Who can see a child's fee account?
Only a signed-in user with a verified guardian link to that child, plus authorised school staff. Unverified or pending links receive no fee data, and parents cannot edit charges, payments or balances.
Guardian access is verified, not assumed
Email verification proves control of an email address; it does not prove a relationship to a learner. Registration creates a pending guardian link. The accounts office reviews that link against school records and approves or rejects it. Until approval, the parent account shows no financial information.
When a parent requests a student they are not linked to, the portal responds as if the student does not exist. This prevents parent accounts from probing admission numbers or discovering other families.
One ledger, no editable balances
Fee balances are not stored as a number that someone can overwrite. Every charge, payment, reversal, credit, adjustment and opening balance is a signed ledger entry. The balance is the sum of those entries, so the same figures appear on the parent dashboard, statements, receipts and staff reports.
Confirmed payments are never deleted. Reversing a payment writes a reversal entry and removes its allocations, preserving the audit trail. Voiding a charge posts an adjustment rather than erasing the original charge.
Account and session security
- Passwords are hashed with scrypt; the portal never stores plain-text passwords.
- Sessions are database-backed, expire automatically and can be revoked. Password reset revokes all existing sessions.
- State-changing API requests require a per-session CSRF token and pass an origin check.
- Session cookies are HttpOnly and SameSite=Lax, and are marked Secure in production.
- Login and registration are rate-limited against abuse.
Role-based staff access
Staff roles are separated: clerks, accountants, administrators and system administrators have different permissions. Sensitive actions such as confirming payments, reversing a payment, posting an adjustment or approving a guardian link are restricted and written to the audit log with the actor, time and details.
Payment safety
The portal does not treat an SMS or STK prompt as proof of payment. Payments are recorded and confirmed by the school and only then posted to the ledger. If a payment is missing, contact the accounts office with the transaction reference instead of making a second payment based on a message alone.
Data protection and children's data
The portal handles guardian and learner data under the Kenya Data Protection Act, 2019. Registration records the guardian's consent, the policy version and a hash of the statement shown. A child's record is released only after the school verifies the guardian relationship. The portal collects the minimum needed to identify the fee account, does not profile or advertise to children, and sends reminders only to the verified guardian. Read the privacy notice for lawful basis, retention, the Data Protection Officer contact, your rights and how to complain to the Office of the Data Protection Commissioner.
The portal uses a session cookie to keep you signed in. It does not use advertising cookies or third-party tracking scripts. Guardian and student data is used to operate the fee account, verify access, provide statements and receipts, and send service messages. It is not sold.
Document access
Statements and receipts are generated on request and served only to an authenticated parent with access to that student, or to authorised staff. They are sent with Cache-Control: no-store and are not placed in a public downloads directory.
Reporting a concern
If you believe an account, guardian link or payment record is wrong, contact the school accounts office using the details in the footer. Include the admission number and, for payments, the transaction reference, amount and date. Do not share your password with anyone.