Optimyze Technologies Limited
Last Updated: 06 September 2025
Optimyze Technologies Limited (“Optimyze,” “we,” “our,” or “us”) values the trust you place in our technology solutions. We are committed to protecting your personal data, ensuring transparency in how we process information, and providing fair policies regarding refunds for our products and services.
This Privacy and Refund Policy applies to all products and services offered by Optimyze, including but not limited to:
SchoolMaster ZM (SchoolMaster Zed-M): A school management platform.
Kwenda Transport: A transport management and rider platform.
ticketHUB ZM: An event ticketing and management solution.
By using our Platforms, you acknowledge that you have read, understood, and agreed to this Policy.
We collect information necessary to deliver our services effectively. This may include:
Personal Identification Data: Full name, phone number, email address, date of birth, gender, nationality, and physical address.
Institutional and School Data: Student profiles, grades, attendance records, staff details, payroll data, and other administrative information.
Financial Data: Payment card details, mobile money numbers, transaction history, subscription plans, invoices, and receipts.
Technical Data: IP addresses, device identifiers, browser type, operating system, log files, access times, and activity on our Platforms.
Communication Data: Feedback, support tickets, chat history, or any correspondence with our teams.
Third-Party Data: Information shared with us through integrations (e.g., payment gateways, SMS/WhatsApp APIs, or biometric devices).
Example: A school using SchoolMaster ZM may upload student attendance records, fee payment details, and exam results. This constitutes sensitive institutional data that we process under strict confidentiality.
We use collected data for lawful and business purposes, including:
Service Delivery – To set up accounts, enable access to platforms, and provide agreed services.
Payment Processing – To process fees, generate invoices, and confirm successful transactions.
Customer Support – To respond to queries, resolve complaints, and provide technical assistance.
System Improvement – To analyze usage trends, improve features, and develop new solutions.
Security & Fraud Prevention – To monitor unauthorized access, prevent misuse, and secure user accounts.
Compliance – To meet legal, contractual, and regulatory obligations (e.g., audits, tax laws).
Communication & Marketing – To send service updates, product information, and promotions (only with user consent).
We prioritize the confidentiality and integrity of data by applying:
Encryption: All sensitive data, including financial transactions, is encrypted using industry-standard methods (SSL/TLS, AES-256).
Access Controls: Only authorized personnel with legitimate business purposes can access sensitive information.
Secure Infrastructure: Our servers and systems are hosted in secure data centers with redundancy, firewalls, and intrusion detection systems.
Backups: Data is backed up regularly to prevent accidental loss.
Employee Training: Staff handling personal and institutional data are trained on data privacy and cybersecurity best practices.
We do not sell, rent, or trade personal information. However, we may share data in these circumstances:
With Service Providers: Such as cloud hosting partners, payment gateways (e.g., Tingg, Flutterwave), SMS providers, and IT security providers—strictly for delivering services.
With Legal Authorities: When required by law, regulation, court order, or government request.
With Business Partners: For integrations and joint services, provided user consent is obtained.
In Business Transactions: If Optimyze undergoes a merger, acquisition, or sale, user data may transfer to the new entity, subject to this Policy.
We retain information only for as long as necessary. Retention periods include:
Subscription Data: Maintained during the term of service and up to 7 years after termination for legal and accounting purposes.
Financial Records: Kept for the minimum period required under Zambian law (currently 7 years).
Institutional Data: Deleted within 90 days after service termination, unless otherwise requested.
Backups: Securely purged on a scheduled rotation basis.
Users and institutions have the following rights:
Access & Portability: Request a copy of your personal or institutional data.
Correction: Update inaccurate or outdated information.
Deletion: Request deletion, subject to legal obligations (e.g., financial records cannot be deleted before legal retention periods).
Restriction of Processing: Limit how we process certain categories of data.
Objection: Withdraw consent for marketing or data processing activities.
To exercise rights, contact us at [email protected]. We aim to respond within 30 days of receiving a valid request.
Optimyze Technologies Limited provides digital software solutions and subscription-based services. Unlike physical goods, digital services are immediately accessible once activated; hence refunds are limited and granted only under specific conditions.
A refund request may be approved if one of the following applies:
Duplicate Transactions: If a customer is charged more than once for the same service or subscription.
Non-Delivery of Service: If due to system errors or technical issues, the purchased product/service is not provisioned.
Technical Failures: If there are persistent technical issues caused by Optimyze (not customer-side), and they cannot be resolved within 14 working days.
Early Cancellation: If a user cancels within 7 calendar days of subscription activation and has not made significant use of the service.
Example: If a school subscribes to SchoolMaster ZM, makes no data entries, and cancels within 7 days, a partial refund may be granted.
Refunds will not apply in the following cases:
Change of mind after purchase.
Inability to access services due to poor internet, insufficient hardware, or user errors.
Where substantial usage of the service has occurred (e.g., students uploaded, payments processed, reports generated).
Customized development, integrations, and consulting projects (these are billed on a case-by-case basis).
Events where tickets have already been issued and scanned (ticketHUB ZM).
Request Submission: Refund requests must be sent via email to [email protected], clearly stating the reason and attaching proof of payment.
Evaluation: The Finance and Technical team will review the request within 10 working days.
Decision: The customer will receive a written response (approval or rejection) with justification.
Payment: If approved, refunds will be processed via the original payment method (mobile money, bank transfer, or card) within 14 working days.
Optimyze reserves the right to update this Privacy & Refund Policy at any time. Updates will be posted on our website and, where material, notified by email or system alerts. Continued use of our services after changes indicates acceptance of the revised terms.
For privacy concerns, data rights, or refund requests, please contact:
Optimyze Technologies Limited
Lusaka, Zambia
📧 General Inquiries: [email protected]
📧 Billing & Refunds: [email protected]
📞 Tel: +260 (975) 168880