1. Our role: who decides what

The School that subscribes to SchoolSense is the data fiduciary. The School decides what student, guardian and staff information is entered into the platform. We act as a data processor on the School’s instructions.

This means that if you are a parent, guardian or student and you want to access, correct or delete information held about you, your first point of contact is your School. We will assist the School in responding to such requests, and we will also respond directly where the law requires us to.

If you are a parent or student, please contact your school first for any request about your data. If you are unable to reach them, write to us at privacy@schoolsense.in and we will help.

2. Personal data we handle

Depending on how your School uses the platform, we may handle the following categories of data:

Identity and contact data: name, date of birth, gender, blood group, nationality, photograph, email address and mobile number.
Student records: admission number, class, section, roll number, attendance, homework, examination marks, results and generated documents such as transfer or character certificates.
Guardian information: name, relationship to the student, occupation, contact details and permission to collect the child.
Staff information: name, role, contact details and teaching assignments.
Fee and billing data: fee structures, invoices, payment status and receipts.
Support, complaint and communication data: grievances raised, replies exchanged and notices published.
Technical data: login timestamps, IP address and user agent information recorded in audit logs for security purposes.
Website enquiry data: name, phone number and other details you submit through our website enquiry form.

We do not collect biometric data, and we do not use student data for advertising, profiling or any commercial purpose other than providing the Services to the School.

3. How we use personal data

We do not sell personal data. We do not share personal data with advertisers. We do not use any personal data to train external artificial intelligence models.

To provide the Services — displaying attendance, homework, marks, fees and notices to the people entitled to see them.
To communicate with schools about their account, billing, support requests and service changes.
To keep the platform secure — detecting unauthorised access, preventing misuse and maintaining audit logs.
To meet legal and accounting obligations, including tax and statutory record-keeping.
To improve the Services, using aggregated or de-identified information that does not identify any individual.

4. Legal basis for processing

Under the Digital Personal Data Protection Act, 2023, we process personal data on the basis of the consent obtained by the School from parents, guardians, students and staff, and for certain legitimate uses permitted by that Act, such as complying with legal obligations, responding to medical emergencies, and ensuring the safety and security of the platform.

5. Who can see your data

Access is restricted by role. Within a School, a principal or administrator sees school-wide information; a class teacher sees the students in their class; a parent sees only their own child; and a student sees only their own information. Access is enforced by the platform itself, not merely by policy.

Our own staff may access data only on a limited, need-to-know basis for support, security, backup and billing, and such access is recorded in an audit log.

6. Service providers we use

We use a small number of carefully selected service providers to operate the platform. These providers process data only on our instructions and under contractual confidentiality and data protection obligations.

Cloud database, storage and infrastructure hosting, with data stored in the Mumbai (ap-south-1) region of our cloud provider.
Email and communication services for transactional messages such as account notifications.
Payment and billing processing for subscription payments made by the School.

Where any processing involves a transfer of personal data outside India, we will do so only in accordance with applicable law and with appropriate safeguards.

7. How we protect data

No system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to affect you, we will notify the affected School and the Data Protection Board of India as required by law, and we will work with the School to inform affected individuals where necessary.

Encryption of data while in transit and while stored.
Role-based access control, so each user sees only what their role permits.
Passwords stored only as one-way cryptographic hashes — no one, including our team, can read them.
Logging of sensitive actions in an audit trail.
Regular backups and monitored infrastructure.
Access limited to authorised personnel on a need-to-know basis.

8. How long we keep data

We retain Institution Data for as long as the School’s subscription is active. After termination, we make the data available for export for 90 days, after which it is deleted from live systems, subject to retention required by law and to routine backup cycles.

Website enquiry data is retained for as long as needed to respond to your enquiry and for a reasonable period afterwards for record-keeping.

9. Your rights

Subject to applicable law, you have the right to:

access a summary of the personal data we hold about you and how it is being processed;
request correction of inaccurate or incomplete data;
request erasure of data where it is no longer necessary for the purpose for which it was collected;
withdraw consent, where processing is based on consent;
nominate another individual to exercise your rights in the event of death or incapacity; and
raise a grievance with our Grievance Officer.

Parents and students should direct requests to their School in the first instance, since the School controls the data. We will assist the School in fulfilling the request.

10. Children’s data

The platform necessarily processes information about children because it is a school management system. We handle such data strictly for educational and administrative purposes, on the instructions of the School. We do not use children’s data for behavioural monitoring, targeted advertising, or any purpose that is detrimental to the well-being of a child. A parent or guardian may contact the School at any time to review information held about their child.

11. Cookies and local storage

Our website uses minimal cookies and browser local storage strictly to keep you signed in and to remember your preferences. We do not use third-party advertising or tracking cookies. You may clear this data at any time through your browser settings, although you will need to sign in again.

12. Grievance Officer

In accordance with the Digital Personal Data Protection Act, 2023 and applicable rules, our Grievance Officer is:

Name: [Name of Grievance Officer]
Email: privacy@schoolsense.in
Telephone: [Grievance officer phone]
Address: [Registered office address, India]
Business hours: Monday to Friday, 10:00 to 18:00 IST, excluding public holidays.

We aim to acknowledge every grievance within 48 hours and to resolve it within 30 days of receipt.

13. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify schools through the platform or by email. The "last updated" date at the top of this page shows when it was last revised.

14. Contact us

For privacy questions, write to privacy@schoolsense.in. For general support, write to support@schoolsense.in. Our registered office is [Registered office address, India].

Privacy Policy