Privacy Policy — SchoolKhata

This Privacy Policy explains how SchoolKhata ("we", "us", "our") collects, uses, stores, and protects personal data in connection with the Service, including personal data relating to school administrators, teachers, students, and parents/guardians ("Users"). This Policy should be read together with our Terms & Conditions.

Note: This is a general policy template. Because the Service processes the personal data of minors (students), we recommend this Policy be reviewed by a qualified lawyer for compliance with applicable data protection law, including India's Digital Personal Data Protection Act, 2023, before you rely on it.

1. Information We Collect

Depending on how the Service is used by a School, we may collect:

School and staff information: school name, address, admin/teacher name, mobile number, email, and login credentials.
Student information: name, class/section, roll number, date of birth, parent/guardian name and contact details, admission details, attendance, marks/report cards, and fee/payment records entered by the School.
Uploaded content: study material, question papers, notices, and related files uploaded by teachers/admins.
Communication data: WhatsApp/SMS delivery logs where the School has configured such messaging features.
Technical data: device/browser type, IP address, and usage logs collected automatically for security and troubleshooting.

2. Who Provides This Information

Personal data relating to students and parents/guardians is entered into the Platform by the School (its administrators or teachers), not directly collected by us from students. The School is responsible, as the data controller for such information, for ensuring it has a lawful basis and, where required, parental/guardian consent to provide such data to us for processing.

3. How We Use Information

To provide, operate, and maintain the Service (e.g. attendance, fee management, report cards, class routines, study material, class tests);
To enable communication features such as SMS/WhatsApp notices to parents/guardians, where configured by the School;
To process fee payments through integrated payment methods, where enabled by the School;
To provide customer support and respond to queries from Schools;
To maintain the security, integrity, and proper functioning of the Platform;
To comply with applicable legal obligations.

We do not use student personal data for behavioural advertising, and we do not sell personal data to third parties.

4. Data Storage and Security

School Data is stored using reputable cloud infrastructure and database services (such as Firebase/Firestore) with access controls restricting data to the relevant School's authorised users.
We apply reasonable technical and organisational measures — including authentication, access rules, and encrypted transmission (HTTPS) — to protect School Data against unauthorised access, alteration, or loss.
No method of electronic storage or transmission is completely secure; while we work to protect School Data, we cannot guarantee absolute security.

5. Data Sharing

We do not share School Data or student personal data with third parties for their own marketing purposes. We may share information only with:

Sub-processors that help us operate the Service (e.g. cloud hosting, database, SMS/WhatsApp messaging, or payment gateway providers), strictly to perform functions on our behalf and under confidentiality obligations;
Government or regulatory authorities where required by applicable law, a valid legal process, or to protect the rights, safety, or property of the School, its Users, or the public;
A successor entity in the event of a merger, acquisition, or sale of business assets, subject to that entity continuing to honour the commitments in this Policy.

6. Children's Data

The Service is designed to be used by schools to manage records relating to students, some of whom are minors. We rely on the School to obtain any consent from parents/guardians required under applicable law before providing student personal data to the Platform. We process such data only as instructed by the School and solely for the purposes described in this Policy.

7. Data Retention

We retain School Data for as long as the School's Subscription is active, and for a reasonable period thereafter to allow for data export, followed by deletion or anonymisation, except where a longer retention period is required to comply with a legal obligation or resolve disputes.

8. Your Rights

Subject to applicable law, Users may have rights to access, correct, or request deletion of their personal data. Requests relating to student or parent/guardian data should ordinarily be directed to the School, which controls that data; the School may in turn contact us to action such requests on the Platform.

9. Cookies and Similar Technologies

The Platform may use essential cookies or local storage to keep Users logged in and to remember preferences. We do not use third-party advertising cookies.

10. Third-Party Links and Integrations

The Service may link to or integrate with third-party services (e.g. payment gateways, WhatsApp, SMS providers). This Policy does not cover the privacy practices of those third parties, and Users should review their respective privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified through the Platform or via registered contact details, along with an updated "Effective Date".

12. Contact Us

For any questions about this Privacy Policy or to raise a data protection request, please contact us at support@schoolkhata.in or WhatsApp +91 94 7070 1234.