Cookies: the website uses one cookie to keep you signed in and one to remember your school code. We do not use advertising or tracking cookies.

App permissions

  • Camera and photos: used only when you choose to take or attach a photo or file, for example to hand in homework. We don't access your photos otherwise.
  • Notifications: optional. Used for school messages, marks, absences, notices and similar alerts. You can turn them off in your phone settings or choose what you receive in Vuli's notification settings.
  • The app does not use your location, microphone or contacts.

What we do not do

  • We do not sell or rent anyone's information.
  • We do not show advertising, and we do not use information for advertising or marketing to students or families.
  • We do not use analytics or tracking tools that follow you across other apps or websites.
  • We do not use school information to train artificial intelligence models.

How information is used

  • To run Vuli for your school: registers, timetables, marks, report cards, fees, messages and the other features the school uses.
  • To send the notifications, emails and text messages the school or you have chosen.
  • To keep accounts and records secure, prevent misuse, and fix problems.
  • To give support when a school asks for help.
  • To bill schools for their use of Vuli, and to meet legal requirements.

Who can see information

  • At the school: staff see what their role allows. For example, a teacher sees the classes they teach, a bursar sees fees, and only permitted staff see health records.
  • Parents and guardians see information about their own children only. Students see their own information only. Marks and report cards are visible to families only once the school publishes them.
  • Our team looks at a school's information only when needed to provide support, keep the service running, or meet a legal requirement. Each time our team enters a school's account, it is recorded in that school's activity log.
  • Service providers who help us run Vuli, only for that purpose:
    • our hosting provider, whose servers store Vuli's information;
    • Amazon Web Services, if we use it to store uploaded files;
    • email delivery services, for emails;
    • mobile networks or text message providers, for text messages;
    • Expo, Apple and Google, to deliver app notifications to your device.
  • Authorities, if the law requires us to share information.

Some of these providers are located outside Fiji, for example in Australia or the United States, so information may be stored or processed there. We choose providers that protect it.

How we protect information

All connections to Vuli are encrypted (HTTPS). Passwords are hashed. Access inside each school is controlled by roles and permissions. Repeated wrong passwords are blocked. Links that sign you in from the app work only once and expire after a minute. Important changes are logged, and the service is backed up regularly. No system is perfectly secure. If a security incident affects your information, we will tell the affected schools promptly so they can inform the people concerned.

How long information is kept

A school's information is kept while the school uses Vuli. The school decides how long to keep its records, as schools often must keep student records for many years. When a school stops using Vuli, it can ask us for a copy of its information. We then delete the school's information from Vuli within 90 days, and copies in backups are removed as backups are replaced.

Children

Student accounts are created by the school, not by the student. We collect information about children only as directed by their school, and only to provide the school's services. Parents and guardians can see their child's information in the parent portal or app, and can ask the school to correct it.

Your choices

  • See your information in your Vuli account.
  • Correct information by asking your school.
  • Choose your notifications under notification settings.
  • Delete your account: see how to delete your Vuli account.

Changes to this policy

If we change this policy, we will update the date at the top of this page. If the changes are significant, we will also tell schools before they take effect.

Contact us

For anything about privacy, contact Gateway Technology Solutions. For questions about what your school records, contact your school.